Creative Manager Documentation

Transcription

1 Creative Manager Dcumentatin

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3 Table Of Cntents Welcme t Creative Manager... 1 Can I Print This Out... 3 Frequently Asked Questins... 5 Abut Creative Manager... 7 What's New in Versin What's New in Prir Versins... 9 What is Creative Manager Cntacting Supprt Getting Started Training Paths The Big Picture The Big Picture Cntact Management Overview Prject Management Overview Traffic Management Overview Time Tracking Overview Staff Management Expense Reprt Overview Purchasing Overview Billing Overview Accunting Overview Setting Up the System Basic Setup Custmizing the System Tracking Time Accunting Prject Management Billing Expenses Reprts Cntact Management Purchasing Media Hw D I Use the Calendar Viewing the Calendar Calendar Event Use Time Sheets Timesheet Overview Timesheet Entry My Assignments Use Expense Reprts Expense Reprt Overview Expense Reprts Main Input Use Cntact Management Cntact Management Overview Managing Cmpanies Managing Cntacts Managing Opprtunities Managing Activities Manage Prjects Prject Management Overview Traffic Management Overview Add Prject Prject Setup Aut Allcating Hur and Assignments Prject Billing Grant Access Creative Brief Prject Specificatins Prject Miscellaneus Expenses Tracking Frms Overview Digital Art Reviews Schedules Estimates and Budgets Use Digital Assets iii

4 Creative Manager Dcumentatin Digital Assets Overview File Overview Searching Client Flders Use the Media System Use the Purchasing System Purchasing Overview Vendr Overview Standards Request fr Qutes Recurring Payments Use the Billing System Billing Overview Client Overview Billing Wrksheets Creating Invices Receiving Payments Use the Accunting Functins GL Accunts Psting Jurnal Entries Recnciling GL Accunts Financial Budgets Labr Budgets Imprt and Exprt Infrmatin Outlk Synchrnizatin Tl Mac Calendar and ICal Synchrnizatin Tl Imprting Exprting Overview Use the Strata Sync Update My Infrmatin My Infrmatin In/Out Status Bard Custmize the Listings Custm Listing Overview Custm Listing Optins Custm Listing Layut Custm Listing Cnditins Reprts Reprts Standard Reprts Prject Budget Analysis Reprt Client & Prject Prfitability Reprt Accrued Order Detail Reprt Crprate Prfit and Lss Reprt Sales Tax Analysis Reprt Create Custm Reprts Custm Reprts Overview Custm Reprt Optins Custm Reprts - Gruping Optins Custm Reprts Layut Custm Reprts Cnditins Excel Financial Interface iv

5 Welcme t Creative Manager Welcme t the best Ad Agency Sftware fr the creative industry. Yu will find n better Prject Management Sftware than the ne that yu see here. Creative Manager Pr is web based, integrated prject management sftware that streamlines yur entire business, frm develping new business, t staffing, managing, and executing prjects, all the way thrugh t accunting and financial reprting. The team members at Creative Manager, Inc. have been leaders in agency management sftware fr the creative industry and n the Mac OS fr ver 26 years. They prvide their clients with tw majr fferings: Creative Manager Pr, and Creative Prject Manager. Bth prgrams wrk seamlessly with the Mac OS and Windws. 1

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7 Can I Print This Out Because we knw that sme f yu still want a printed cpy, yu can als dwnlad a PDF file that yu can then print ut if yu want r keep n yur desktp as reference. Click Here t dwnlad the PDF 3

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9 Frequently Asked Questins What is the typical way that the tasks are set up n a prject? Generally, users will set mst tasks t the Start As Sn As Pssible ptin t let the system develp the draft schedule based n the predecessrs and the duratin f the tasks. This allws yu t quickly draft a timeline fr the prject schedule. Once yu are satisfied with the timeline, yu can select the Finalize Schedule actin t cpy the plan start and plan cmplete date t the Original Dates clumns. This allws yu t take a snapsht f yur riginal schedule as yu start the prject. Next, users will lk at the schedule and identify key milestnes that must be met (ie. Apprval by Client r Press Check Date). They will change the schedule cnstraint n thse tasks t Must Finish n the Planned Cmpletin Date. This way, if the task schedules begins t slide, these tasks will nt deviate frm the riginal planned dates and will turn red if the schedule cnstraint n that task cannt be met. This wuld becme yur first indicatr that there's a prblem with the schedule if users are nt wrking the plan as scheduled. Yu can then cmpare yur planned dates versus yur riginal dates t see where yu started t deviate frm the plan and adjust the schedule accrdingly. Maybe yu will need t add mre peple t help cmplete a task in a shrter duratin t make up any slippage in the schedule r reschedule the task t a new date t accmmdate the slip in the schedule. Instead f changing the schedule cnstraints n a task, yu can just let the tasks slide in the schedule and leave them all with the Start As Sn As Pssible ptin. If yu enter a Due Date in the Schedule sectin f the Prject Setup screen, yu can specify a prject due date there. Once the Planned Dates n the tasks start t slip past the prject Due Date, they will turn red t give yu a warning that the Due Date will nt be met based n the current planned schedule. Are there any special characters that I shuld avid using in the system? Yu shuld avid using " '? & + in the system. These are special reserved characters in HTML and can cause prblems. It is especially imprtant t avid using these characters in ID's such as prject numbers, client and vendr ID's, etc. What is the best way t handle credit cards? Set up Credit card accunts as a cash accunt in the GL. Fr the charge t the credit card, enter an AP invice, debiting the prper expense accunt, and charging the prject. Then pay it ut f the credit card cash accunt. Then yu're able t recncile that credit card accunt. When yu receive the Amex bill, enter the AP invice t Amex and debit the credit card cash accunt. Pay it ut f yur regular accunt, and yu're dne. Are there any special steps t take prir t ging live with the accunting system? Yu shuld review the setup screen vides t cmplete yur accunting setup. The prcess (after cmpleting the Accunting Setup) in summary is as fllws: 1. Run the AR Aging Reprt, AP Aging Reprt, and the Trial Balance frm Quickbks n the day yu wish t transitin accunting t Creative Manager. Typically, we suggest users select a Friday after the mst recent AP check run t minimize the amunt f pen transactins that must be carried ver t Creative Manager. 2. Using the AR Aging Reprt, enter (r imprt) the AR invices in summary. This means that yu just enter ne line n the invice fr the entire amunt f the invice. The GL Accunt n that invice line shuld be the same as the AR accunt that it is psting t. This way, there is n net effect n the GL balance. The details are nt necessary since it is already captured n the trial balance. Yu nly need t match the Client, Invice Date, and Amunt. Run the AR Aging Reprt in Creative Manager t make sure that it ties t the reprt frm Quickbks. 3. Repeat the same prcess fr AP invices. 4. Using the Trial Balance, enter a Jurnal Entry fr yur starting balances. Make sure that the debits and credits match the Trial Balance frm Quickbks. 5. Verify that the Require GL Accunts and Pst t GL ptin is enabled in the Cntrl Accunts screen under System Setup. 6. Pst ALL Transactins. Run the Prepst by Accunt Reprt in the Pst Transactins screen t verify that there are n unpsted transactins. Yu are nw live n accunting in Creative Manager. We use a vendr fr cpywriting services. He is als a client f urs. I billed him fr a prject and he wes us $11,000 fr that invice. When I pay him fr his services we have a cntracted rate f $5000 a mnth. He wants us t shrt pay him by $1000 a mnth and apply that amunt as a payment n his invice. Hw d I enter this in Creative Manager? 1. Enter a credit mem in AP t reduce the payable amunt t yur vendr. Select a wash accunt like Trade/Suspense r smething similar as yur ffset accunt. This way the credit will Debit AP and Credit the Wash accunt. 5

10 Creative Manager Dcumentatin 2. Then enter a credit in AR t reduce the receivable amunt t yur client. Select the same wash accunt as the ffset accunt. This way the credit will Debit the Wash and Credit the AR accunt. Once bth f these credits pst t GL, there will be n net balance remaining in the Trade/Suspense accunt. Hw d yu recmmend peple enter their Paid Time Off int CPM? Yu can create a prject and mark it as Unbillable in the Billing tab f the Prject Setup screen. Als, set the Get Rate frm ptin t Prject with a rate f zer t mark all time entered as zer against that verhead prject. Yu can then add tasks in the Schedule screen fr each categry f unbillable time. Fr example, Training, Meetings, Vacatin, etc. can be added as tasks n that verhead prject. This way, users can then bk time against this verhead prject and select the prper task depending n the type f unbillable time. Are there specificatins fr the dimensins available fr custm lgs fr the Lgin Page lg, the Tp Lg and the Printed/Reprt lg? There's n size restrictin fr the Lgin Page lg. The Tp Lg is limited t 230 pixels high. The Printed/Reprt Lg is limited t 1 inch in size. Is there a way fr business develpment peple t track their hurs t see hw much effrt it takes t get a prject? And hw d we keep track f vacatin time, sick time, admin time, etc.? Yu can create an verhead prject called New Business Develpment and ne called Firm Admin t track these hurs. Yu can add tasks fr the different types f admin time, like vacatin, sick, etc. Yu can create a prject status cde called Admin where the Active is nt checked, but Time and Expense is allwed. This way, these prjects dn't shw up n yur Active Prjects list, but users can still lg time against it. 6

11 Abut Creative Manager What's New in Versin 8.5 This new release 8.5 includes many enhancements that ur clients have been asking fr, prving nce again that 'We're Listening' t ur clients. As yu keep asking us t take the lead in the industry with new and innvative slutins t make yur life easier, we respnd with an easier-t-use interface, and mre pwerful features. The fcus f this release has been in implementing mre standards in the area f financial reprting. We have added in the ability t track multiple cmpanies, ffices and departments. Alng with this we have imprved and standardized the financial reprts in the system t prvide mre cnsistent meaning in the fields frm reprt t reprt. Many f the reprts have been enhanced t allw fr greater flexibility and ease f use. A summary f the changes is listed belw and additinal infrmatin n these items can be fund here. Accunting Enhancements Campaign budgets nw have several new ptins fr tracking actuals t the budget. Yu can nw pull in actual figures by Item, by Prject Type r yu can specify which budget item each prject ges t. Yu can view prject budgets under a campaign by either Task r Item Added Supprt fr Cmpany, Office and Department tracking in the ledger Added ptinal shwing / requirement f Cmpany, Office, Department, Tasks, Items n all financial transactins Supprt fr Cmpany level separatin f financial transactins at the cmpany level fr Balance sheet entries. Ie. Yu can run a trial balance and balance sheet at the cmpany level. P&L tracking at the cmpany, ffice and department level. Prjects are linked int specific cmpanies and ffices. Transactins created and linked t these prjects must fllw the same ffice and cmpany. Added ptins t hide Cmpany, Office, Department, Task, Item and GL Class frm all accunting transactins if yu d nt want t see them. Enhanced the Budget entry screen t allw fr budgets by Cmpany, Office, Department, Client and Class. Nw wrks in Flash fr a much mre respnsive and streamlined input experience. Allws views at any level and cmbinatin. Summarize up t any level and drill dwn fr details. Yu can nw print the budget fr yur current view. Expense Reprt Enhancements New ptin t allw aut cnversin t vendr invice n apprval. Faster, streamlined entry prcess. Yu can nw specify the vendr with the reprt fr tracking persnal vs credit card expenditures. The date range has been taken ff and is nw maintained by the transactins entered. Mdified the billing rules fr expense reprts and cnversin prcess t vendr invices. If an expense reprt has nt been cnverted t a vendr invice, yu can still bill it. After it has been cnverted t a vendr invice, it des nt shw up n the prject budget screen and cannt be billed. 7

12 Creative Manager Dcumentatin When cnverted, an exact duplicate f the expense reprt is created as a vendr invice. Frm that pint frward, the vendr invice is used and billed. (Prcess is similar t PO s) Financial Reprt Enhancements All the financial reprts have been updated. PL nw runs in Flash as an n screen reprt and can be printed. We have added a 12 mnth view f the financial reprt. There is nw different reprts fr the crprate P&L vs a client r prject prfitability reprt. Client and Prject Prfitability reprts are custmizable and have several different printing ptins. They are als n screen reprts There is a multi view (ne rw per) and a detailed view that is mre like a P&L. Added an ptin t flag clients as Overhead Clients. These are used fr clients wh are set up fr tracking internal prjects. These d nt shw up n the prfitability reprts and all csts n these prjects are cnsidered verhead expenses. Added a Mnthly cst and the ability t re-calculate labr csts based n the mnthly salary. This allws peple t get their standard csts fr a mnth clser t the actual payrll csts. It calculates the average hurly csts based n the ttal cst fr the mnth and ttal hurs wrked fr a persn. If the mnthly cst is set t 0, that persn is nt adjusted. The new reprts supprt the ability t add calculated clumns. WIP Psting Enhancements We have dramatically simplified the WIP psting prcess. If yu track WIP in the ledger, yu will want t becme familliar with these changes. The rule fr psting wip have changed as fllws: If it is billed r marked as billed, then it des nt pst int wip. If it has nt been psted in, then it des nt pst ut. Vendr Invices are n lnger repinted t the the WIP accunts. They will retain their nrmal expense accunt. When psted, they will be repinted t the apprpriate accunt based n item type. Expense reprts d nt pst int wip. There are new accunts fr tracking Misc Csts and Expense Reprts. These g int a new set f GL Accunts t make it easier t track prductin expenses. The prject wip analysis reprt has been mved and changed. It is nw a ledger based reprt and has supprt fr drilldwns n transactins by prject. This reprt is driven ff the asset accunts in the preferences screen. Miscellaneus Enhancements Invices can nw pull transactins frm multiple prject nt ne invice line Prebilled rders can be accrued t detailed expense accunts based n the item. Items have tw ptins in transactins preferences that have changed. Default UnitCst/ Unit Rate frm item. 8

13 Abut Creative Manager These nw always default nt the transactin. The Shrt Descriptin, Lng Descriptin, GL Accunt, Unit Cst, Unit Rate, Markup will always default nt the line. If a prject is specified, the Unit Rate and Markup may nt cme frm the item based n the prject settings. There was a system setting called Always use Unit Rate fr Grss Cst that frces the system t use the unit rate frm the item in all cases. Regardless f the unit cst, the rate stays the same. This als changes the behavir in transactin entry screens. This ptin has been mved frm a glbal ptin t a per item ptin. It is als nw called r;always use Unit Rate fr Grss Amunt. When yu check this, the markup ges away and yu can enter a standard rate. This ptin is nw available fr expense reprt items and purchased items. This is useful fr mileage type items and purchased items that are always billed at the same rate.. In item rate sheets, if this ptin is enabled fr items, yu can nw set it per rate sheet. What's New in Prir Versins Versin Released August, 2007 The fcus f this release has been in implementing many f the suggestins and requests frm ur clients. While this release des nt have any majr changes t the system, there are a number f smaller changes that have been requested by ur clients. There were ver 52 different enhancements made t the system. These changes include: Prject Management Enhancements Campaign budgets nw have several new ptins fr tracking actuals t the budget. Yu can nw pull in actual figures by Item, by Prject Type r yu can specify which budget item each prject ges t. We have added back a new side navigatin bar t the flash based screens. Schedule and Grid Time Entry Yu can nw exprt a specificatin sheet t a text file and then re-imprt it int a separate cmpany. The system will set up the frm and all f its custm fields fr yu. When using the "MY Tasks" dashbard part t input hurs in yur time sheet, the system will nw default in an actual start date fr that task if hurs are entered withut a start date. We have added mre fields t almst all f the data sets fr clients wh have requested specific fields fr reprts. When a client lgs int the system t add a prject request, if they are part f a cmpany that has a parent cmpany, they will be allwed t select which client t add the request fr. Yu can nw select t see System Messages frm Creative Manager Pr abut cming events/releases under the Staff - My Inf. The listing pages will nw shw a grand ttal fr the list n the last page. We have added custm fields t the flash based schedule screen. These are selected based n the task type. Media Enhancements 9

14 Creative Manager Dcumentatin The media estimate number will nw print n the rder The deletin f rders is nw lgged t the system lg There is nw an ptin t print the traffic sectin f a bradcast rder The media discrepancy reprt can nw be gruped t the statin level Reprting Enhancement The drill dwn P&L statement nw has a drill dwn screen when yu run the reprt in Cash Basis frmat. Yu can nw add unapplied advance billing invices t client statements Yu can nw age yur client statements by Invice Date, Due Date r Psting Date We have expanded the field ptins n the prject cst transactin data set Accunting Enhancements Yu can nw add sales tax n advance billing invices. Then when yu apply the advance bill t the real invice, yu can apply the sales tax t the real invice as well t reduce the sales tax liability n the invice. Yu can nw turn unapplied advance billing invices int credit mems. The system will generate a new credit mem invice and clse ut the remaining advance billing amunt n the invice. Yu can nw search fr client invices by prject name We have added a new custm reprt data set that allws yu t print the details f what has been billed n client invices. We have added an ptin called "Use Expense Item Class When Generating Vendr Invices" t the Transactin Preferences. If checked, the Expense Item class will be used n the Vendr Invice Line rather than the User's class. If the Expense Item des nt have a class, then it will default back t the User's class. Yu can nw inactivate billing statuses Yu can nw shw a ttal fr labr and expenses at the bttm f client invices as part f the subttals n the reprt. Yu can nw specify if tax applied t a billing item s that when ding billing by billing item the system will nw default these nt the invice. Yu can nw grup spts and insertins t the rder level n client invices. There is nw a date range search ptin when applying a vendr invice t rders. Versin 8.4 Released December, 2006 We have develped several vides t help explain sme f the changes 8.4 Overview f changes Scheduling Changes in the Flash Versin 10

15 Abut Creative Manager Scheduling Changes in the HTML Versin Changes t Estimating Overview f Adding Prjects Changes t the Time Sheets We have als added a number f new guides Adding Prjects Prject Estimating Prject Scheduling Prject Snapsht Prject Management Enhancements The scheduling system has been cmpletely verhauled and simplified. N lnger are there three different types f tasks (summary, detail and assignments). It is nw much easier and fluid t put a schedule tgether. There is still a great deal f flexibility in the system fr budgeting and tracking actual hurs. Yu can nw drag and drp tasks r grups f tasks in the schedule t mve things arund. A task can nw be made int a summary task by adding tasks under it. But yu can als change it back by remving the tasks under it. Task ID's are nly required n budget tracking tasks nw. Yu can nw see all the peple in yur cmpany and hw busy they are right next t the area where yu assign them t a task. This greatly simplifies the task f finding the right persn with enugh available time Yu can nw make tasks shw up n yur calendar at a specific time f the day. This can be very helpful in scheduling a specific persn wh needs their time blcked ut during the day. Yu can nw set up partial day calendar events and have it register that yu are busy fr that part f the day in the staff schedule. S, nw if yu are ut fr half the day, it will nt lk like yu have 8 available hurs n the staff schedule. Yu can nw lck dwn a schedule and prevent thers frm adding tasks, changing cnstraint dates and ther majr changes t the schedule. This can be used by a traffic manager that wants peple t put in actual dates, but nt allw anyne t change a specific prject. Other Enhancements Installed sites nw have greater cntrl ver the Frm address in ur system generated s. This helps with spam filters and ther restrictins rganizatins may have. Yu can nw use an LDAP server t cntrl passwrds in the system. This feature is nly available t installed custmers. We have redevelped the Time Entry Grid t wrk in flash. The time sheet nw saves each line as yu mve frm line t line. S if yu have a prject that is nw inactive n yur time sheet, yu n lnger have t wrry abut it. As lng as yu d nt edit that line, yu can change all the ther lines n a time sheet withut a prblem. 11

16 Creative Manager Dcumentatin The prject snapsht has been redesigned t shw mre infrmatin and prvides a clearer picture f the financial status f a prject. Yu can als nw print the prject snapsht. Yu can nw specify that a vendr invice is the last vendr invice yu will receive fr a purchase rder line. This will autmatically clse the line and perfrm any remaining accrual reversals that need t happen. Yu can nw mass invices t clients. Yu select the invices t send and the system will generate an with the invice attached and send it t the primary cntact n the invice. Yu can nw mass charge clients credit cards. If yu have a number f clients that yu d hsting fr and need t charge their credit cards every mnth, yu can nw d this easily in mass frm within Creative Manager. Yu can nw generate fixed fee invices as a percentage f the estimated billing items n a prject. If yu summarize yur invices and estimates by Billing Item, yu can nw generate yur fixed fee invices this way as well. Yu can nw enter time fr yur assigned tasks right n the dashbard. Yu can als flag assigned tasks as cmpleted right frm this dashbard part. Versin 8.35 Released July, 2006 Prject Management Enhancements Yu can nw view and delete all f yur attachments in ne place if yu need t reduce the amunt f disk strage n the server. When viewing yur activatin status, yu can pp up a windw detailing all f yur attachments and delete them right there if yu want. Yu can nw limit the Prject Assignments by Persn and Due Date reprt by Department The descriptin f wrk field has nw been increased in size t 8000 characters There is nw a security setting that allws yu t search fr files in digital assets acrss prjects and include prjects yu are nt assigned t. When yu reassign peple n a prject, there is a new ptin t assign any unassigned assignments t a specific persn. When yu create a new prject frm a prject request, yu can nw select t cpy all f the files frm the request int the Digital assets flder when the prject is created. When creating a digital art review, yu can nw select t either uplad a file r link t a specific versin f a file in digital assets. Tracking frms fr a prject can nw be numbered either sequentially per prject, r have a glbal number assigned t it (like cmpany level frms) When changing the Get Rate Frm ptin n the prject billing setup screen, the system will nw prmpt yu t update the current billing rates n all unbilled labr transactins. Accunting Enhancements 12

17 Abut Creative Manager When cnverting an expense reprt t a vendr invice, yu can nw select any vendr t create the invice fr. We have added ptin t nly shw Psted Transactins n Accrued Order Detail Reprt Yu can nw select the width f the client address n yu invices and estimates. Yu can als select t shw yur phne and fax number n yur invices and estimates belw yur cmpany address. Yu can nw see the psting dates fr write ffs, mark bills and billed transactins in the transactin screen. Yu can nw manually edit the sales tax amunt n a vendr invice. Check printing has been enhanced t allw fr printing f all detail lines n a check. If the amunt f detail shwn n a check exceeds the amunt visible n ne check, the system will cntinue t print the details n the next check and vid the next check number. Yu can nw specify if yu want 2 r 3 decimals t print n yur unit cst fr yur purchase rders When yu vid a payment, the system will nw cut the link with the vendr invice and create the reversing vid. This will allw yu t edit the vendr invice after viding the payment. Time sheet deletins are nw tracked in the system lg There is a new reprt that shws the actual hurs wrked per day fr an emplyee vs the minimum hurs per day specified fr them. Yu can nw ptinally shw the prduct and divisin n the invice and estimate. On the check frmat, yu can nw specify the date frmat. Yu can select the standard frmat r ne f the frmats required by the Canadian gvernment. Yu can nw inactivate rate sheets. Task nly estimates nw calculate sales tax based n the taxable flag n the task. The system will nw default the standard unit rate nt all purchasing transactins. If yu have selected t default the unit cst and rate frm items, the system will cpy ver the standard cst and a standard unit rate based n the item. This helps with peple wh always charge a specific amunt fr a particular kind f item. Media Enhancements Added the feature t StrataLink t lkup client by Custmer ID r Name when the list f clients exceeds a certain limit. The limit is specified in the cnfiguratin file fr the applicatin. Added the ptin t print Bradcast Traffic infrmatin n rders. It is specified n the bradcast header and can be defaulted frm Transactin Preferences. Added cpy line functin t Purchase Orders, Bradcast Orders and Insertin Orders. Added the ptin t sync vendr invices frm Strata and SmartPlus as apprved r nt apprved. Set in Transactin Preferences. Added the ptin t print client name n Bradcast and Insertin rders. This is set n the rder header and defaulted frm Transactin Preferences. Added standard listing capabilities fr Statins and Publicatins. Added the ability t pen and clse all r individual spt lines n a media rder. 13

18 Creative Manager Dcumentatin Added lgic t determine the utstanding pen amunt n a vendr invice being applied t pre-billed rders when imprting frm Strata r SmartPlus. It accunts fr rders billed at Grss, Net and Cmmissin nly. The same lgic applies when manually applying an rder t a vendr invice. Add a system ptin that will autmatically generate revisin lines fr bradcast rders when synced after a line has been pre-billed. If the line has nt been billed, the system will update the riginal line. If the line has been billed, it will generate a revisin line reflecting the net difference. There may be ne r tw lines generated depending upn Transactin Preferences. If further syncs ccur, the system will cntinue t update the generated single revisin line unless it is prebilled in which case, a new revisin line will be generated fr the net difference between the riginal line and all previusly generated revisin lines. General System Enhancements Paging has been added t the lkup windws t help with large lkups. We have als added an ptin t give yu better cntrl ver hw searching is dne when the windw first is pened. If nly ne rw is returned in the lkup, yu can nw select if yu want the system t nly shw that ne rw r t research fr all rws. We have added security settings n custm reprt data sets. Yu can nw select by security grup which custm data sets they can create reprts fr. Yu can still create a reprt and give a grup access t run it, but they may nt be able t edit the reprt. Yu may want yur AE t be able t create their wn reprts fr cntact management, but nly be able t run existing reprts fr time details. This security settings nw give yu that flexibility. Versin 8.30 Released May, 2006 The Big Changes The input and utput frmat f dates is cntrlled by yur internatinalizatin settings. (Big cheer frm ur friends utside the US) Based n yur culture settings, the system will nw validate and utput dates based n yur lcatin. The expected frmat is shwn under yur culture settings in System Settings. Unlimited Addresses fr each cmpany and cntact. (yes, cntacts) Yu can nw select default addresses fr Mailing, Billing and Payments. Yu can default a cntact's address frm the cmpany r put in specific named addresses fr them. When printing Invices and Estimates, yu can nw specify a primary cntact fr that invice r estimate. With this, yu can select any address t be printed n the estimate r invice that belngs t the cmpany r that cntact. Other Changes Yu can nw place vendrs n hld t prevent payments fr these vendrs frm getting selected fr payment r getting printed. Yu can nw cpy a media rder. Yu can nw run the General Ledger reprt acrss fiscal years. When printing client invices, yu can nw hide the details fr yur bradcast and print rders and just shw the details at the gruping levels. Yu can nw select fr yur clients t nly see invices where they are the primary cntact, all invices fr the cmpany r all invices fr that cmpany and any in the parent cmpany chain. 14

19 Abut Creative Manager Yu can nw apply credit mem's acrss sub cmpanies fr a parent cmpany. Yu can nw add an unlimited amunt f text t the standard text bxes fr Orders. Versin 8.2 Released March, 2006 The fcus f this release has been n the billing prcess. We have added a new functin call billing wrksheets t replace the existing billing wrksheet functinality. The existing billing wrksheet screens have been mved underneath the prject budget screens and still allw yu t d all f the functins he did befre. The new billing wrksheet system was develped fr larger agencies with mre cmplex billing needs and requiring mre effrt In managing the billing prcess. the billing wrksheet system creates an electrnic prcess that each prjects wrksheet mves thrugh. All editing and reviewing is dne nline real time thrugh the creative manager system. Yu n lnger have t hunt dwn an AE t find ut if they have reviewed a particular prject r if it is ready fr billing. Everything is n line and easy t find. we'll als expanded the number f defaults that yu can set fr each client and prject. these defaults allw fr greater autmatin f the billing prcess as the system will use these defaults t streamline the setup f client invices. Billing Added the new billing wrksheet screens (Click Here fr an verview) Expanded the defaults fr invices n client setup screens Added a new billing methd t the prject Billings screen. (Time and Materials, Fixed Fee and Retainer) Media Bradcast rders nw have an expanded input screen that allw easier input fr media rders. The link with Strata and Smart Plus has been expanded t bring ver rders at the mst detailed level. This allws fr greater flexibility in billing Yu can specify different types f revisins and when editing a media rder. When changing an rder, yu can specify the reasn fr the change. Purchase rders, bradcast and print rders can nw be mdified after they have been billed. The new client invices tab has been added t reveal rders. The screen allws yu t quickly view which line items have been billed n which invices. Time Sheets Yu can nw specify a custm date range n a time sheet. Yu can cpy and existing time sheet fr yurself r fr anther persn. Versin 8.15 Released January, 2006 Enhancements The billing wrksheet and transfer transactin screens has been mved and renamed in preparatin fr the new billing wrksheets cming at the end f February. The Billing wrksheet and Fixed Fee billing screens are nw lcated in the same sectin as the prject budget. T lcate the Billing Wrksheet, click n Prjects > Last Prject > Budget and Estimates > Transactins. The vendr name has been added t the billing wrksheet reprt t give greater visibility t csts. We have added additinal flexibility t estimate numbering. Yu can nw either chse a glbal number system r ne based n the prject number. 15

20 Creative Manager Dcumentatin When printing incme statements, yu can nw select multiple classes at nce and have the system page break per class. Yu can nw add the vendr invice line descriptin as a clumn n yur check stubs. All day events viewed in different time znes will n lnger shw as spanning days fr peple nt in the authr's time zne. They nw shw as all day events in the day scheduled by the authr. We have made sme perfrmance enhancements t the scheduling screen f the calendar events. This shuld be mve visible in cmpany wide events. We have added additinal security ptins t prject request frms and tracking frms. Yu can nw limit access t adding prject request frms by security grup. Yu can als limit access t specific tracking frms by security grup. Yur cmpany phne and fax nw prints n all purchase rders, insertin rders and media rders We have added several requested ptins t the prject prfitability reprt t make selectin and gruping mre flexible. Yu can nw give clients access t prir digital art reviews. When given this right, they will see all cmpleted art reviews fr a given prject. The ability t view ther peple's cmments is set n a review by review basis. We have added several different srting and gruping ptins t the active prject list n the dashbard. The vendr name as well as the vendr ID is visible in the Select Invices t Pay screen The Client ID and name has been added t the bradcast and print media listing screens. When yu enter time thrugh the My Assignments page, the system will nw link yur time entry t a specific assignment. Alng with this there is a new invice template selectin that lets yu grup yur detail under a line item by Task and assignment. The invice will shw the ttal time by assignment. Yu can nw page break the billing wrksheet reprt by AE r Client. There are new ptins fr setting apprval due dates fr estimates. In preferences, yu can set hw many days an internal and external apprver have t review an estimate. When the estimate is submitted fr apprval, a due date is generated. Yu can then subscribe t a ntificatin that will yu whenever an estimate is nt cmpleted by the due date. When yu click n yur lg at the tp f the screen, it will nw take yu t the dashbard. There are sme new aut srting ptins in the schedule screen. Yu can nw have the system resrt yur tasks by Task ID autmatically. This will srt tasks within a specific summary task. The ptin t d this is lcated at the bttm f the schedule screen. The prject budget summary reprt is nw a printable reprt. The ld Prject Budget Summary reprt is nw called the Prject Budget Drill Dwn. The Client name and Prject number nw prints n all media rders. Versin 8.0 Released Nvember, 2005 Estimating and Billing Enhancements Yu are nw able t edit the rates fr services n each estimate. Estimates can nw be entered fr services nly. Estimate Printing Optins Yu can nw rll up estimates t the billing item like an invice. Yu can ptinally shw zer amunt line items n yur estimate. 16

21 Abut Creative Manager Yu can nw ptinally shw the apprvers name at the bttm f the estimate Purchase Orders can nw have sales tax specified n them. These sales tax settings carry ver t the vendr invice when an rder is applied t an invice. Yu can nw run yur billing wrksheet reprt and the mass billing functin by Campaign. We have added a retainer management sectin t the system. Yu can nw set up retainers fr yur clients, link them t prjects and autmate the billing f the retainer. Prject Management Enhancements Yu can nw add attachments t assignments and access them frm the My Assignments screen. When a prject is place n hld, it will nt cunt that prject when calculating the availability f yur staff. System Integratin Enhancements We have cmpleted ur imprt interface fr Smart Plus which allws yu t imprt rders and invices directly int Creative Manager. Fr new users wh are cnverting frm Quickbks, we have a new cnversin tl that can help get Creative Manager set up quickly and easily. Our new cnversin tl will pull in yur custmers, vendrs, items and pen AR and AP. Financial Management Enhancements We have added a new set f business metrics t the system. Based n David Baker's business management philsphy, yu can nw check the heartbeat f yur business in an instant. We have added a cash prjectin drill dwn reprt. This reprt will give yu better visibility t hw much cash yu will have n hand in the future. Yu can nw run yur prject prfitability reprts fr a Client, Divisin, Prduct and mre. When printing financial statements, yu can nw have yur verhead expenses autmatically allcated t a client r prject based n that client's percentage f labr cst. We have added a new check run prfing reprt that allws yu t check yur payments prir t printing. Versin 8.0 Released September, 2005 Billing Enhancements We have added the ability t prcess credit cards directly frm within Creative Manager. We currently supprt n the Payflw Pr system, but thers are in develpment. If yu use a specific prvider, please ntify ur supprt department t determine if we can supprt it fr yu. When inputting an invice, yu can nw apply an unlimited number f sales tax cdes t an invice and select these sales tax cdes n a line item by line item basis. Yu can nw mark billable items as On Hld s that they can be billed separately frm a main billing run. 17

22 Creative Manager Dcumentatin Estimates are nw aut numbered fr yu based n the prject number and a sequential number. This gives yu a unique reference t an estimate making them easier t find and reference. We have als added a new listing view f estimates which allws yu t view all estimates acrss yur prjects. We have expanded the visibility f dates fr insertin and bradcast rders in the billing and invicing prcess making it easier fr yu t bill clients fr specific media rders. We have enhanced the mass billing sectin f the system with several requested enhancements. Yu can nw specify the invice and psting dates fr all invices Yu can create invices that cmbine prjects by client r by parent cmpany. We have created a new special media billing screen with enhanced ptins fr selecting and invicing media rders. We have als enhanced the printing f media rders n invices giving yu 5 levels f gruping and the flexibility t chse the clumns that shw up n the invice detail. In the billing wrksheet reprt, yu can nw view the budget fr the task r item if yu use ne f these gruping ptins. The invice write ff prcess has been enhanced t autmatically create a credit fr that client that will hit yur write ff accunt. This give yu better cntrl ver the psting date and amunt that is written ff. Calendar Enhancements When adding a calendar event, the system will nw warn yu if anyne wh is attending the meeting has a cnflict with that time. Yu can nw set up glbal and persnal distributin grups fr the calendar. nw yu can select a grup f peple t add t an event rather than selecting them ne by ne. Purchasing Enhancements We have enhanced the printing f rders within ur purchasing system with ptins like: The ability t link specificatin sheets frm prjects t Qutes, Purchase Orders, Insertin Orders and Bradcast Orders The ability t print Net and Grss n a media rder Yu can nw have the default expense accunt n a vendr invice either default frm the vendr r the selected item. Prject Management Enhancements The reassignment functin n prject has been enhanced allwing yu t reassign specific assignments r everything n a prject. Yu can even reassign everything frm ne persn t anther acrss all prjects. Yu can nw link yur prjects t client prducts and divisins fr better reprting n yur larger clients When creating a prject, yu can nw set up predefined team that will assign specific peple t the prject fr yu. We have added a new scheduling view that allws yu t lk at yur prjects like that ld excel spreadsheet that yu are used t. Yu can specify a standard set f task ID's in a layut and the system will create a virtual spreadsheet fr yu t review and edit tasks and assignments. 18

23 Abut Creative Manager We have added a flag t tasks that allws yu t flag them as special administrative tasks. Nw yu can limit peple t just charging time t tasks they are assigned t and set up administrative prjects t track vacatin and sick days. The system will let yu flag the Vacatin task as pen t anyne fr time entry making it easier t administer these prjects. Yu can nw specify that the system will NOT use actual dates t update the plan. Many clients have tld us that they wuld prefer that the system nt update the plan with actual dates entered by peple. The creative brief has been expanded frm 8 t 12 sectins. General Enhancements We have mdified the setup screens by separating them int different sectins based n hw far alng yu are in yur implementatin. We have als added sme new implementatin guides that we hpe will make it easier and faster fr yu t get up and running. Yu can nw add a new time sheet frm the My Assignments screen withut needing t leave the screen. When running the financial reprts, yu can nw select a grup f class ID's fr a reprt r view nly the transactins that have n class n them making it easier t view yur financial reprts fr special prjects, divisins r ther needs. We have expanded the size f the time sheet cmment field frm 300 characters t Yu can nw specify a jurnal entry as aut reversing and the system will pst a reversing entry n the first day f the next calendar mnth. Yu can nw specify that a sync frm Outlk r the Mac address bk will nt delete any server side recrds. This can help with the accidental lss f data during a sync prcess. Yu can nw search fr cntacts using skills and specialties in the main cntact search screen. If yu have the ability t manage ther peple's calendar, but yu dn't want t see ther peple's requests fr meeting apprvals, yu can nw turn this ff n the dashbard part by editing the settings n that sectin. Yu can nw select the time and frequency f the daily updates. Yu can even set different times t have the missing time ntificatin, verdue time sheets and prject budget ntificatins t be sent ut. Versin Released July, 2005 Prject Management / Traffic Enhancements Yu can nw designate a prject as a Template. When adding a prject, the lkup will default t shw just template prjects. Yu d nt have t be assigned t the template prject t select it fr cpying. This allws yu t cntrl wh can access yur templates and make mdificatins, but still allw peple t select them when making a new prject. We have added a new flag n assignments that flags if an assignment has been reviewed by traffic. Alng with this new status, there is a new Traffic Review listing page that can be custmized hw ever yu like. With this screen, yur traffic department t quickly identify what has been cmpleted tday, but they have nt fllwed up n. It als allws fr quick and easy updating f assignments t clse them ut. Frm the staff schedules screen, yu can see hw many hurs are allcated t yur staff n any day. But which assignments make up this number and which ne d yu reassign t smene else. Well, we have added a new pp up screen that shws yu just that. 19

24 Creative Manager Dcumentatin Calendar Enhancements We have enhanced the calendar t shw a cmplete descriptin f yur calendar events as yu mve yur muse ver the event. Nw yu dn't have t click int the event r find it at the bttm f the page. There is a new Wrk Week view fr the calendar that will shw yu the details f each day fr the entire wrk week. The system will nly send Meeting Ntices t newly added attendees if ntices were already sent befre t existing attendees. Yu can nw attach files t a calendar event s that thers can dwnlad it when apprving the meeting. If yu manage smene else's calendar, yu will nw see their meeting apprvals n yur dashbard. Frm there, yu can apprve r reject them fr the ther persn. Yu will nw nly get a cancellatin ntice if yu were previusly sent a meeting ntificatin. When in the scheduling tab, yu can nw see the descriptins f the meetings fr ther peple as yu mve yur muse ver the scheduling grid. Yu can nw set a default reminder time fr yurself under the My Inf sectin. Frm the scheduling tab f an event, nt nly can yu select wh shuld attend an event, but als mdify the date and time f the event. When yu are respnding t a meeting request, yu can nw enter cmments that are ed back t the rganizer. Yu can als use a Nt Sure status if yu want t be able t send the rganizer a message, but are nt sure if yu can cme yet. These cmments are then visible in the scheduling tab when yu mve yur muse ver the status icn. Estimating Enhancements Yu can nw add an ptinal estimate date that will verride the current print date n the printed estimate When a request t apprve an estimate is sent ut, there is nw a link that will take the persn directly t the crrect page. Yu can nw repeat the header infrmatin n an estimate the same way yu can n an invice. Versin 7.9 Released June, 2005 General Changes Yu will nw receive an when time sheets are sent fr apprval. Yu can nw hide past events n the calendar in the detail sectin belw the mnth layut. When running custm reprts, yu n lnger have t specify all ptins when running the reprt. The search criteria wrks the same way as the lists in Creative Manager. Yu can nw specify if yu want cnditins t print n custm reprts. There is a cmpany wide default setting fr this ptin and yu can als verride this n each reprt. Billing Changes 20

25 Abut Creative Manager Added settings that allw yu t specify the default invice frmat (One line, By Task, By Service) These settings are then used when mass billing clients. Yu can nw hide the sales tax labels n invices if the sales tax amunt is 0. Yu can nw filter the estimated amunt in fixed fee billing t a specific estimate. This allws yu t enter a new change rder and easily bill it ut frm the fixed fee billing screen. Yu can nw default the Sales Tax settings n services and items. This makes it faster t set the taxable settings when billing by Service and Item. Yu can nw specify the psting date fr write ffs and Mark as Billed actins. Prject Management Changes The My Assignments screen has been rewrked t bring mre pertinent infrmatin int ne place. The grid entry screen fr time entry nw allws yu update several assignments at nce. Added a new data set that allws reprting f allcated and actual hurs by task. When yu add a new prject, yu can nw cpy all f the files and flders frm the template prject. This allws yu t set up a standard flder structure in yur templates. The prject diary has been enhanced t allw yu t pst int the diary via . When s are received, they are added int the prject diary and linked t any ther peple wh the was sent t. The traffic / staff schedules screen has been mdified t add mre searching ptins and a cmparisn f allcated hurs t available hurs frm the labr budget. The view has als been simplified s that there is nly ne line per persn and yu can drill dwn int the details frm there. Yu can nw make assignments visible t yur clients. Yu can selectively make certain assignments visible using the Hide frm Client ptin n the assignments. Yu can nw specify multiple peple t be ed when a digital art review is apprved r rejected. Estimating Changes Yu can nw view prfitability n an estimate when yu use the by Service and by Persn ptins. Yu will need t have a unit cst amunt entered n either the service r persn t bring the cst amunt in fr labr. Yu can nw create a qute frm an estimated expense. Once the qute has been cmpleted, yu can update the expense item in the estimate r create a PO frm the qute. Yu can nw specify multiple peple t be ed when an estimate is apprved r rejected. Accunting Changes Yu can nw create payments with unapplied amunts and then later apply them t vendr invices. This allws easier prcessing f cash advances. Yu can nw limit the sales tax reprt t nly include paid invices. Additinal drill dwns have been added t the WIP analysis screen t make it easier t determine where there are issues in WIP Psting. 21

26 Creative Manager Dcumentatin Client Extranet Changes Clients can nw print estimates fr a prject frm the prject budget screen. Yu can als allw clients t see the budget, but nt the actual amunts n the prject. Clients can nw be allwed t uplad files directly int digital assets. When given this security right, the client will see the regular flders n the prject and will be gverned by the security rights assigned Versin 7.8 Released May, 2005 General Changes Missing time sheet ntificatins nw have the ptin f getting an ntificatin fr all peple that yu supervise, but might nt be the apprver f their time sheet. When inputting media rders, yu can nw lk up a vendr using nly the statin cde. When ing reprts, yu can nw specify multiple peple t get the . Yu can als specify cc and bcc recipients. Alng with this, we have added a lkup t make it easy t find addresses in cntact management. We have added the ability t lg certain types f transactins in the system fr better visibility when changes are made. All accunting transactins will lg when a transactin is unapprved, deleted r unapplied frm anther transactin. The system will als lg when a prject is created, prject status changed and when the prject is repened after being clsed. Yu can nw change the label and ptins in the Activity Type field in cntact management activities Yu can nw rename the client everywhere in the system using the custmize terms screen. Estimating Changes Yu can nw enter a estimate at the assignment level and it will rll it up t the task level. Requests fr Qutes have been expanded t allw fr multiple quantity ptins n each line item similar t estimating an expense. Frm the Estimating screen yu can nw generate purchase rders frm yur detailed expense estimate items. Billing Changes Client invices nw have mre detailed tracking ptins. Each line item f an invice can nw be linked t a task and an item. When invices are autmatically generated using the fixed fee billing screen and the billing wrksheet screen, these linkages are made autmatically fr yu. When linked yu will be able t view the amunt billed by task and item. In the Fixed Fee billing screen yu can nw create fixed fee invices by the service and item type. Unapplied Receipts and Unapplied advance billings have been added t the AR Aging reprts Traffic Management Changes 22

27 Abut Creative Manager Yu can nw create Assignment Types which allw yu t add additinal custm fields t an assignment when yu need additinal infrmatin tracked n an assignment. Yu can als specify the default types f services that are used n an assignment and which peple shuld be ntified when that type f assignment is cmpleted. We have added Master Tasks t the system. Master tasks allw yu t create a standard list f tasks that yu can require that everyne use. This als allws yu t specify certain accunting related defaults and lck peple ut frm changing them. Under each Master task, yu can als enter a standard list f assignments that g with that task. On the Prject Type, yu can nw specify a list f Master Tasks that get used with this type f prject and the rder they shuld be put in. Fr sme peple, this can replace yur nrmal template prjects. When yu create a prject, yu can specify t cpy the tasks based n the type f prject. When setting up a prject, yu can nw specify which peple are respnsible fr certain services. These assignments will default in based n the settings fr each emplyee. If yu specify which peple perfrm a service, the system will allw yu t autmatically allcate hurs frm yur task and service estimate t specific peple s that yu d nt have t d this step. If yu have als linked each assignment t an assignment type and specified which service is used n that type f assignment, the system can autmatically link the crrect peple t the assignments. Yu can nw generate a prject number based n the prject type. Yu can nw specify default security settings fr digital assets. When a new prject is created, the system will use the default settings if any have been specified. Yu can nw specify a Lcked status n a prject status cde. When a prject is in a lcked status, yu will nt be able t unapprve r apprve any estimates and nly peple with sufficient rights will be able t change the status f the jb. Versin 7.7 Released April, 2005 Calendar Changes Yu can nw blck ut days n the prject schedule using calendar events. Yu can nw enter yur cmpany hlidays and persnal days ut and the prject will autmatically reschedule yur prjects arund these blcked ut dates. There is a new ptin t nt frward schedule yur prjects t the current date. If this ptin is selected, the system will nt autmatically schedule yur "As Sn As Pssible" tasks t any earlier than the current date. As time ges n, the system reschedules yur prjects fr yu s that yur schedules represent the latest infrmatin available. But sme peple d nt want this t happen, s we give yu a chice. Yu can mark certain attendees t meetings as ptinal in the calendar. The system will nw alert yu when yu have a cnflicting appintment in yur schedule when yu are accepting r rejecting a meeting request. Reprting Changes We have added a new reprt that allws yu t see yur realized hurly rates and prfitability n each prject. There is a new Prebilled Order Accrual reprt that shws the details f each rder that has been prebilled, but has utstanding invices. The sales tax analysis reprt has been expanded t shw sales taxes paid r received r bth. 23

28 Creative Manager Dcumentatin Digital Art Review Changes We have added several mre display ptins in the digital art review t allw a better presentatin f yur artwrk. Yur clients can nw add their wn attachments t each item in a digital art review Other Changes Yu can nw allw yur clients t change their wn persnal infrmatin including their user id and passwrd. The purchase rder entry system will nw warn yu if yu are entering a line item that will exceed the current budget. Yu can nw get alerts n a daily basis fr any Task r Item that is abut t g ver budget. S nw yu will knw when the prject, item r task is abut t g ver budget. Vendr Invices nw allw yu t specify sales tax cdes n the invice in the same manner as client invices. This allws fr tracking f sales tax bth paid and received. Yu can nw see budgeted and allcated hurs n the schedule screen t ensure that yu have allcated all the hurs t peple. Versin 7.6 Released March, 2005 Estimating Changes Change Orders are nw integrated int estimating. Nw yur change rders can fllw the same frmat as yur estimates. Added an additinal sales tax percentage calculatin s that estimates nw fllw the same frmat as invices Yu can nw specify if yu want labr t be cnsidered taxable fr the entire prject r n a task by task basis Yu can specify a cntingency percentage f labr that will print n yur estimates. Multiple Quantities n estimates. Yu can nw specify up t 6 different ptins fr yur expenses n an estimate. Then when entering yur expenses, yu can quickly enter the different quantities and csts fr each ptin. When yu print the estimate, the client can view all the ptins n ne page. Internal and external apprvals. Estimates nw g thrugh a tw step prcess f apprvals. Yu can specify and internal apprver and an external apprver. Then yu can have yur clients lg int the system and review and apprve estimates n line. They can even select which ptin they want n multiple quantity estimates. Prject Diary / Call Reprts Yu can nw stre cmments and threaded cnversatins in the prject diary. Yu can even make these ntes visible t yur clients (r yu can hide them frm clients). Yu can attach files t yur ntes in the diary (yu and yur clients) and they will be accessible by everyne n the prject. Yu can enter prject ntes frm activities in cntact management. This allws yur accunt exec's t dcument their cnversatins abut each prject and print them n ne reprt that can be given t the client t make sure everyne is clear with what was agreed t. These ntes then shw up n the prject diary and are visible t everyne n the prject. 24

29 Abut Creative Manager Enhanced Passwrd Prtectin Yu nw have several ptins fr increasing the security f the system related t passwrds. Yu can select t make numbers and letters required as part f a persn's passwrd. Yu can specify that a persn has t change their passwrd every X number f days. Yu can specify hw many passwrds fr the system t remember s that peple d nt reuse the same passwrds ver and ver again. Yu can specify hw many times a persn can attempt t lg in befre they are lcked ut f the system. Once lcked ut, nly peple with access t their emplyee recrds can unlck them. Other Enhancements Tasks can nw be made ptinal n expenses (all the different types f expenses - Qutes, PO's, Vendr Invices, Misc Csts and Expense Reprts ) Nw yu d nt have t add additinal tasks t yur schedule just s that yu can track yur expenses n a jb. Yu can make Classes required n all accunting transactins We have added additinal drill dwns n the By Service view f a prject budget When selecting vendr invices t pay, yu can nw select nly invices either billed t a client r paid by a client. Yu can als see yur available cash balance befre creating payments. The class and sales accunts have been mved frm the billing item dwn t service and item. Nw yu d nt have t create duplicate billing items if yu want yur services and items t g int a different sales accunt fr each item. Several new srting and gruping ptins have been added t the invice template fr greater flexibility. Yu can nw uplad a separate lg fr each client s that when they lg int the system, they will see their lg in the tp left crner f the system. If yu d nt uplad a lg fr the client, they will still see yur lg. Yu can nw print the list f assignments n the My Assignments screen Yu can nw designate individuals as ptinal n a calendar event. The system nw will warn yu f an verlapping event when yu g t accept a meeting request. It will als shw yu yur schedule fr that day s that yu can mre easily decide if yu can attend. Versin 7.5 Released February, 2005 In summary, here are the enhancements in the current versin: Schedule Changes We've changed the way assignments wrk t allw them t be used as the small t-d's that peple are using t track. These assignments can be assigned t peple within yur rganizatin, and they will appear n their calendars, and dashbards. Yu will nt estimate by these assignments. Rather they are baby tasks and part f the larger task that yu estimate and schedule with. We highly recmmend cntacting ur supprt grup t review yur current templates and determine hw t change yur templates t take advantage f the new functinality. 25

30 Creative Manager Dcumentatin New reprts: Cash Basis Incme Statements and Statement f Cash Flws We mdified the Add Prject Screen t include all ptins and all fields, making it easier and faster t start a new prject We added a Percentage f Budget ptin t the prject ver budget ntificatin Expanded the missing time sheets ptin t catch time sheets that were never started. The system als autmatically creates a new time sheet fr yu when yu submit yur time sheet fr apprval Expanded Menus t allw fr faster access t functins (Example: Prjects menu, Prjects, nw prvides ptins fr New and Search) Added a Calendar View f the prject schedule Added additinal frmatting ptins t the Invice Templates t match Estimate Templates Enhanced ur WIP Psting t better recncile WIP Pstings. Beta Release f ur Outlk Synchrnizatin Tl (Sync Cntacts and Appintments bth ways) New Sample Data Templates and sample data which will allw yu t mre easily visualize and see hw t use the new features are nw available. This sample data was created fr many parts f the system, allwing yu t mre easily take advantage f parts f the system which yu did nt yet learn t use. Please ask supprt staff t assist yu in lading the sample data that yu need. (All new accunts are autmatically laded.) The areas cvered by the Sample Data fllw: Glbal Optins GL Settings Security Settings and Grups Prject Status Cdes Billing Status Cdes Prject Types Reprt Grups Transactin Preferences GL Accunts Cntrl Accunts Cntact Management Optins Opprtunity Status Opprtunity Stage Opprtunity Outcme Cmpany Types Calendar Types Calendar Resurces Define Skills Time, Expense & Billing Labr Timesheet Optins Services Service Rates Expenses Expense Types Purchase Items Billing 26

31 Abut Creative Manager Media Prjects Billing Items Sales Tax Rates Payment Terms Payment Methds Write Off Reasns Invice Templates Estimate Templates Bradcast/Print Items Markets Prjects What is Creative Manager Creative Manager Pr is the leading Agency Management Sftware and Prject Management Sftware fr the Creative Design industry, prduced fr design firms, ad agencies, in-huse creative/marcm departments, and creative service firms. It is a webbased integrated agency management sftware and jb tracking slutin which streamlines the entire firm, frm develping new business, t staffing, managing, and executing prjects thrugh t accunting and financial reprting. Creative Manager Pr is a full-featured, intuitive system which makes prject and agency management a breeze. Creative Manager Pr supprts Custmer Relatinship Management, Dcument Management, Shared Calendaring, Accunting and much mre. Because it is web- based, there is nthing t install and it can be set up in a single day. It wrks with bth PC and Macintsh frm any lcatin ver any cnnectin. It may als be installed lcally n the client's wn servers. All ptins include training and supprt t ensure that clients are up and running quickly. Creative Manager Pr ges beynd csting t ffer full Prject Management, CRM, Digital Asset Management, billing and accunting, and Extranet capabilities. Amng the many features f Creative Manager Pr: Charting f imprtant industry metrics and firm statistics. Manage cntacts and leads. Create prject schedules, calendars and manage tasks. Take yur cntacts and calendar n the rad with ical, Address Bk & Outlk Apprve timesheets, purchases, invices and budgets. Review and apprve artwrk nline. Free client and vendr access t streamline wrkflw. Stre and manage digital assets. Manage and balance the bks. Graphically view yur firm's metrics - manage yur firm by the numbers. Cntacting Supprt Yu may cntact supprt via at supprt@creativemanagerpr.cm 27

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33 Getting Started Training Paths Creative Manager recmmends that a persn in his assigned rle shuld review the assciated Help tpics in the Creative Manager help system. After reviewing these help tpics, yu shuld then prceed t utilize the assciated functins in the system. 1. System Administratr/Executive Management/Accunting Sessin 1 Vides System Setup Vides System Setup Emplyees Data Exchange 2. Executive Management/Accunt Exec/Accunting Cntact Management All Items under the Cntacts tab Dashbard Cmpanies Cntacts Activities Opprtunities 3. Prject Manager/Accunt Exec/Traffic Manager Prjects (including Campaigns) Reprts Request fr Qutes Media All Items under the Last Prject tab Prject Dashbard Prject Setup Schedule Budget & Estimates Change Orders Misc Expenses Specificatins Creative Brief Digital Assets Digital Art Review 4. Staff/Everyne Timesheets (including My Tasks) Expense Reprts Calendar POs 5. Accunting Billing 29

34 Creative Manager Dcumentatin Vendr Invices Receivables Accunts Payable Pstings (GL and WIP) Financial Reprts The Big Picture The Big Picture Creative Manager cnsists f a set f cmprehensive mdules that allw yu t run every aspect f yur business. Each mdule wrks in cnjunctin with ther parts f the system t prvide an integrated view f yur business. Yu can implement ne mdule at a time t start reaping benefits frm the system almst immediatly. Cntact Management Overview 30

35 Getting Started Creative Manager allws yu t track mre than just addresses and phne infrmatin f yur cntacts and als pprtunities-fr yur staff, yu can als track pprtunities. Opprtunities are ptential prjects that yu re discussing with yur clients, r ptential new clients. Opprtunities give yu a view f yur sales pipeline. It is pssible t segment yur pprtunities by sales stage and verall status f the pprtunity. The system als allws yu t track utcmes f the pprtunity t give yu a better understanding f why yu gain r lse business. Once yur pprtunity becmes an actual prject, yu can link the pprtunity t the new prject and cpy ver any specificatins which were recrded in the pre-sales prcess ver t the new prject. Each cmpany, cntact and pprtunity can have cntact activities assciated with them. A cntact activity represents sme frm f cmmunicatin with the cntact. This may include a phne cnversatin, a letter r sme ther means f cmmunicatin. The system allws yu t track past and future activities. Future activities give yu a tickler list f activities that need t be perfrmed n a day t day basis. Creative Manager als includes a full calendaring system. With the calendar system, yu can recrd persnal, prject and client related meetings. When calendar events are linked t a cntact, yu can view all prir meetings and discussins directly frm the cntact recrd. When viewing a cntact within the Creative Manager, the system prvides visibility t all the different types f transactins including financial transactins such as invices fr payments fr clients and vendrs. Prject Management Overview 31

36 Creative Manager Dcumentatin The prject management and tracking system f Creative Manager frm the hub f all the activity within the prduct. The system allws t track the full life cycle f each prject and all related financial transactins and prject related activities. The prject life cycle starts with a prject request. The system allws fr clients t lg int the system and enter their wn prject requests. Each prject request can als have a number f specificatin sheets used t detail the needs f the prject. Each prject request can have a custmizable apprval prcess assciated with it. Prject Requests are nt required t use the prject management system. When creating a new prject, the system allws yu t create the prject by cpying frm already existing prjects. This allws yu t cpy ver nt nly the prject schedule but als any estimates fr specificatins assciated with the prject. The system will als cpy the prject specificatin sheets assciated with a prject request frm r an pprtunity. The prject management system cnsists f several mdules which allw yu t track all aspects f a prject. The cre f the system is the prject tasks. The tasks frm the basis fr the prject schedule as well as the structure fr entering any estimates int the system. Each task can have multiple staff assignments assciated with it. When yur staff peple lg int the system each day, the system will present them with the tasks that are due n r befre tday that have nt been cmpleted. When a prject has an apprved budget and yu have assigned yur staff t each task, the system will allw yu t view the amunt f wrk each staff persn will have t allcate t them n a day-by-day basis. This makes it pssible fr yu t anticipate pssible verlad situatins well in advance f them happening. As each financial transactin is recrded int the system, yu can quickly and easily determine the financial status f any prject. All numbers were updated in real time t give yu the mst updated view f a prject. The system als allws yu t track change rders n a prject. One f the greatest dangers t nt making mney n a prject cmes frm changes that a client will make t the prject scpe. Creative Manager allws yu t dcument each change and it's 32

37 Getting Started mnetary impact t the prject. The system als tracks which change rders have and have nt been apprved and will adjust the current budget accrdingly. Prject specificatins allw yu t create a ttally custmizable system t track all f the different technical and prductin related details f a prject. The creative brief Allws yu t fully dcument the creative directin f the prject and make it quickly and easily visible t all members f the team. Creative Manager als includes a full digital asset management system. With it, yu can track and catalg an unlimited number f files. Each file can have custmizable attributes and full-length descriptins that make it easier t search and find exactly the files that yu are lking fr. With the system, yu can track each revisin f a file and have the system autmatically remve lder versins f a file. The digital art preview system can be used t quickly gather feedback and apprval frm clients n digital art created fr prject. Summary and Detailed Tasks When determining hw t track yur prject, yu will likely divide it int majr sectins and mre detailed steps. In Creative Manager, the schedule can be used t rganize hw a prject is estimated and billed t a client. Yu can schedule either at a high level r a very detailed level. Yu can als estimate and track yur budgets either at a very high level r detailed level. Yu can even mix detail levels f budget tracking within a prject. When setting up the schedule, yu will have tw types f tasks: Summary and Detailed. Summary tasks r Phases frm the higher level parts f the prject, while the detailed tasks are the specific wrk assignments that yu want t give t peple. Yu d nt have t have summary tasks n a prject. Yu can easily create a simple schedule with nly detailed tasks n it. The level f detail that yu add t the schedule depends cmpletely n yur management style, the cmplexity f yur prjects and fr sme, the level f detail they need t shw a client. Creative Manager is flexible enugh t adjust t almst any need yu may have n a prject. The fllwing is an example f a typical print jb. Cncept Develpment (Summary Task) Kick-ff meeting (Detailed Task) Cncept/Creative Directin (Detailed Task) Initial Cncept Client Review/Apprval (Detailed Task) Client Cncept Revisins (Detailed Task) Prductin (Summary Task) Cpywriting - Revisins/Final (Detailed Task) Art Directin - Revisins/Final (Detailed Task) Clr Output (Detailed Task) Client Revisins (Detailed Task) Final Art (Summary Task) Final Client Apprval (Detailed Task) Prductin Art/Publicatin Set-up (Detailed Task) T Publicatins (Detailed Task) When setting up a schedule, there are sme basic rules t keep in mind: Setting the Budget Tracking Level When setting up the schedule, yu will need t decide at what level d yu want t track yur budget and estimate a prject. Yu can set the level at which yu will track a budget at any level in the prject, but yu can nt track a budget belw that level r abve it. Fr Example Web Site Cncept Develpment (Track Budget) Kick-ff meeting Cncept/Creative Directin 33

38 Creative Manager Dcumentatin Initial Cncept Client Review/Apprval Client Cncept Revisins Prductin Cpywriting - Revisins/Final (Track Budget) Art Directin - Revisins/Final (Track Budget) Clr Output (Track Budget) Client Revisins (Track Budget) In the schedule abve, it is acceptable t track a budget at the cncept develpment stage and at the Cpy Writing stage because n task abve r belw these tasks is als tracking a budget. But, keep in mind, that fr Cncept Develpment, yu will nt be able t estimate r track budget numbers fr Kick-Off Meeting, Cncept/Creative Directin r the ther tasks at this level. These are als example f acceptable levels f tracking a budget: Web Site Cncept Develpment (Track Budget) Kick-ff meeting Cncept/Creative Directin Initial Cncept Client Review/Apprval Client Cncept Revisins Prductin (Track Budget) Cpywriting - Revisins/Final Art Directin - Revisins/Final Clr Output Client Revisins OR Web Site (Track Budget) Cncept Develpment Kick-ff meeting Cncept/Creative Directin Initial Cncept Client Review/Apprval Client Cncept Revisins Prductin Cpywriting - Revisins/Final Art Directin - Revisins/Final Clr Output Client Revisins A cuple ther things t keep in mind abut budget tracking tasks: A budget tracking task MUST have a Task ID. This ID is used when entering transactins against this task. A budget tracking task can nt be set t nn budget tracking after an estimate r any transactins have been entered against it. 34

39 Getting Started Assigning Peple Yu may be wndering where yu tell peple what t d n a prject. Yu can specify the peple wh shuld cmplete a task nly n Detailed Tasks. When yu specify which persn is wrking n that task, yu can als enter hw many hurs they have t cmplete the task. Each task has a duratin (specified in days) that smene has t cmplete an task. This may nt be the same as the number f hurs they have t cmplete it. A task may take smene 8 hurs t cmplete, but yu can give them 3 days t d it. Yu als have an ptin n a detailed task t say if that task shuld have the percentage cmplete reprted separately by each persn assigned r if the task is cmpleted all at nce fr everyne assigned. Fr example, yu may assign 3 peple t develp cncepts fr a prject. Each persn will have a different percentage cmplete and a different starting and cmpletin date. If yu check the "Enter Separate % Cmplete" ptin n a task, each persn can enter their wn percentage cmplete. The system updates the ttal percentage cmplete fr the task based n the weighted average f their allcated hurs. In ther cases, yu may have a task such as Review Designs with Client. In this case, yu may have yur AE and the client assigned t the task. But, when it cmes t marking the task cmplete, yu wuld nt expect yur client t enter that they are dne. In this case, the system will take the % cmplete and date and apply them t everyne n the task. Yu can als set up sme tasks that will nt appear n the schedule. These may be purely fr budget tracking purpses. An example f a task like this might be Prject Management. There is n real schedule t prject management (as it is dne ver the entire life f the prject). But yu may need yur prject manager t lg time against it s it can be billed ut. Yu can use the Schedule Task ptin t determine if this detailed task shuld shw up n the schedule r nt. Traffic Management Overview Summary and Detailed Tasks When determining hw t track yur prject, yu will likely divide it int majr sectins and mre detailed steps. In Creative Manager, the schedule can be used t rganize hw a prject is estimated and billed t a client. Yu can schedule either at a high level r a very detailed level. Yu can als estimate and track yur budgets either at a very high level r detailed level. Yu can even mix detail levels f budget tracking within a prject. When setting up the schedule, yu will have tw types f tasks: Summary and Detailed. Summary tasks r Phases frm the higher level parts f the prject, while the detailed tasks are the specific wrk assignments that yu want t give t peple. Yu d nt have t have summary tasks n a prject. Yu can easily create a simple schedule with nly detailed tasks n it. The level f detail that yu add t the schedule depends cmpletely n yur management style, the cmplexity f yur prjects and fr sme, the level f detail they need t shw a client. Creative Manager is flexible enugh t adjust t almst any need yu may have n a prject. The fllwing is an example f a typical print jb. Cncept Develpment (Summary Task) Kick-ff meeting (Detailed Task) Cncept/Creative Directin (Detailed Task) Initial Cncept Client Review/Apprval (Detailed Task) Client Cncept Revisins (Detailed Task) Prductin (Summary Task) Cpywriting - Revisins/Final (Detailed Task) Art Directin - Revisins/Final (Detailed Task) Clr Output (Detailed Task) Client Revisins (Detailed Task) 35

40 Creative Manager Dcumentatin Final Art (Summary Task) Final Client Apprval (Detailed Task) Prductin Art/Publicatin Set-up (Detailed Task) T Publicatins (Detailed Task) Assigning Peple Yu may be wndering where yu tell peple what t d n a prject. Yu can specify the peple wh shuld cmplete a task nly n Detailed Tasks. When yu specify which persn is wrking n that task, yu can als enter hw many hurs they have t cmplete the task. Each task has a duratin (specified in days) that smene has t cmplete an task. This may nt be the same as the number f hurs they have t cmplete it. A task may take smene 8 hurs t cmplete, but yu can give them 3 days t d it. Yu als have an ptin n a detailed task t say if that task shuld have the percentage cmplete reprted separately by each persn assigned r if the task is cmpleted all at nce fr everyne assigned. Fr example, yu may assign 3 peple t develp cncepts fr a prject. Each persn will have a different percentage cmplete and a different starting and cmpletin date. If yu check the "Enter Separate % Cmplete" ptin n a task, each persn can enter their wn percentage cmplete. The system updates the ttal percentage cmplete fr the task based n the weighted average f their allcated hurs. In ther cases, yu may have a task such as Review Designs with Client. In this case, yu may have yur AE and the client assigned t the task. But, when it cmes t marking the task cmplete, yu wuld nt expect yur client t enter that they are dne. In this case, the system will take the % cmplete and date and apply them t everyne n the task. Yu can als set up sme tasks that will nt appear n the schedule. These may be purely fr budget tracking purpses. An example f a task like this might be Prject Management. There is n real schedule t prject management (as it is dne ver the entire life f the prject). But yu may need yur prject manager t lg time against it s it can be billed ut. Yu can use the Schedule Task ptin t determine if this detailed task shuld shw up n the schedule r nt. Managing Traffic As a traffic manager, yu need t keep up n when everyne has cmpleted tasks n a prject, r when they shuld have finished, but have nt started yet. The assignment review screen allws yu t search fr all the assigned tasks in the system and find ut wh has cmpleted them. There are a secndary set f flags n every task called Reviewed By Traffic. This checkbx can be used as a secndary step in cmpleting tasks. What it helps traffic managers d is answer the questin "What has been cmpleted tday that I have nt checked up n yet?". Many cmpanies have their staff update their percentage cmplete n a task themselves. This can make it difficult fr a traffic manager that wants t be able t verify that the next persn in line has everything they need t begin wrk and that the last task was actually cmpleted. Using the assignment review screen, yu can easily pull up a list f all tasks cmpleted, but nt signed ff n as cmpleted by the traffic manager. After yu have checked up n everything and yu are sure that they can indeed be marked cmpleted, yu can select all these tasks and mark them as "Reviewed By Traffic". The next day, there will be a new list f tasks fr yu t review. Yu can als use this list t find all the tasks that were suppsed t be cmpleted tday, but have nt been cmpleted. Yu might als want t find a list f tasks that were suppsed t be started tday, but have nt had any updates t them. These management tls can help a busy traffic manager zer in n the items that need their attentin withut having t update huge spreadsheets and lists. Time Tracking Overview 36

41 Getting Started Creative Manager has a very simple and easy t use time tracking system that allws fr a number f flexible ptins t track time. When entering time, the system allws yu t track time t prjects tasks and services. When yu re dne entering time int a timesheet, yu can submit the timesheet fr apprval. Each persn in the system has an assigned timesheet apprver. Once yur timesheet is apprved, yu can then bill the time n the timesheet. Time entries are recgnized n a prject budget as sn as they are entered int the system. Staff Management Creative Manager uses a series f tls t allw yu t manage yur staff n a practive and histrical basis. Practive Management T better manage the wrk t be dne, Creative Manager allws yu t assign yur staff tw different task assignments n each prject. When yur staff peple lg int the system each day, the system will present them with the tasks that are due n r befre tday that have nt yet been cmpleted. When a prject has an apprved budget and yu have assigned yur staff t each task, the system will allw yu t view the amunt f wrk each staff persn has allcated t them n a day-by-day basis. This makes it pssible fr yu t anticipate pssible verlad situatins well in advance f their ccurrence. When assigning staff t a prject r task, the system allws yu t specify different skills and specialties fr each f yur peple. This allws yu t quickly find just the right persn wh has the available capacity and the crrect skills fr the wrk. 37

42 Creative Manager Dcumentatin Histrical Management Creative Manager als allws yu t view the histrical perfrmance f yur staff peple t better understand billing efficiencies and where yu make the mst mney. Creative Manager tracks tw different dimensins f a persn s time t better understand the wrk that is being perfrmed. Prject tasks tell yu what part f the prject a persn is wrking n, while services, allw yu t understand what wrk is being perfrmed n that part f the prject. Yu can then run labr analysis reprts t help yu better understand which services, departments r ffices make the mst mney. Yu can als create labr budgets within the system that allw yu t specify the anticipated number f wrking hurs and a planned billing efficiency n a mnth by mnth basis fr yur peple. This allws yu take int accunt peple wh may wrk mre r less than the standard frty hur wrk week. Expense Reprt Overview 38

43 Getting Started Creative Manager allws yu t track the persnal expenditures f yur staff. Each staff member has the ability t create his wn expense reprts. When yu recrd different expenses fr expense receipts in the system, yu can recrd these t specific prjects and tasks. When an expense reprt has been cmpleted, the staff persn submits it fr apprval. Each persn has a timesheet and an expense reprt apprver recrded n their emplyee recrd. Once an expense reprt has been apprved, yu can specify smene in accunting t be ntified f the apprved expense reprt. The system then allws yu t create a vendr invice directly frm an expense reprt. The system uses expense types t determine which general ledger accunt shuld be used when creating the vendr invice. When the vendr invice is created, the system uses the vendr ID n the emplyee recrd. When an expense reprt is entered int the system and applied t a specific prject and task, the system recrds this as a prject expense at that time t the prject. Therefre when the vendr invice is created frm an expense reprt, the vendr invice and will NOT have a prject r task n any f the line items. The purpse f the vendr invice is simply t create their recrd t pay the staff persn and recrd the expenses n the expense reprt t the prper general ledger expense accunts. The expense reprt has already taken care f recrding each individual expense nt a prject. It is imprtant nt t add the prject r task infrmatin t a vendr invice which is created frm an expense reprt, since ding this will duplicate it's cst n the prject. Purchasing Overview Creative Manager allws yu t manage the entire life cycle f the purchasing prcess. The whle purchasing prcess can be used tgether t allw infrmatin t flw frm ne part t anther, r yu can use just ne part f the system. Creative Manager allws yu t create different types f purchase rders. On each type f purchase rder, yu can create custm fields at bth the header and line item level. This allws yu t add additinal infrmatin that may be required fr different types f purchases and standardize infrmatin that is cllected when peple are entering purchase rders. The request fr qutes system allws yu t gather prices frm several vendrs electrnically. Entering a request fr qute is much the same as entering a purchase rder, but the system allws yu t specify multiple vendrs t send this request fr qute t. Each vendr can then respnd t yur request fr qute simply by clicking n a link in an and entering the apprpriate infrmatin. Once yu have selected a vendr, a purchase rder can be quickly and easily created frm their qute. Yu can set different apprval limits fr each persn t cntrl the maximum amunt that a persn can apprve. Once a purchase rder is set fr apprval, the persn wh is apprving the purchase rder will receive an and the persn creating a purchase rder will receive an nce it is apprved r rejected. When the invice is received frm the vendr, yu can easily pull the details f the purchase rder nt the vendr invice. This makes entering and recnciling invices t purchase rders fast and easy. Once the vendr invice is entered, yu can select different peple t apprve the vendr invice. This allws yu t send a vendr invice t the accunt manager t make sure that the wrk is perfrmed t their satisfactin prir t paying the invice. 39

44 Creative Manager Dcumentatin Creative Manager has a flexible system fr selecting invices fr payment and creating checks frm different bank accunts. Yu can als custmize the layut and printing style f a check t match yur existing check frmats. Billing Overview When client invices are created, there are several different frmatting and creatin ptins. Invices can include anywhere frm nine t several different prjects n a single invice. When invices are being created, there are several ptins fr autmatically creating invices in predefined frmats. Depending n hw yu set up the system, yu can use either the tasks n a prject, r billing items t generate invices in very specific frmats. Yu can als use ur integrated bill wrkflw system t help enable and speed up yur billing cycle. This is mst ften used by larger agencies with lts f invices and peple t crdinate. When the client invice t be psted t the general ledger, there are several different methds t assign general ledger accunts t the client invice. Yu can specify different sales accunts n each line item f an invice, r yu can have the system determine the sales accunt fr each individual detail transactin n the client invice. This gives yu an extreme amunt f flexibility in determining hw different types f wrk within the cmpany will get recrded as incme in the general ledger. The system als allws yu t track yur receipts frm clients thereby allwing yu t track the utstanding balances fr each client as well as yur ttal utstanding accunts receivable. Yu can als review ur Billing Guide fr a mre detailed verview f the billing prcess and the Billing Wrksheet Guide fr mre infrmatin n using the autmated billing wrksheet prcess. 40

45 Getting Started Accunting Overview Creative Manager has a full financial management system integrated with its prject management system. It is nt required t use the integrated accunting system within Creative Manager in rder t use the rest f the system. It is pssible t exprt int the different types f transactins ut t yur existing accunting system. Each f the different types f transactins can be psted t the general ledger n a ne by ne basis, r yu pst a system in batches. By setting up yur security rights crrectly, yu can allw yur staff peple t enter all f the different types f transactins but nt pst them t the general ledger. This gives a senir staff member the ability t review all f the transactins n a daily r weekly basis prir t being psted t the general ledger. Yu can als use the GL classes t segment yur financial statements and different classes. This allws yu t segment yur financial transactins by ffice, department r prfit center. When entering financial budgets, yu can als enter them by class. Creative Manager calculates all f its financial statements frm the raw transactins. The system des nt use a clsing prcess t rll ut mnthly r annual figures. All financial statements and accunting reprts are fully time-sensitive. The system des allw yu t specify a specific date fr clsing the general ledger. The system will nt allw yu t pst any transactins prir t this date. Setting Up the System Basic Setup Basic System Setup At a minimum, yu will need t setup the fllwing items t begin using the system. T learn mre abut the system, take a lk at The Big Picture. Required Items Security Grups: This is where yu specify the security settings fr different grups f peple. 41

46 Creative Manager Dcumentatin Prject Status Cdes: This is used t determine where a prject is a new verall prductin status. Prject Status cdes are required t create a new prject. Transactin Preferences: This is used t define hw prject numbers are autmatically created and ther transactin preferences. Optinal Items Lad Standard Data: This is used t lad industry specific standardized setup infrmatin. Address Infrmatin: This is where yu can change yur cmpany's mailing address and web site address. Offices Departments Prject Billing Status Cdes: This is used t determine where a prject is in the billing cycle. Prject Types: Set up different types f prjects and default settings fr the creative brief. Reprt Grups: This is used t rganize any custm reprts that yu create. Setting Up Yur Staff When yu set up yur staff in the system there are several different screens that yu will need t g thrugh t cmpletely set them up. Basic Infrmatin This is where yu enter their basic cntact infrmatin. Lgin Infrmatin This is where yu can set a user's security grup and lgin infrmatin Ntificatins The system allws yu t subscribe t several different types f ntificatins t keep updated n changes in the system. Billing Infrmatin This is where yu can set billing rates, cst rates and ther accunting related infrmatin. This is als where any custm fields that yu create shw up. Skills This is where yu can update the skills fr each f yur emplyees. Activatin Status This screen is nt part f the emplyee set up screens, but will tell yu hw many activated users yu have currently n the system and yur activatin histry. Accunt Infrmatin Address Infrmatin 42

47 Getting Started The infrmatin screen is where yu can enter yur cmpany name and the address that will print n many f the transactins such as purchase rders and client invices. T Edit yur Address Infrmatin 1. Click Admin n the main menu 2. Click n System Set-up frm the drp dwn menu 3. Click n the Address Infrmatin link under glbal ptins 4. Under the Mailing Address enter yur main cmpany address 5. In the Billing Address Infrmatin, type the address where invices shuld be sent fr using Creative Manager 6. In the Web Site text bx, type the web site address where yu want peple t g when they click the lg ut ptin. This is typically yur main crprate web site. 7. Click the [Save] buttn t save yur infrmatin Visual Appearance The systems clrs screen allws yu t change all f the different clrs in the system. This allws yu t change things like the fnt that is used n the web page, the type f icns that are used n the page, and the different clrs fr different elements n the page. This can allw yu t mre clsely match the system t yur persnal branding fr yur cmpany. Style sheets which cntrl the appearance f the applicatin are stred n yur machine fr twenty minutes. Yu must clear yu brwser cache t enact the selected changes sner. T change yurs system clrs 1. Click the Admin menu 2. Select System Setup frm the Admin menu 3. Click n Visual Appearance in the glbal ptins sectin 4. In the System Fnt drp dwn, select the fnt that yu wuld like t use fr the web pages. (This currently des nt affect the fnt that is used n reprts. ) 5. In the Icns drp dwn, yu can select the default style f a icn t use within the system. Each user has the ability t change the icns that they will see under the My Inf page. 6. The remainder f ptins allw yu t change clrs fr different parts f the page. On each ptin yu use the clr picker t the right f the text field t select frm a pallet f predefined clrs. Once yu select a clr frm this Ppup clr picture, it will put the hexadecimal representatin f the clr in the text bx. Yu can als enter the hex-a-decimal number fr the clr yu want directly int the text bx. When yu press the save buttn the clr in the small bx t the left f the text bx will be updated. Web Site Lgs The web site Lgs page is used t uplad images that can be seen n reprts at the tp f the web page and n the lgin page. This allws yu t add yur wn branding t the web site. T add a new lg 1. In the file t uplad bx, enter the path t the file yu wuld like t uplad. Yu may als click n the brwse buttn and navigate t the file yu'd like t select. 2. In the Type f Image drp dwn bx select the type f file yu are ging t uplad. These include: 1. Lgin Page Lg: this is the image that yu can have n yur ppup lgin bx that yu call frm yur main crprate web site. The Lgin Page Lg is nly used when yu are creating and hsting yur wn custm lgin page and yu call ur pp up lgin page.. 2. Tp Lg: this is the lg that appears at the tp f the web page in the upper left hand crner. This image is autmatically sized t 50 pixels high. 3. Printed/Reprt Lg: this image will appear at the tp f mst reprts. On sme reprts, like client invices, yu can specify a different image fr each invice template. 43

48 Creative Manager Dcumentatin 3. Click the [Uplad Picture] buttn T update a lg 1. T update a lg yu can fllw the same prcess f adding a new lg. The new file that yu uplad will replace the existing image if ne exists. T remve a lg 1. Click the remve a lg abve the image that yu wuld like t delete. Transactin Preferences Transactin preferences are used t set up the default ptins fr numbering and behavir f mst f the accunting transactins and prject transactins in the system. All f the ptins in the screen are defaults which can be later changed n the actual transactin. Hw t edit transactin preferences 1. Click n the Admin drp dwn menu. 2. Select System Setup frm the admin drp dwn menu. 3. Click n Transactin Preferences in the Glbal Optins area. 4. Glbal 1. Select the Enable Lgging ptin if yu want the system t lg when transactins are unpsted r unapprved. 2. Select the Shw Cnditins n Reprts ptin if yu want yur search criteria t shw up n the reprt. 3. Select the Sync can Delete Cntacts ptin if yu want a sync prcess (frm utlk r the Mac Address Bk) t delete a cntact n the main server. 5. Prject numbering 1. In the Methd drp dwn bx yu can select the methd the system will use t determine the next prject number. 2. Select the Use 2 Digit Year fr Prefix ptin t use the current year as the prefix. The system will autmatically use the current year (last tw digits) as the prefix and reset the next prject number t 1 when the year changes. 3. In the Prefix text bx, enter a value that wuld appear at the start f the prject number. This prefix is used if n client is specified r if yu select an ptin t include the prefix at the beginning f the prject number. This prefix is ften the tw-digit year (04). 4. In the Next Number text bx, enter the next glbal prject number that yu wuld like t use. This number is used (and incremented) if yu create a prject with n client n it when yu add the prject. 5. In the Prject Number Separatr drp dwn, select the type f character yu wuld like t separate each part f the prject number. 6. In the Size f Prject number drp dwn, select the number f digits that shuld be added t the beginning f a prject number. If the next number is 51 and yu select fur digits after the prefix r client ID, the prject number wuld be padded with tw zers at the beginning (0051). 7. Select the Require a Master Task ptin if yu want the system t require that yu use master tasks n yur prjects. This can increase the cnsistency f naming tasks as well as speed input. 8. Select the require prject request ptin if yu wuld like t require that peple entering prject a request number n the add prject screen. 9. Select the Aut Send Assignment Cmplete s if yu want the system t ntify the peple assigned t the next assignment that they can begin wrk. 10. Select the Push Schedule Dates n Tasks ptin if yu want the scheduling system t push schedules up t the current date. If a task is set t start as sn as pssible, but that date is befre the current date and there is 44

49 Getting Started n actual start date, the system will set the next pssible plan start as tday. If this is unchecked, it wuld use the earliest date based n the prject start date. 11. Select the Actual Dates Change the Plan Date ptin if yu want the system t update yur plan dates based n the mst current actual infrmatin. Having this bx checked will keep yur schedules up t date with the latest infrmatin pssible frm yur staff. This will als represent the plan schedule as accurately as pssible. 6. Estimate numbering 1. In the Methd drp dwn bx yu can select the methd the system will use t determine the next estimate number. 2. Select the Use 2 Digit Year fr Prefix ptin t use the current year as the prefix. The system will autmatically use the current year (last tw digits) as the prefix and reset the next estimate number t 1 when the year changes. 3. In the Prefix text bx, enter a value that wuld appear at the start f the estimate number. This prefix is used if yu select an ptin t include the prefix at the beginning f the estimate number. This prefix is ften the twdigit year (04). 4. In the Next Number text bx, enter the next glbal estimate number that yu wuld like t use. If yu select the Prject Number as Prefix ptin, the system will sequentially number the estimates in that prject. 5. In the Prject Number Separatr drp dwn, select the type f character yu wuld like t separate each part f the estimate number. 6. In the Size f Estimate number drp dwn, select the number f digits that shuld be added t the beginning f an estimate number. If the next number is 51 and yu select fur digits after the prefix, the estimate number wuld be padded with tw zers at the beginning (0051). 7. In the Default Days t Apprve Internally text bx, enter the number f days as a default that smene (inside the cmpany) shuld have t apprve an estimate. If yu leave it as 0, n due date is set. Yu can als verride the due date n the estimate. 8. In the Default Days t Apprve Externally text bx, enter the number f days as a default that the client shuld have t apprve an estimate. If yu leave it as 0, n due date is set. Yu can als verride the due date n the estimate. 7. Purchase rder numbering 1. In the Prefix text bx, enter the value that yu wuld like t appear at the beginning f the purchase rder number. This is ften the tw digit current year. 2. In the Next Number text bx, enter the next number that the system shuld use in creating a purchase rder number. 3. In the Size f P. O. number drp dwn, select the number f digits that yu wuld like the system t pad the next number with. If the next prject number was 51 and yu selected fur digits after the prefix then the next purchase rder number wuld be padded with tw zers at the beginning ( ). 4. Select the Default Cst Rate frm Item if yu want the system t lk up the standard cst f an item and add it t an rder line item as yu enter it. 8. Insertin rder numbering 1. In the Prefix text bx, enter the value that yu wuld like t appear at the beginning f the insertin rder number. This is ften the tw digit current year r just IO fr insertin rder.. 2. In the Next Number text bx, enter the next number that the system shuld use in creating a insertin rder number. 3. In the Size f Order Number drp dwn, select the number f digits that yu wuld like the system t pad the next number with. If the next prject number was 51 and yu selected fur digits after the prefix then the next insertin rder number wuld be padded with tw zers at the beginning ( ). 4. In the Default Type drp dwn, select the Order Type that yu wuld like t use as the default type when entering a new rder. 45

50 Creative Manager Dcumentatin 5. In the Default Printing Mde, select the default mde that yu wuld like t use n new insertin rders. 6. In the Main Apprver, select the persn wh shuld apprve insertin rders if the persn entering the rder des nt have sufficient apprval limits. 7. In the Required Link t Client drp dwn list, select hw yu wuld like t link rders back t a client. Yu can either use an estimate r a prject. This will als affect rllup ptins when creating an invice. 9. Bradcast rder numbering 1. In the Prefix text bx, enter the value that yu wuld like t appear at the beginning f the bradcast rder number. This is ften the tw digit current year r just BO fr bradcast rder. 2. In the Next Number text bx, enter the next number that the system shuld use in creating a bradcast rder number. 3. In the Size f Order Number drp dwn, select the number f digits that yu wuld like the system t pad the next number with. If the next prject number was 51 and yu selected fur digits after the prefix then the next insertin rder number wuld be padded with tw zers at the beginning ( ). 4. In the Default Type drp dwn, select the Order Type that yu wuld like t use as the default type when entering a new rder. 5. In the Default Printing Mde, select the default mde that yu wuld like t use n new bradcast rders. 6. In the Main Apprver, select the persn wh shuld apprve bradcast rders if the persn entering the rder des nt have sufficient apprval limits. 7. In the Required Link t Client drp dwn list, select hw yu wuld like t link rders back t a client. Yu can either use an estimate r a prject. This will als affect rllup ptins when creating an invice. 10. Billing numbering 1. In the Prefix text bx, enter the prefix that shuld be placed at the beginning f the next invice number. 2. In the Next Number text bx, enter the next invice number that yu wuld like added t the system. 3. In the Size f Billing number drp dwn, select the number f digits yu wuld like the system t pad the next number with. If the next number is 51 and yu select fur digits after the prefix then the next invice number wuld be padded with tw zers at the beginning ( ). 4. In the Default Apprver drp dwn, select hw yu wuld like the system t determine the apprver n client and vendr invices. 1. Persn entering the invice: this will default the client r vendr invice t be apprved by the persn entering the invice. 2. AE frm prject n header: when the invice is added the system will try and determine the AE frm the prject listed n the first screen f the client r vendr invice. 3. Autmatically apprved: This ptin will effectively bypass the apprval prcess fr client and vendr invices. In rder t use this ptin, a persn must have the right t edit accunting transactins after they have been apprved. This will put a client r vendr invice int Apprved status as sn as it is added t the system. 5. Expense reprts 1. In the Ntify f Apprved drp dwn, select the persn yu wuld like t receive an after an expense reprt is apprved. This ptin is useful if yu need t ntify smene in accunting t review an expense reprt after apprval s that it can be paid. 6. Prject defaults The settings serve as defaults which are cpied nt client recrds when they are added int the system. When a prject is added t the system, it will first lk at the client recrd if ne is specified, and cpy these defaults frm the client recrd n t the prject. If n client is specified n the prject, the system will get the defaults frm this screen. The settings can then be changed n each prject. 1. Labr 46

51 Getting Started 1. In the Get Rate Frm drp dwn bx, yu can select where the system shuld get billing rates frm. 2. Purchasing and media markups 1. In the Get Rate Frm drp dwn bx, select where the system shuld lk in rder t determine markups fr a prject. 2. In the Default Markup Percentage text bx, enter a standard markup percentage that shuld be cpied t new clients when they are added t the system. 3. In the Default Insertin Order Cmmissin Percentage text bx, enter a standard cmmissin percentage that shuld be cpied t new clients when they are added t the system r t prject when a client is nt selected. 4. In the Default Bradcast Order Cmmissin Percentage text bx, enter a standard cmmissin percentage that shuld be cpied t new clients when they are added t the system r t prject when a client is nt selected. Prject Diary POP Settings The prject diary is a useful tl fr dcumenting what is happening n a prject. Yu can nw add entries int the prject diary by setting up a cmpany bx and CCing this address when yu send the client an . The system will stre yur entire and any attachments yu sent. The system will als lk at the ther recipients n the and try and create a link frm the nte t them. This allws yu t see any s yu have sent t yur clients by ging t the cntact recrd. When sending an t the prject diary, yu can include a prject number enclsed by tw square brackets [[prject number]]. The [[ ]] can appear anywhere in the bdy f the . If the system des nt find the prject number, the will nly be linked t the cntacts specified in the T, CC, BCC and Frm fields f the . If a prject number is specified, but it is nt fund in the system, yu will get an back ntifying yu that the prject culd nt be fund. In rder fr the system t gather s frm yur POP3 accunt, yu must set up sme basic settings T Set Up yur POP accunt 1. Select System Setup frm the Admin menu. 2. Select POP3 Accunt Infrmatin frm the system setup menu under Accunt Infrmatin > Mail Settings 3. In the POP Server Address text bx, enter the address where the POP3 Accunt is lcated. 4. In the POP User ID text bx, enter the User ID that shuld be used t access the accunt. 5. In the POP Passwrd text bx, enter the passwrd fr the accunt. 6. Select the Hide frm Client ptin if yu want s sent in via the POP3 accunt t be visible r nt visible t clients by default. Yu can change this setting n a specific pst by editing it in the prject diary. 7. In the System text bx, yu can enter a different fr the system t use ther than system@creativemanagerpr.cm when s are sent and there is n address available fr the sender. Often peple change this setting t prvide a valid address n their mail systems t prevent s frm getting blcked by spam filters n their server. 8. Select the Use System as the Frm Address bx if yu wuld like all s t have the system used in the frm spt n the . The system will always make every cme frm the address specified abve and put the persns in the reply t spt in the . This allws peple t set their spam filters t always allw s frm a specific address, but still have the reply g t the crrect persn when the persn hits the reply buttn n the Press the [Save] buttn t save yur entries. Once yu have saved yur settings, click the Verify Cnnectin actin and the Verify Lgin actin t ensure that the system will be able t cnnect t the accunt prperly. Glbal Optins Offices 47

52 Creative Manager Dcumentatin Yu can separate ut emplyees and prjects by ffice. This can be useful when reprting n charge-ability reprts and prject prfitability reprts. Offices currently d nt flw thrugh t the general ledger when psting transactins. Yu can als set up Creative Manager t change the prject number prefix by ffice. T add an Office 1. Click the Admin drp dwn menu. 2. Click System Set up n the Admin menu. 3. Select Offices frm the Glbal Setup area. 4. Click the [New] buttn t add a new ffice. 5. In the Office text bx, enter the descriptive name fr the ffice. 6. If yu have selected t generate prject numbers using the ffice, yu can enter the prject number prefix and the next prject number in the ffice screen. 7. Click the [Save] buttn. Departments Department are used t grup yur infrmatin int different functinal areas. Departments can be used n several reprts fr filtering and gruping data. Departments are glbal acrss a cmpany and will be the same frm ffice t ffice. T add a department 1. Click Admin n the main drp dwn menu. 2. Select System Setup frm the admin drp dwn menu. 3. Select Departments under the Glbal Optins area. 4. T add a new department, click the [New] buttn. 5. In the Department Name text bx, enter a descriptive name fr the department. 6. Click the [Save] buttn. Prject Status Cdes Prject status cdes are used t determine where a prject is in an verall prductin status. While each prject can have the unique schedule and set f tasks that need t be cmpleted n the prject, mst prjects mve thrugh a similar verall flw thrugh the business. Prject status cdes als determine whether r nt a prject is cnsidered active. Each prject status cde has an active flag. Each prject is tied t a prject status cde. It is the active flag n a prject status cde that determines if a prject is cnsidered active. If the active check bx is nt selected n a prject status cde, then each prject tied t that prject status cde will be in an inactive state. When a prject is in an inactive state, yu cannt charge any time r expenses t it. T add a Prject Status Cde 1. Click the Admin drp dwn menu. 2. Click System Setup n the Admin menu. 3. Select Prject Status Cdes frm the system setup menu. 4. T add a new prject status cde, click the [New] buttn. 5. In the Status ID text bx, enter a unique ID fr this prject status cde. 6. In the Name text bx, enter a descriptive name fr this prject status cde. 7. In the Display Order text bx, enter a number t define where this prject status, shuld appear in the verall list f status cdes. The display f rder creates an verall time line fr a prject thrugh the business. 8. Select the Active check bx fr this prject status cde if yu wish all prjecst tied t this cde t be cnsidered active. 9. Select the Allw Time Entries check bx if yu want peple t be able t enter time against the prject when it is in this status. 10. Select the Allw Expense Entries check bx if yu want peple t be able t enter expenses against the prject when it is in this status. 48

53 Getting Started 11. Select the Lck Status check bx t cntrl wh can change the status f the prject. When a status has this checked, nly peple with the prper security rights can change the prject frm this status. 12. Click the On Hld checkbx t set the prject in an On Hld status. This will remve the allcated hurs frm peple's prjected wrk lad. It des nt stp them frm entering time against the prject. 13. Click the [Save] buttn. Prject Billing Status Cdes Prject billing status cdes are mst cmmnly used t help determine where a prject is in the billing cycle. The prject billing status cde can als be used t flag the accunting grup as t which prjects shuld be billed and when they shuld be billed. T add a Prject Billing Status Cde 1. Click the Admin drp dwn menu. 2. Click System Setup n the Admin menu. 3. Select Billing Status Cdes frm the system setup menu. 4. Click the [New] buttn t add a new prject billing status cde. 5. In the Status ID text bx, enter a unique ID fr this billing status. 6. In the Name text bx, enter a descriptive name fr this billing status. 7. In the Display Order text bx, enter a number t represent where this billing status fits in the verall rder f status cdes. The display rder will cntrl where this billing status cde prints n certain reprts. 8. Click the [Save] buttn. Prject Types Prject types allw yu t grup yur prjects int different categries fr reprting purpses. Prject types are als used t default the creative brief standard captins when a prject is created. T Create a Prject Type 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Select Prject Types frm the Glbal Optins area. 4. T add a new prject type, click the [New] buttn. 5. In the Prject Type text bx, enter a descriptive name fr this prject type. 6. In the Descriptin text bx, enter a descriptin fr this prject type. At the current time this descriptin is fr reference nly. 7. In the Default Creative Brief Label text bxes, yu can enter up t eight different subjects t appear n the creative brief. When the creative brief is created, yu will have the pprtunity t mdify the subjects. 8. Click the [Save] buttn. Teams Teams are used t default a particular grup f peple t wrk n a prject. Yu can specify a default team fr a client. When adding a prject, yu can select a team t add t the prject. The system will then grant access t all the peple n that team. Steps t Add a Team 1. Select System Setup frm the Admin tab f the main menu 2. Select Teams frm the Glbal Optins sectin. 3. Click the New buttn t add a new Team. 4. In the Team Name text bx, enter the name f this team. 5. Click the Save buttn t save the team name. After yu have saved the recrd, yu can select peple fr this team frm the User Lkup. Click the edit icn at the tp f the selected user list. 49

54 Creative Manager Dcumentatin 6. Select the check bx next t each persn yu want t add t this team. Then click the add selected users buttn n the user lkup. 7. T delete a persn ff the list, click the delete icn next t their name. Assignment Types Assignment types allw yu t specify custm fields fr different types f assignments. Yu can als specify what services wuld typically wrk n that type f assignment and what services need t get ntified when that type f assignment is cmpleted. The system will then use the rles specified n a prject t determine wh shuld wrk n this assignment and wh shuld get ntified. Rles (ie. what peple are perfrming which services) are specified n a per prject basis, but default in based n the services specified fr an emplyee in the emplyee setup. T Add a new Assignment Type 1. Select System Setup frm the main Admin menu ptin 2. Select Assignment Types frm the Glbal ptins area f system setup. 3. Click the [New] buttn t add a new assignment type. 4. In the Name text bx, enter a descriptive name fr the assignment type. 5. Select the Active check bx t make this assignment type available t select in the assignment screen. 6. In the Used clumn f the Services Used list, yu can check ff any services that are typically used t perfrm this type f assignment. 7. In the Ntify clumn f the Services Used list, yu can check ff any services that are typically ntified when this type f assignment is cmpleted. 8. In the custm fields selectin bx, yu can select any custm fields that yu wuld like included n this type f assignment. This prcess is simillar t adding custm fields in ther areas f the system. T learn mre abut adding custm fields, read the guide n adding custm fields. Yu will nt be able t add new custm fields until yu click the save buttn. 9. Click the [Save] buttn t save yur changes. Master Tasks Master Tasks are used t create a standard list f tasks that are used n each prject. Each master task can have assignments underneath it. On a master task, yu can specify default accunting infrmatin and descriptin f wrk perfrmed. Keep in mind that when using master tasks, yu can nly enter a task nce nt the prject, s yu may need a Review 1, Review 2 set f tasks if yu cmmnly repeat certain activities. T Add a Master Task 1. Select System Setup frm the main Admin menu ptin 2. Select Master Tasks frm the Glbal ptins area f system setup. 3. Click the [New] buttn t add a new Master Task. 4. In the Task ID text bx, enter a unique ID fr this task. The task ID can include numbers and letters. 5. In the Name text bx, enter a descriptive label fr this task. 6. In the Descriptin text bx, enter a descriptin fr this task. 7. Select the Shw Descriptin n Estimate ptin if yu want the descriptin belw the task t display n the printed estimate. 8. Select the Shw n Schedule ptin t shw this task n the time line and ther schedule reprts. 9. Select the Track Budgets and Expenses ptin if yu want t enter time and expenses. 10. Select the Hide frm Client ptin if yu d nt want the client t be able t see this task when they view the schedule frm the client vendr lgin pages. 11. Select the Active check bx t make this Master Task available t select n new Tasks. 12. In the Hurly Rate text bx, enter a default hurly rate fr labr assigned t this task. Keep in mind that the actual hurly rate used when charging time is dependent n the prject setup. S, even thugh yu may specify an hurly rate here, the prject may be set up t get the hurly rate frm the emplyee, prject r service. 50

55 Getting Started 13. In the Markup text bx, enter the percentage markup, that expenses bked t this task shuld be marked up. This percentage is nly used if the prject is setup t get markups frm the task. 14. In the IOCmmissin text bx, enter the percentage cmmissin fr insertin rders. This percentage is nly used if the prject is setup t get markups frm the task. 15. In the BCCmmissin text bx, enter the percentage cmmissin fr bradcast rders. This percentage is nly used if the prject is setup t get markups frm the task. 16. When an invice is created frm the Billing Wrksheet, yu can create it using the tasks. The tasks with the Taxable1 and Taxable2 ptins selected will be flagged as taxable n the invice. 17. In the Billing Item drp dwn, select the billing item that shuld be defaulted nt a line item when an invice is created using the By Tasks ptin. This is primarily used if yu are exprting invices t Quickbks. Once yu have added yur Master Task, yu can select the Assignments tab and enter in any standard assignments fr this task. T add an Assignment 1. Select the Assignment Tab 2. In the Title text bx, enter an ptinal title fr the task assignment. 3. In the Descriptin f Wrk text area, enter an ptinal detail fr the task being perfrmed. 4. In the Duratin text bx, enter the number f days yu anticipate this assignment t take. If it is set t 0, then the next assignment will start n the same day. When using assignments, the system will autmatically adjust the duratin f the task t match the ttal duratin f the assignments. 5. In the Pririty text bx, select a pririty fr this assignment. This will affect the srt rder fr this assignment n traffic reprts. 6. In the Order text bx, enter a number that crrespnds t the rder in which this assignment shuld be dne relative t the thers. Yu can have tw assignments with the same rder number. This will cause them t start at the same time. Any assignment with a higher number will nt be ntified until bth assignments have been finished. Yur rder numbers d nt have t be exactly sequential (ie. it is k t number them 1,2,3,5,7,9) s if yu delete ne, yu d nt have t rerder the thers. 7. Click the [Save] buttn Once yu have added yur assignments, yu can g back t the master task screen and use ne f the tw Actins at the tp f the screen. The Assign t Tasks actin will lk fr all tasks currently in the system with a task ID that match the Master Task and link the master task t all tasks that it finds. The Update Tasks actin will update any task linked t this master task with the settings n the page. This means that it will nt nly update all the accunting ptins n the page, but als the descriptin f the task which might affect descriptins entered n the task. The Update Tasks actin des nt add any assignments nt an existing task. Reprt Grups Reprt grups are used t rganize different custm reprts in the system. On the reprts page, the system allws yu t create an unlimited number f custm reprts. Yu can set up different reprt grups here t better rganize yur custm reprts. T add a Reprt Grup 1. Select Admin frm the Main Menu. 2. Select System Setup frm the Admin Menu. 3. Select Reprt Grups frm the Glbal Optins Area. 4. T add a new reprt grup, click the [New] buttn. 5. In the Name text bx, enter a descriptive name fr this reprt grup. 51

56 Creative Manager Dcumentatin 6. In the Display Order text bx, enter a number verall rder that this reprt. On the reprts page, custm reprts are srted based n the reprt grup display rder. 7. Click the [Save] buttn. Security Grups Creative Manager uses security grups t cntrl what peple can d within the system. Each user wh lgs int the system shuld be assigned t the security grup. If a persn is nt assigned a security grup, they will nt be able t use any f the functins within the system. If yu are an administratr in the system, yu re given all rights autmatically by the system. As yu take rights away frm usesr, they will see fewer ptins in the drp dwn menus and side navigatinal menus. The list f security ptins cntains the nrmal ptins fr full users within the system as well as security rights fr client and vendr lgin. The security rights fr clients appear at the bttm f the list. Each security grup can als have different types f dashbards assigned t it. When yu create a custm dashbard, yu can cntrl wh can see that dashbard based n the security grups that are assigned t it. T add the security grup 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Click n Security Grups in the Glbal Optins area. 4. T add a new security grup, click the [New] buttn. 5. In the Grup Name text bx, enter a name fr the security grup. 6. Select the different ptins that yu wuld like the security grup t have available t them frm the list belw. 7. Click the [Save] buttn. T assign dashbards t a security grup 1. Once the security grup has been created, the Dashbards tab will be visible. Click n the [Dashbards] tab. 2. Select the type f dashbard that yu wuld like t add t the security grup. Dashbards are gruped based n the area f the system that they appear in. 3. T assign the dashbard, select the dashbard frm the available list and click the right arrw t add it t the selected list. Any f the items n these dashbards will be available t the peple with these security grups. Security Preferences Creative Manager allws yu t set different levels f passwrd security fr yur users. This allws yu t cntrl the cmplexity f the passwrds peple use and hw ften they change them. T set yur security preferences 1. Click the Admin drp dwn menu. 2. Click System Set up n the Admin menu. 3. Select Security Preferences frm the Glbal Setup area. 4. Select the Passwrds Require Numbers ptin t require that the user has t enter a number as part f the passwrd 5. Select the Passwrds Require Letters ptin t require that the user has t enter letters as part f their passwrd 6. In the Passwrd Minimum Length bx, enter the minimum number f characters lng that a passwrd has t be. 7. In the # f Passwrds t Remember bx, enter the number f passwrds yu wuld like the system t remember when validating a users new passwrd. If this ptin is set t 5, then when a user changes their passwrd, it can nt be any f the past 5 passwrds they have used. This keeps peple frm switching between tw cmmn passwrds. If yu enter 0, then it will nt remember any passwrds. 8. In the # f Incrrect Lgins befre Lckut, yu can specify hw many attempts t enter the crrect passwrd a persn has befre they are lcked ut f the system. An administratr has t unlck a persn befre they can lg in again. If yu enter a 0, then users will be allwed an unlimited number f lgin attempts. 52

57 Getting Started. 9. In the # f Days between passwrd changes, yu can specify hw ften a persn must change their passwrd. If yu want them t use a new passwrd each week, then enter 7. if yu enter a 0, the system will nt require any passwrd changes. 10. Click the [Save] buttn. Setup Emplyees Emplyees - Basic Infrmatin The emplyee screen is used t maintain all the infrmatin abut yur staff. Freelancers wuld nt typically be entered as emplyees but wuld be added in the cntact management sectin. The basic infrmatin screen cntains high level infrmatin abut each staff persn. The nly infrmatin required t add a staff persn t the system is a first and last name. T add a new emplyee 1. Click Admin n the main menu. 2. Select Emplyees frm the Admin drp dwn menu. 3. Click the [New] buttn t add a new emplyee. 4. In the First Name text bx, enter the emplyees first name. 5. In the Last Name text bx, enter the emplyees last name. 6. In the Salutatin drp dwn list, select the apprpriate salutatin fr the persn. 7. In the Title text bx, enter the emplyee's title. 8. In the Office drp dwn list, select the ffice that this emplyee belngs t. 9. In the Department drp dwn list, select the department that this emplyee belngs t. 10. In the Time Zne drp dwn list, select the apprpriate time zne fr this emplyee. 11. In the System ID text bx, yu can enter a System ID fr this emplyee that wuld link them with an external system. This is typically used when exprting time infrmatin t an external accunting system. 12. In the Vendr ID text bx, enter a valid vendr ID fr this emplyee. The vendr ID links the emplyee with the vendr that is used when autmatically creating vendr invices frm expense reprts. 13. In the Cntact Numbers text bxes, enter the apprpriate phne numbers fr the emplyee. 14. In the text bx, enter a valid address fr the emplyee. If yu d nt enter n address fr this emplyee, s/he will nt receive ntificatins frm the system. 15. Click the [Save] buttn. Once yu have added the emplyee, yu will see several ther tabs that becme available fr entering infrmatin. The lgin infrmatin tab and billing infrmatin tabs are prtected by specific security rights. If yu d nt see these tabs, it is because yu d nt have sufficient rights t edit these pages. 16. After yu save the emplyee, yu have several different actins available t assist in setting this persn up. 1. Assign t All Active Prjects is used t add this user t any currently active prject. 2. Reassign Assignments is used t reassign all f a persn's assignments fr every prject t anther persn. This is useful when ne persn leaves and anther persn takes ver fr them. Emplyees - Lgin Infrmatin The lgin infrmatin fr an emplyee is cntrlled with their lgin ID, passwrd and active status is in the system. If an emplyee has a lgin ID and they are marked as active, then yu will be billed fr the emplyee. The system tracks activatin and deactivatin f users t the specific day. If yu are billed n a subscriptin basis, then yur invice will be prrated based n the dates when a user is activated and deactivated. Activatin fr part f a day is billed as a full day. T edit the lgin infrmatin 1. Select the apprpriate emplyee frm the emplyee list. 53

58 Creative Manager Dcumentatin 2. Click n the [Lgin Inf] tab. 3. In the User ID text bx, enter a valid user ID fr this emplyee. A user ID it must be unique within the entire Creative Manager system, nt just fr yur cmpany. It is recmmended that yu use the emplyee's address. 4. In the Passwrd text bx, enter a passwrd fr this emplyee. 5. In this Security Grup drp dwn bx, select the apprpriate security grup fr this emplyee. The security grup cntrls the rights that a user has within the system. 6. If yu wuld like t make a user an administratr, select the administratr check bx. Administratrs have access t all security rights regardless f the security grup they are assigned t. Administratrs als have the ability t edit the setup and assigned users n any prject regardless if they are assigned. In each cmpany must have at least ne administratr. 7. The Active check bx cntrls if a user is cnsidered active r nt. If a user is nt active, then they will nt be able t lg int the system. Yu may nly enter timesheets and expense reprts fr active users with a lgin ID. Emplyees - Ntificatins Each persn in the system can receive multiple types f ntificatins autmatically frm the system. Sme ntificatins are set up autmatically such as when a prject is added r task infrmatin is updated. Other infrmatin is sent ut in the frm f a daily e- mail. Sme items included n this are ver budget prjects and missing timesheets. Each staff persn is subscribed t a ntificatin by an administratr wh can edit their emplyee's settings. An emplyee can nt subscribe themselves withut apprpriate rights t a ntificatin. T assign an emplyee t receive a specific ntificatin 1. Select the apprpriate emplyee frm the emplyee list. 2. Select the [Ntificatins] tab. 3. Each specific ntificatin is listed n the page with different ptins fr each type f ntificatin. T assign the ntificatin, click the check bx next t the Ntificatin Name. Yu may als select ptins which will narrw dwn the ntificatins t nly that infrmatin which is imprtant t the emplyee. Emplyees - Billing Infrmatin The billing infrmatin page is used t set up mst f the accunting preferences fr a specific user. It is als where the custm fields assigned t a user will appear. It is placed n a secured page s that accunting staff can use custm fields n an emplyee t add their wn HR infrmatin. T edit the billing infrmatin fr an emplyee 1. Select the apprpriate emplyee frm the emplyee list. 2. Click n the [Billing Inf] tab. 3. Purchasing Limits 1. In the PO Limit text bx, enter the maximum amunt f a purchase rder that this staff persn can apprve. If the PO limit is set t zer, this persn will nt be able t apprve purchase rders at all. 2. In the Insertin Order Limit text bx, enter the maximum amunt f an insertin rder that the staff persn can apprve. If the insertin rder limit is set t zer, this persn will nt be able t apprve insertin rders. 3. In the Bradcast Order Limit text bx, enter the maximum amunt f the bradcast rder that the staff persn can apprve. If the bradcast rder limit is set t zer, this persn will nt be able t apprve bradcast rders. Emplyee - Skills 54

59 Getting Started By recrding yur emplyee s skills in Creative Manager, yu can identify the peple with the best skills fr each prject. The skills and specialties set up fr emplyees and fr cntacts are available when assigning peple t a prject r when deciding wh t assign t a task. When recrding emplyees' skills, yu als enter a rating f their skill and a descriptin f their experience. Skills cnsist f the actual skill itself, and if yu have set up additinal specialties underneath a skill, he may als enter the specialties fr each emplyee. Specialties are useful if yu have several skills which yu're tracking. If yu check the wide range f skills within yur rganizatin, yu may want t use specialties t further break dwn the capabilities f yur emplyees. It is nt necessary t enter specialties if yu just wish t track emplyees' skill set at the skill level. T recrd an emplyee's skills 1. Select the apprpriate emplyee frm the emplyee list. 2. Click n the [Skills] tab. 3. T add a new skill, click the [New Skill] buttn. 4. In the Skill drp dwn bx, select the apprpriate skill that yu wuld like t add t this emplyee. 5. In the Rating drp dwn bx, select the skill level fr this emplyee. Skills are rated frm ne at the wrst t ten at the best. 6. In the Descriptin f Experience text bx, yu may enter a descriptin f the emplyee's experience with the skill. 7. Click the [Save] buttn and yu'll see the skill in the list belw the bx. If yu wish t enter a specialty fr this emplyee fr the skill yu just entered, click the [+] next t the skill name in the list belw the entry bx. 8. In the Specialty drp dwn bx, yu can select a specific specialty that yu wuld like t add t this emplyee. 9. In the Skill Rating drp dwn bx, yu can select the skill level fr this specific specialty fr the emplyee. 10. In the Descriptin f Experience text bx, yu can enter a descriptin f this emplyee's experience with this specialty. 11. Click the [Save] buttn. Activatin Status The activatin status screen will display infrmatin abut hw many users yu have activated and hw much disk space yu are currently using n the system. The first sectin shws yu the ttal amunt f disk space yu re currently using n the system. This includes files that are upladed in Digital Assets as well as attachments. This des nt include this space that is used t stre actual text infrmatin that is stred in the database. The current active users list shws the number f users that the system currently shws as active. If a user appears in this list then yu will be billed fr them. The activatin histry list shws all users that have been activated at anytime in the past. The list shws the date they were activated and deactivated. When yu are billed fr a user the system tracks the date activated and deactivated and will prrate charges accrding t these dates. Yu are billed based n whether the user is active in the system and has a lgin ID, nt based n whether r nt they have lgged int the system. Custmizing the System Custmizing the System Creative Manager has numerus custmizatin ptins that allw yu t adapt the system t yur specific needs. The fllwing areas allw yu t custmize parts f the system. Dashbards This is where yu can custmize the layut f the different dashbards and add additinal dashbard parts. Visual Appearance: This is where yu can custmize the clrs and fnts used in the system. Web Site Lgs: This is where yu can uplad lgs fr reprts, lgin page and the ne in the upper left crner f the screen. 55

60 Creative Manager Dcumentatin Custm Reprts Overview Creative Manager allws yu t create yur wn reprts using ur custm reprt generatr. If we dn't have the reprt already, yu can create it yurself. This tl is als useful fr exprting infrmatin ut f the system fr specific needs. Reprt Grups This ptin allws yu t grup yur custm reprts n the reprts page and better rganize yur list f reprts. Custm Listings Overview Almst every list (client list, vendr list, prject list, etc.) can be custmized. Yu can change the clumns, srt rder and criteria used. The system will save yur search s that yu can use it later. Custmize Terms This is where yu can custmize the user defined fields (these are different frm the custm fields) in the system. Custm Fields Overview This page will give yu an verview f hw t use custm fields and where they can be used within the system. Setting Up Dashbards Dashbards are used t bring tgether infrmatin frm several parts f the system and present them t a user in a summary, easyt-view and even graphic frmat. A dashbard cnsists f several parts, each f these parts can cme frm several different parts f the system. Creative Manager allws yu t custmize yur dashbard and select which dashbard parts yu wuld like t view where yu wuld like t view them and in what rder yu wuld like t view them. The dashbard parts which are available fr a dashbard depend n which dashbard yu are editing. Each area can have several dashbards and each dashbard part can nly appear nce n each dashbard. The system determines which dashbards are available t view based n the security grup yu are assigned t. Each security grup can have multiple dashbards selected fr each area that a dashbard is available in. T add a new dashbard 1. Select Admin frm the main drp dwn menu. 2. Select System Setup frm the Admin drp dwn menu. 3. Select the type f dashbard yu wuld like t add: 1. Cmpany: This is the dashbard visible when yu first lgin. 2. Prject: this is the dashbard visible n a specific prject. 3. Cntact Cmpany: this is the dashbard visible when yu select a cmpany in cntact management. 4. Client: this is the dashbard visible when yu select a specific client in the client list. 5. Vendr: this is the dashbard visible when yu select a specific vendr in the vendr list. 6. Cntact: this is the dashbard visible fr a specific persn in cntact management. 7. Cntact Management: this is the verall dashbard visible in cntact management. This dashbard is nt specific t any particular cmpany r cntact. It's purpse is fr the verall usage f cntact management. 8. Client prject dashbard: this is the dashbard that a client r vendr wuld see when they lg int the system and select a specific prject. 4. T add a new dashbard, click the [New] buttn. 5. In the Name text bx, enter a name that yu wuld like t see in a drp dwn bx n the dashbard. This name shuld be descriptive s that a persn wuld understand the meaning f the dashbard when they select it frm the drp dwn list. 6. Each dashbard is separated int three panes. Yu can determine hw many panes shw n the dashbard and hw wide they are as a percentage f the entire screen. The ttal percentage must equal 100%. T hide a particular pane, uncheck the Shw check bx underneath the pane name. 7. Press [Save] t add the dashbard. 8. Click n the [Mdules] tab t select the mdules that shuld be visible n this dashbard. 56

61 Getting Started 9. Dashbard parts can be added t a pane by selecting the Dashbard Part check bx and then clicking the [Add Selected] buttn under the pane that yu wuld like t add the part t. 10. Yu can rearrange parts n a dashbard by clicking n the dashbard part in the pane and using the buttns t the right f the dashbard pane t mve the part up, dwn, left, right r t delete the frm the pane. Custmizing Terms Custmize terms allws yu t change the names f certain parts f the system as well as specify the meaning f certain user defined fields. Fr each term there is a singular and plural versin f the wrd. This is because sme wrds are spelled differently in the plural versin (Yu can t just add an S t the end f &rsqur;muse.) Certain types f terms allw yu t enter values that will be used wherever this value is input int the system (e.g. Cntact User Defined fields). Yu will see a text bx fr drp dwn values. If the field is left blank, yu will see a text bx where yu enter values. If yu enter values in the drp dwn values bx, the system will create a drp dwn field with ne ptin fr each line in the text bx. Separate values shuld be entered n separate rws T add custm fields and terms 1. In the Prject Terms sectin 1. Enter the singular and plural values fr up t 6 Key persns. These values will be listed at the bttm f the prject setup page in the Key Peple sectin. 2. Additinally yu may enter up t ten user defined fields and the related drp dwn values. In the text area simply enter a list f values ending with a carriage return. These values will be listed in the Custm Fields sectin f the Prject Setup screen. 2. In the Opprtunity sectin 1. Enter up t ten user defined fields and the related drp dwn values. In the text area simply enter a list f values ending with a carriage return. These values will be listed in the Custm Fields sectin f the Opprtunity Setup screen. 3. In the Cntact sectin 1. Enter up t ten user defined fields and the related drp dwn values. In the text area simply enter a list f values ending with a carriage return. These values will be listed in the Custm Fields sectin f the Opprtunity Setup screen. 4. Click the [Save] buttn. Custmizing the Lgin Page There are tw ways t create a custm lgin page t Creative Manager. One is t prvide a link t ur built in pp up lgin page. The ther allws yu t build yur wn custm lgin page n yur site and pst it t ur site where the lgin is prcess. Using the pp up lgin bx Insert the fllwing script int yur page and use the link prvided belw t launch the windw with different ptins. Yu can cntrl the lg and psitin f the lg n the page. Yu can als cntrl the width and height f the lgin bx. The query string values allw yu t pass in different parameters. In the CK Variable, pass in yur specific cmpany key value. Yu can find this n the Lg's page when yu uplad a specific image fr the lgin bx. In the LgPs variable, enter the psitin yu wuld like the lg 1 - Abve 2 - Left 3 - Right In the Width variable, enter the width in pixels that yu wuld like the lgin screen resized t when it pens 57

62 Creative Manager Dcumentatin In the Height variable, enter the height in pixels that yu wuld like the lgin screen resized t when it pens. <SCRIPT language=javascript> <!-- functin checkres(theurl,winname) { var screenheight = screen.height; var screenwidth = screen.width; if (screenwidth == 640){ features = "width=600,height=460,tp=0,left=0" windw.pen(theurl,winname,features); } else{ var screeny = (screenheight-490)/2; var screenx = (screenwidth-600)/2; features = 'tlbar=0,lcatin=0,directries=0,status=0,menubar=0,scrllbars=0,resizable=0,width=620,height=350,tp="+screeny+",left="+scr eenx'; windw.pen(theurl,winname,features); } } //--> </script> <input type="buttn" name="lgin" nclick="checkres(' value="open Lgin Screen"> Using the custm frm Psting When using this ptin, yu will create a custm lgin frm n yur site, then pst the infrmatin t ur site. Belw is a simple sample frm. Yu use the hidden fields t pass infrmatin t ur site abut yur cmpany and where t return if there is a prblem lgging int the site. It is imprtant that yu keep the names f the fields the same. In the CK hidden field, enter yur cmpany key. Yu can find this by uplading a lgin page lg. In the ErrrReturnPage hidden field, enter the url where yu wuld like the system t return if there is an errr. When an errr is generated, the user will be returned t the page specified alng with a querystring variable (Errr). The pssible errr cdes are: 1 - A User ID is required 2 - A Passwrd is required 3 - Invalid User ID 4 - Invalid Passwrd 5 - User ID is n lnger active 6 - Yur cmpany is n lnger active 7 - Yur cmpany has been lcked The resulting return URL wuld be If the lgin is successful, yu will be directed t the main dashbard. <html> <bdy> <frm id="frm1" methd="pst" actin=" methd="pst"> <input type="hidden" name="ck" value="xx"> <input type="hidden" name="errrreturnpage" value=" <table> <tr> <td>user ID</td> <td> <input type="text" name="userid" value=""> </td> </tr> <tr> 58

63 Getting Started <td>passwrd</td> <td> <input type="passwrd" name="passwrd" value=""> </td> </tr> <tr> <td clspan="2"> <input type="submit" value="lgin"> </td> </tr> </table> </frm> </bdy> </html> LDAP (Lightweight Directry Access Prtcl) Overview LDAP is fr installed site users f Creative Manager Pr and is nt available t hsted site users. Implementing Creative Manager Pr s LDAP User Authenticatin will allw sites t validate their users n their LDAP server rather than using CM s security. The basic lgin prcess is as fllws: 1. User enters their User ID and Passwrd in the CM lgin screen. 2. CM will send an authenticatin request t the site s LDAP server specified in the Task Manager (see LDAP Server settings belw). 3. If the user exists in the LDAP Server a. If the User ID and Passwrd are authenticated, the system will then check t make sure they are a valid user in CM. b. If they are a valid (active) user, their CM security settings and preferences are laded as nrmal and the user is directed t the dashbard. 4. If the user des nt exist in the LDAP server, Creative Manager will validate the user against its wn internal user ID and passwrd. This allws yu t set up all yur emplyees in the LDAP server and nt have t use LDAP fr clients and vendr lgins. The benefit f using LDAP User Authenticatin in CM is that users will be able t use the same passwrd fr all access t the cmpany s systems. T make the system wrk, the user must be an active user with a User ID that matches their LDAP User ID. LDAP Server Settings Varius LDAP Server settings will need t be entered int Task Manager (which then must be saved t the Web.cnfig by clicking Apply t Website ). This will allw CM t cnnect t the site s LDAP server t authenticate users. These settings are input in the CM Cnfig tl where all ther web settings are input. Yu g t the LDAP tab and set up the fllwing. After the settings have been entered, yu must apply them t the website. Active Directry Check this bx if the LDAP Server uses Active Directry. LDAP Server The IP address r Name f the LDAP Server. Rt Search DN The rt LDAP Distinguished Name (DN) that CM will use when attempting a search fr users n the LDAP server. (ex: cn=cmusers,u=mainlcatin,=hq). 59

64 Creative Manager Dcumentatin Search Attribute Enter an attribute t use when searching fr users. If yu leave it blank, it will search using either r;cn r r;uid. Administratr DN / Admin User ID If yu have checked Active Directry abve, then enter the User ID f the LDAP Administratr that CM will use t perfrm the initial bind t the LDAP server. If the Admin user is nt under the same rt DN as the Rt Search DN, then enter a / fllwed by the DN where the Admin user is lcated, such as this: admin/cn=administratrs,u=mainlcatin,=hq If the Admin user is in the same DN as the Rt Search DN, then just enter the Admin User ID t search fr. If yu have nt checked Active Directry abve, then enter the LDAP Distinguished Name (DN) that CM will use t perfrm the initial bind t the LDAP server. This needs t be the full DN path t the Administratr user. Example: cn=administratr,cn=cmusers,u=mainlcatin,=hq Passwrd The LDAP Administratr user s passwrd that CM will use when it perfrms the initial bind. Imprtant Nte if using Active Directry: when searching fr CM users, the LDAP cmpnent matches the userprincipalname attribute t the User ID entered. If the User ID des nt match the userprincipalname attribute f the user, the Passwrd validatin will fail. Timeut The timeut perid (in secnds) that CM will set n the LDAP cmpnent when cnnecting. If this is left blank, the default will be 10. This may need t be adjusted if it takes lnger fr CM t cnnect t sme LDAP servers. Prt The prt that CM will use when cnnecting t the LDAP Server. If this is left blank, CM will use the default prt 389. Test User ID and Test Passwrd can be used t test a user lgin ID and passwrd against the LDAP server, t ensure that yu have the settings cnfigured crrectly. The areas f the system that are nt able t use LDAP Authenticatin are: The Sync tls that synchrnize yur calendar and cntacts with Outlk and yur Mac. The ical prgram n a Mac These prgrams use Digest Authenticatin. In digest authenticatin, yu must be able t retrieve the knwn passwrd frm yur recrds because it is never actually transmitted. And since the LDAP server will nt return a passwrd, we are unable t authenticate in this manner. Yu may enter a User ID and Passwrd fr the persn in Creative Manager and we will authenticate against these credentials fr these prgrams. Custm Fields Custm Fields Overview Creative Manager prvides yu with the ability t add custmized input and reprting fields t key parts f the system. Utilizing this functinality will allw yu t mre precisely tailr the system t the business needs f yur rganizatin and the needs f yur client and vendrs. 60

65 Getting Started T Add a Custm Field 1. Select System Setup frm the main Admin menu. 2. Frm the Custm Fields sectin select frm the fllwing: 1. Emplyee Fields 2. Cntact Cmpany Fields 3. Cntact Fields 4. Prjects Fields 3. Additinally Creative Managers custm field functinality can be accessed frm the Actin: Define Fields in the fllwing areas 1. Prject Spec Sheets 2. Tracking Frms 3. Purchase Order Types 4. Prject Request Frms Adding Custm Fields Creative Manager prvides yu with the ability t add custmized input and reprting fields t key parts f the system. Utilizing this functinality will allw yu t mre precisely tailr the system t the business needs f yur rganizatin and the needs f yur client and vendrs. 1. T Add a Custm Field 1. On the Custm Field Detail Screen 1. In the Field Grup Name enter a required grup name fr the fields. 2. Frm Available Fields select area chse the field(s) that yu wuld like listed with the assciated recrd by ding the fllwing 1. Highlight the Field name and click the icn t add the selected field. 2. Click the t add all f the Available fields t the selected fields clumn. 3. Frm Selected Fields 1. Highlight the desired field name 2. Click the icn t mve the display rder up. 3. Click the icn t mve the display rder dwn. 4. Click this [Save] buttn. Defining Custm Fields Creative Manager prvides yu with the ability t add custmized input and reprting fields t key parts f the system. Utilizing this functinality will allw yu t mre precisely tailr the system t the business needs f yur rganizatin and the needs f yur client and vendrs. T Add a Custm Field 1. Frm the Custm Fields screen Click the [New] buttn 2. In the Field Name text bx enter a required field name. The name is the system name fr the field, nt the name that users will see. Yu will see the name when adding the field t reprts and when adding custm fields t an area. This must be a unique value and can nt cntain any special characters r spaces. 3. In the Captin text bx enter a required value fr the captin. This value is what the users will see when viewing a custm frm in a page r reprt. 4. Frm the Display Type drp dwn select ne f the fllwing value: 61

66 Creative Manager Dcumentatin 1. Text: a text bx cntaining an alpha numeric value. If this field is chsen yu will the fllwing infrmatin will be required. 1. Display Width: the width f the text bx. 2. Min Size: the minimum amunt f characters allwed in the field 3. Max Size: the maximum number f characters in allwed in the field. 2. Numeric: a text bx cntaining nly numeric values. If this field type is selected the fllwing infrmatin is als required Display Width: the width f the text bx. 2. Min Size: the minimum amunt f characters allwed in the field 3. Max Size: the maximum number f characters in allwed in the field 3. Currency: a text cntaining a mnetary value. If this field type is selected the fllwing infrmatin is als required. 1. Display Width: the width f the text bx. 2. Min Size: the minimum amunt f characters allwed in the field 3. Max Size: the maximum number f characters in allwed in the field. 4. Date: a text cntaining a date value. with an assciated lkup calendar 5. Text Area: a text area cntaining alpha numeric values. If this field type is selected the fllwing is als required 1. Display Width: the width f the text bx. 2. Text Rws:the number f rw t display 6. Radi Buttn: a radi check bx 7. Drp dwn: A select bx cntaining a list f entered values. If this field type is chsen the fllwing is als required 1. Value List: A text list f values t be displayed in the select bx. 2. Select the Required check bx t make the field require a selectin r input frm the user. 4. Select Only the Authr can edit this field t make the field editable nly by the authr. 5. Select the Active check bx t make the field available in the Custm Field selectin listing. 6. Click the [Save] buttn. T Edit a Custm Field 1. Frm the Custm Fields screen click the icn next t crrespnding frm name. 2. Enter the required infrmatin 3. Click the [Save] buttn. Tracking Frms Tracking Frms Overview Tracking frms are used t track all f the small details n a prject, r within yur cmpany in general. They can be custmized t meet yur needs and yu can have as many different types f tracking frms as yu need. Examples f tracking frms are: T d lists, actin items, issues, bugs, deliverables, creative briefs, wrk requests and mre. Yu can attach files t a tracking frm and 62

67 Getting Started keep ther peple ntified f changes using the system. Frms can exist at either the Cmpany r Prject level. They can als be set up t either be assigned t peple r nt be assigned t peple. T Add a Tracking Frm 1. Select Frms frm the main Staff menu. 2. Click the icn next t the related frm in the listing 3. On the next screen click the [New] buttn. 4. Enter the required infrmatin n the Frm detail page. 5. Fields will vary accrding t the frm type selected. Tracking frms are defined by the Administratr in the system setup. T Edit/Assign a Tracking Frms 1. Select Frms frm the main Staff menu. 2. Click the icn next t the related frm in the listing. 3. Click the in the listing next t tracking frm yu wish t edit. 4. Frm the [Frm Name] tab : 1. In the Subject text bx enter a subject fr the frm. 2. Select the Assigned T lkup using the icn. In Edit mde click the icn t remve the assigned us 3. If editing a prject frm, enter r select a valid prject number fr the frm. 4. Select r enter a valid Task ID frm the frm. 5. Select the Cntact Cmpany lkup using the icn. 6. In the ppup windw enter any letter f the desired cmpany name and click the [Search] buttn. 1. Click the [Select] link t chse the cntact cmpany. 7. In the Due Date lkup, select r enter a valid due date fr the tracking frm. 8. Yu may indicate that the tracking frm has been cmpleted by checking the Cmpleted check bx. 9. Select frm the Pririty drp dwn t indicate the pririty fr the frm. 10. The Authr label will be defaulted t the name f the current user. 11. The Date Created label will be autmatically updated by the system. 12. Click the [Save] buttn. 13. Actins are displayed at the tp f the screen. 1. Add Attachment 2. Add Link 5. Frm, the Ntificatins tab: 1. In the Ntify these peple when the frm changes sectin 1. Chse frm the Available Peple drp dwn t restrict the listing t either Emplyees r Cntacts. 2. T selected Users 1. Select the peple that yu wish t add and click the icn. 2. Click the icn t select all peple listed. 3. T uncheck Users: 1. Uncheck the peple that yu wish t remve and click the left arrw icn. 2. Click the duble left arrw icn t remve all peple listed. 4. Click the [Save] buttn. Setting Up Tracking Frms 63

68 Creative Manager Dcumentatin Tracking frms are a flexible tl fr tracking all kinds f infrmatin and transferring dcuments that used t be paper based int electrnic recrds that can be searched, printed and shared electrnically. Tracking frms use custm fields t allw yu t extend the basic frm t include the infrmatin yu want n the page. T Add a Tracking Frm 1. Select the Admin drp dwn menu frm the main menu. 2. Select the System Setup ptin frm the admin menu. 3. Select Define Frms. 4. Click the [New] buttn t add a new frm. 5. In the Frm Name text bx, enter a descriptive name fr the tracking frm. 6. In the Prefix text bx, enter a prefix that shuld be added t the frm number. This will help yu distinguish ne frm frm anther when lking at the number. 7. In the Descriptin text bx, enter a descriptin that yu wuld like peple t see when selecting a frm. This wuld typically be a descriptin f what the frm is used fr. 8. Frm the Wrking Level drp dwn, select the desired ptin: 1. Cmpany: Cmpany frms are nt tracked t a specific prject. These might include vacatin requests, cmments frm clients, etc. 2. Prject: Prject frms are required t be linked t a prject. These might include Issues r T D lists. 9. Frm the Frm Type drp dwn, select the type f frm needed: 1. Static frms d nt have a persn assigned t them. 2. Wrkflw frms can have smene assigned t them. 10. Select the Active check bx if yu wuld like this frm t be active fr entering new frms. 11. In the Calendar Clr drp dwn, select the clr yu wuld like these frms t appear in the calendar. 12. Yu can then select several different ntificatin and editing ptins: 1. Only the authr f the frm can clse the frm. When this ptin is selected, the frm is assigned back t the authr when anyne else tries t clse it. This allws the authr t ensure that wrk has been perfrmed crrectly befre clsing the frm. 2. Only the authr can edit the header fields. This gives nly the authr the ability t edit fields n the header f the frm (such as due date and assigned t). 3. Only the authr can edit the due date. This is a subset f the prir ptin. This wuld allw smene t change the assigned t, but nt the due date. 4. Ntify the assigned persn by . Use this ptin t have the system send an t an assigned persn when the frm is updated. 5. Ntify the authr when the frm is clsed. Use this ptin t have the system send an t the authr when the frm is marked as clsed. 6. Ntify the authr when the frm is updated. Use this ptin t have the system send an t the authr when the frm is updated by smene else. 13. Frm the custm fields belw, select the custm fields that yu wuld like t use n this frm. 14. At the bttm f the frm definitin, yu can select which security grups have access t this frm. This will prevent certain grups frm being able t add, view r edit the frm. Tracking Time Setting Up Time Sheet Optins Yu will need t set up the fllwing items t use the time tracking system in Creative Manager. T learn mre abut time tracking, read the Time Tracking Overview. 64

69 Getting Started TimeSheet Optins: This allws yu t change timesheet duratins and ther basic time keeping ptins. Services: If yu want t track time based n the type f wrk perfrmed r need t be able t charge clients based n the wrk perfrmed, yu will need t set up Services. Service Rate Sheets: If yu need t bill different clients different rates fr each service, then yu will need t setup Rate Sheets. Time Sheet Optins The timesheet ptins page allws yu t custmize hw the timesheet will be presented fr yur cmpany. T mdify yur timesheet ptins 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu 3. Click TimeSheet Optins frm the Time, Expenses and Billing area. 4. Select the Services check bx if yu wuld like t be able t use services n the timesheets. If yur cmpany des nt use services, uncheck this bx. 5. Required n Timesheet 1. Select the Prject check bx t require a prject and task n each time entry. 2. Select the Services check bx t require a service n each time entry. 6. Tim sheet ptins 1. In the Perid drp dwn bx, select the duratin fr each timesheet. If yu select weekly r biweekly, yu may als select the day f the week t start the timesheet n. If yu were t select a weekly timesheet and start n Tuesday, each timesheet wuld have seven days, starting n Tuesday and ending n Mnday. 2. Select the Timesheets may verlap ptin if yu wuld like peple t be able t enter timesheets that verlap in their time perid. Nrmally we wuld recmmend that this bx is unchecked t prevent duplicate timesheets. If yu decide t change the duratin f yur timesheets it may be necessary t turn this ptin n. 7. The [Save] buttn. Services Services are used t categrize the type f wrk is perfrmed within the cmpany. Services differ frm tasks n a prject because they describe the type f wrk that is being perfrmed, nt the part f the prject that a persn is wrking n. Each service can have up t five different rate levels assciated with it and different descriptins fr each rate level. Rate levels are used fr situatins where peple need t charge different rates fr the same service fr different peple. This wuld include situatins like a junir cpywriter and a senir cpywriter. They bth wuld use the cpy writing service n a prject, but the senir cpywriter wuld billed ut at a higher rate. Yu can cntrl this by designating a default rate level n the emplyee recrd. When a persn puts in their timesheet, the system will use the default rate level frm their emplyee recrd and cmbine this with the service that they are charging n the timesheet t determine a rate level fr that time entry. Yu can als allw peple t change this rate level n the time-entry by time-entry basis. This allws a persn t charge time tw different services at different rate levels because they may be able t charge time as a senir cpywriter but might be a level ne illustratr. T add a service 1. Click the Admin drp dwn menu. 65

70 Creative Manager Dcumentatin 2. Select System Setup frm the Admin menu. 3. Select Services frm the Time, Expenses and Billing area. 4. Click the [New] buttn t add a service. 5. In the Service Cde text bx, enter a unique cde fr this service. 6. In the Descriptin text bx, enter the standard descriptin that a persn will see n their timesheet. 7. Uncheck the Active check bx, if yu d nt want a persn t be able t select this service n their timesheet. This is used if yu n lnger use a service, but time entries have already been entered against the service. 8. In the Billing Item drp dwn bx, select the billing item t tie this service t. 9. In the Sales Accunt Number text bx, select the default sales accunt that yu wuld like assciated with this billing item. This sales accunt will be used is used when 'psting using detail' n an invice. 10. In that Class ID text bx, enter a class ID that yu wuld like the with his billing item. When psting using detail, the system will als pst this class with the transactin. One transactin is created fr each cmbinatin f GL accunt and class. 11. In the Hurly Cst text bx, enter the standard hurly cst fr this service. This is needed t calculate the prfitability f an estimate. 12. Select either the Sales Tax 1 r Sales Tax 2 applied check bxes t designate if these sales tax rates shuld be checked n an invice when generating an invice by Service and item. 13. In the rate level text bxes (1 &endash; 5) 1. In the rate text bx, enter the standard billing rate fr the service at that rate level. 2. In the level descriptin text bx, if yu want t have a different descriptin fr the service at this level, enter the descriptin here. 14. Click the [Save] buttn. Service Rate Sheets Smetimes yu need a charge different billing rates fr different services fr different clients. Service rates allw yu t d just that. Yu can define a different rate fr each service and rate level. On each client, yu can specify a standard rate sheet t use fr that client. When a prject is created fr that client, the standard rate sheet is cpied nt that new prject. As time entries are entered, the system will lk at the prject that the time was charged t and determine which rate sheet t get the billing rate frm. If a rate fr a particular service des nt exist n that rate sheet, the system will default t the standard rate n the service. T add a new rate sheet 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Click Service Rate Sheets frm the time, Expense and Billing area. 4. Click the [New] buttn t add a rate sheet. 5. In the Rate Sheet Name text bx, enter a descriptive name fr the rate sheet. 6. Fr each service entered the system will default in the default rate frm the service. Yu can mdify any these rates t be specific t this rate sheet. 7. Click the [Save] buttn. Emplyees - Billing Infrmatin The billing infrmatin page is used t set up mst f the accunting preferences fr a specific user. It is als where the custm fields assigned t a user will appear. It is placed n a secured page s that accunting staff can use custm fields n an emplyee t add their wn HR infrmatin. 66

71 Getting Started T edit the billing infrmatin fr an emplyee 1. Select the apprpriate emplyee frm the emplyee list. 2. Click n the [Billing Inf] tab. 3. Purchasing Limits 1. In the PO Limit text bx, enter the maximum amunt f a purchase rder that this staff persn can apprve. If the PO limit is set t zer, this persn will nt be able t apprve purchase rders at all. 2. In the Insertin Order Limit text bx, enter the maximum amunt f an insertin rder that the staff persn can apprve. If the insertin rder limit is set t zer, this persn will nt be able t apprve insertin rders. 3. In the Bradcast Order Limit text bx, enter the maximum amunt f the bradcast rder that the staff persn can apprve. If the bradcast rder limit is set t zer, this persn will nt be able t apprve bradcast rders. Accunting Setting Up fr Accunting Yu will need t set up the fllwing items t use the Accunting system in Creative Manager. T learn mre abut accunting, read the Accunting Overview. GL Class Check Frmats Cntrl Accunts GL Accunts Credit Card Setup In rder t fully set up fr accunting, yu shuld als review the fllwing verviews Setting Up fr Billing GL Accunts Setting Up fr Purchasing General Ledger accunts frms the basis fr tracking yur financial recrds in the system. There are different types f GL Accunts that assist in tracking different types f financial infrmatin. They als cntrl hw and where recrds will appear n financial statements. The type f accunt cmbined with the Accunt Number cntrl the rder in which items will appear n yur reprts. Yu can als create rllup accunts that will rll up amunts frm sub accunts fr summarized reprting. Yu can nt pst values directly t a rllup accunt. Refer t the sectin "Setting up fr Accunting" fr details n maintaining yur Chart f Accunts. General Ledger Cntrl Accunts The general ledger cntrl accunts page is used t define many f the default GL accunts used within the system. Many f the GL accunts yu select here will default n t new transactins that yu enter in the system. They re als used t cntrl where certain types f transactins will pst in the ledger. Yu can als cntrl ptins such as shuld transactins pst the ledger, clsing dates, and the beginning f yur fiscal year. T set up cntrl accunts 1. Click the Admin drp dwn menu. 2. Click System Set up n the Admin drp dwn menu. 3. Select Cntrl Accunts frm the GL settings area. 67

72 Creative Manager Dcumentatin 4. GL tracking ptins a. Require GL Accunts is used t determine if the system will require a GL accunt when entering financial transactins in the system. If yu are ging t pst transactins t the ledger, then this ptin will default n. b. Pst t GL is used t determine if transactins will pst t the ledger. When the setting is turned ff and transactins are psted, the system will flag that the transactin has psted but will create n entries in the general ledger. When the setting is turned n, psting a transactin will create entries in the ledger. This setting can be turned n and ff at any time and is useful when cnverting the system fr the first time. c. Require Classes n Transactins is used t require a class be entered n all accunting transactins. This can be useful if yu are using classes t separate transactins int separate cmpanies. d. Require items n expenses is used t require that an item ID is entered n all financial transactins. This can be useful if yu plan n using items t track types f purchases r if yu're ging t track wrk in prgress in the ledger. Items are als used t default the expense accunts n t vendr invices. When a purchase rder is added t a vendr invice, the system will lk at the item ID n the purchase rder line and try t determine the expense accunt frm the item. If it cannt determine an expense accunt frm the item, the system will lk at the vendr recrd t determine if there is a default expense accunt fr the vendr. If the vendr has n default expense accunt, the system will lk at the cntrl accunts and use the default expense accunt specified there. e. Require Tasks n Expenses is used t require that all expenses be categrized t a specific task n a prject. This ptin used t be required, but the system nw allws yu the ptin f nt having t track yur expenses t a specific part f the schedule. If yu d nt charge yur expenses t a specific task and yu view the budget by task, yu will nt see the expenses that have nt been charged t a task. Yu shuld use the service view f the budget if yu are nt ging t charge yur expenses t a task. f. Track Quantity n Hand allws yu t use simple inventry techniques t track the amunt f an item yu have currently n hand. Each item has a quantity n hand value that yu can manually update. When a vendr invice is apprved, the quantity n hand is increased fr each item n the vendr invice. When an item is used a miscellaneus prject expense, the amunt is reduced fr that item. g. Track WIP in GL is used t determine if yu want t track wrk in prgress in yur general ledger. If yu have this ptin selected, the system will als require yu t enter items n yur expense entries. h. GL clsing date is used t determine the earliest date that a transactin can be psted t the ledger. Creative Manager des nt use accunting perids. All reprts are datet sensitive and dynamically calculated based n the underlying transactins. This date allws yu t specify the earliest date at which the transactin can be put in. If a transactin has a psting date prir t this day the system will nt allw it t be psted r un-psted. This allws yu t effectively clse the bks as f this date. Yu can mdify this date at any time if yu need t pen a prir transactin and mdify it. 5. Default GL Accunts 68

73 Getting Started a. In the Next General Jurnal number text bx, enter the next number that yu wuld like t use when creating jurnal entries. b. In the Billing Accunt (AR) text bx, enter the default AR accunt the system shuld use when creating client invices. c. In the Default Sales Accunt text bx, enter the default sales accunt yu wuld like the system t use if it cannt determine a default sales accunt frm a billing item r frm the client. d. In the Vendr Invices Accunt (AP) text bx, enter the default AP accunt that the system shuld default nt vendr invices. e. In the Default Expense Accunt text bx, enter the default expense yu wuld like the system t use if it cannt determine an expense accunt frm the item r frm the vendr recrd. f. In the Cash Accunt text bx, enter the default bank accunt that shuld be used when entering cash receipts. g. In the Unapplied Cash Receipts Accunt text bx, enter the GL accunt that shuld be used t pst any cash receipts that have nt been applied t either a sales accunt r t a client invice. When a cash receipts is nt fully applied, it can be used as a prepayment n an invice at a later time. Prepayments must be entered n the client invice. When the client invice is psted, the amunt applied as a prepayment is reversed ut f this GL accunt. h. In the Advanced Billing Accunt, enter the GL accunt that yu wuld like t be used n client invices when entering an advance billing. This GL accunt will be defaulted nt the line items f the advanced billing. i. In the Purchased Discunts Accunt text bx, enter the default GL accunt that shuld be used when purchased discunts are taken when paying vendr invices. 6. Wrk in prgress tracking a. Select the Use Class frm Detail ptin t cntrl where the WIP psting gets the class. When psting WIP the system, as a default the system lks at hw items are tied t billing items and gets a class frm the billing item if yu want t subdivide hw WIP is psted. This ptin allws yu t use the Class frm the transactins t determine which class is used when psting t the ledger. If yu want t pst WIP fr individual ffices r departments, yu will need t use this ptin. If yu want t divide yu WIP int different sectins fr categrizatin purpses, d nt use this ptin. b. In the Agency Time text bx, enter the GL accunt that shuld be used fr tracking the asset side f labr when psting wrk in prgress. When labr is psted t wrk in prgress, this accunt is debited. c. In the Agency Time Adjustment text bx, enter the GL accunt that shuld be used fr tracking the incme side f labr when psting wrk in prgress. When labr is psted t wrk in prgress, this accunt is credited. d. In the Agency Time Writeff text bx, enter the GL accunt that shuld be used when transactins are written ff. When yu write ff the transactin in the billing wrksheet, and then pst wrk in prgress t the ledger, the system will credit the agency time asset accunt and debit the agency time write ff accunt. e. In the Prductin Expense text bx, enter the accunt that shuld be used t track the asset side f expenses when psting wrk in prgress. 69

74 Creative Manager Dcumentatin f. In the Rebillable Expenses text bx, enter the GL accunt that shuld be used t track the incme side f expenses when psted t wrk in prgress. g. In the Expense Writeff Accunt text bx, enter the GL accunt that shuld be used t track the write-ff amunt when expenses are written ff frm a prject. 7. Prebilled Purchase Order and Media Order 1. In the Accrued Cst Accunt (Expense) text bx, enter the accunt that shuld be debited when the rder is billed and credited when the vendr invice is psted. 2. in the Prebilled Accrual Accunt text bx, enter the accunt that shuld be credited when the rder is billed and debited when the vendr invice is psted. 8. Advance sales tracking. The Pst Sales Using Detail ptin is used as a default setting fr invice line items. When yu pst a client invice, the system lks at each line item and determines if it uses the 'pst sales using detail' ptin. When this ptin is selected, the system will lk at each transactin and thse tied t billing items. Tthe system will then determine the sales accunts and classes t pst t based n hw the transactins are linked t billing items. a. The Track Sales Over/Under ptin is used track the sales f variance n an invice based n standard versus actual. When this ptin is checked, the system will pst an entry t its nrmal sales accunt based n the standard bill rate r grss amunt.tthe system will then create a secnd entry t the sales r expense ver/under accunt fr the difference between the standard amunt and the amunt that was actually billed. If yu were t bill ne hur f time at $ per hur and yu actually billed the time fr $80.00 the system wuld pst $ t the nrmal sales accunt and ($20.00) t the labr ver/under GL accunt. b. In the Labr Over/Under Incme Accunt text bx, enter the GL accunt that shuld be used t track the labr prtin f the variance. c. In the Expense Over/Under Incme Accunt text bx, enter the GL accunt that shuld be used t track the expense prtin f the variance. 9. Quickbks integratin. In the default billing item drp dwn, select the default billing item that shuld be used if n billing item is entered n the invice line item. Quickbks requires that an item be included n every line f a client invice. The billing item ID shuld match the item ID in Quickbks. GL Classes GL classes are used t segment transactins psted t the general ledger. They can be used fr several different types f needs. The mst cmmn use f classes is tw segments transactins by cmpany, department r ffice. When entering transactins such as vendr invices r client invices, yu can select different classes n each transactin at the header and the line. When the transactin is psted t the general ledger, the system will add the class frm the transactin n each entry that is psted. When running yur financial reprts yu will be able t filter the transactins n the reprt by class. T add a GL Class 1. Click the Admin drp dwn menu. 2. Click System Setup n the Admin drp dwn menu. 3. Click GL classes fund in the GL settings area. 4. T add a new class, click the [New] buttn. 5. In the ID text bx, enter a unique ID fr this class. Yu will enter the class ID n transactins. 6. In the Name text bx, enter a descriptive name fr this class. 70

75 Getting Started 7. In the Descriptin text bx, yu can enter a descriptin f hw this class shuld be used. Currently, this text is fr reference nly. 8. Use the Active check bx t determine if the transactins can be entered using this class. If a class is n lnger active, it may be necessary t deactivate a class rather than delete it because it may be tied t existing transactins. 9. Click the [Save] buttn. Check Frmats Check frmats allw yu t custmize the layut fnts and style f yur payment checks. This screen allws yu t indicate different style checks layuts and bank accunts fr varius payment types. When printing checks yu ll be asked t select frm ne f these check frmats. A check frmat is required when printing checks. T add a check frmat 1. Select Admin frm the drp dwn menu. 2. Select System Setup frm the Admin drp dwn menu. 3. Click n Check Frmats lcated In the GL settings. 4. T add a new check frmat, click the [New] buttn. 5. In the Frmat Name text bx, enter a descriptive name fr this check frmat. 6. In the Fnt Drp dwn bx, select the Fnt that yu wuld like used when printing this check frmat. 7. In the Fnt Size text bx, select the size fnt yu wuld like used when printing. 8. The next three sectins check ptins, stub ptins, and stub clumns have several dimensins tp, left and width that allw yu t specify the exact psitin n a page used when printing checks. Each dimensin is measured in inches frm the tp left crner f the page. The Shw check bx allws yu t cntrl whether r nt a field r sectin will appear n the check. When adding a new check, the system will default all settings t the check style fund in Quickbks. 1. The stub ptins area allws yu t specify if and where the stub prtin f a check will appear. 2. The stub clumn ptins are used t cntrl hw the details f the check will appear. Bth stubs use the same frmat settings. All dimensins fr tp, left and width are in inches and are determined relative t the tp dimensin specified fr each stub. Credit Card Prcessing The credit card prcessing screen allws yu t setup the infrmatin needed t start prcessing credit cards thrugh Creative Manager. We are currently nly built the interface t the Payflw Pr system. If yu need anther prcessr, please cntact ur supprt department t determine if we can assist yu. T set up the system fr Credit Card Prcessing 1. Frm the main menu, select Admin, System Setup. 2. Under the Billing sectin, select Credit Card Prcessing 3. Frm the Prcessr drp dwn, select the apprpriate prcessing agent 4. In the Lgin ID text bx, enter yur user id given t yu by yur payment prcessr 5. In the Passwrd text bx, enter the passwrd given t yu by yur payment prcessr. 6. When yu are dne, click the save buttn. 71

76 Creative Manager Dcumentatin Prject Management Setting Up fr Managing Prjects Yu will need t set up the fllwing items t use the Prject Management system in Creative Manager. T learn mre abut managing prjects, read the Prject Management Overview. Defining Attributes Offices Prject Billing Status Cdes Prject Status Cdes Prject Types Campaigns Campaigns allw yu t tie multiple prject tgether int a single entity where yu can easily review budgets and schedules. Each prject can belng t ne campaign and each campaign can have as many prjects underneath it as yu need. Yu can nly assign a campaign t a prject that has the same client. T add a campaign 1. Select the Prject menu ptin frm the main menu. 2. Select Campaigns frm the prject menu. 3. Click the [New] buttn t add a new campaign. 4. In the Client text bx, enter the client ID fr this campaign. 5. In the Campaign ID text bx, enter a unique ID fr this campaign. 6. In the Descriptin text bx, enter a descriptin f this campaign. 7. In the Objective text bx, enter a descriptin f the bjective f this campaign. 8. In the Start Date text bx, enter the date the campaign is set t start. 9. In the End Date text bx, enter the date the campaign is set t end. 10. In the AE drp dwn bx, select the AE fr this campaign. 11. Select the Active check bx t make this campaign active fr assigning t prjects. 12. Yu can als attach as many custm fields as yu wuld like t a campaign in the system setup. 13. Click the [Save] buttn t save this campaign. Editing Attributes File attributes allw yu t add additinal infrmatin n t a file that can assist yu in searching fr a specific type f file. Smetimes yu need mre infrmatin than can be put int descriptin f a file r yu are lking fr a way t standardize search criteria fr files with the new digital asset management system. Attributes can give yu standardized search criteria n which t find files. Each attribute can then have multiple values tied t it. Fr instance yu culd set up an attribute called clr and have the values red, green and blue as the values. T add an attribute 1. Select Admin frm the main drp dwn menu. 2. Select System Setup frm the drp dwn menu. 3. Select Define File Attributes frm the menu, in the Digital Assets sectin. 4. Click the [New] buttn t add the attribute 72

77 Getting Started 5. In the Attribute text bx enter the name f the attribute (i.e. clr, type, status). 6. Click the [Save] buttn t save the value. 7. Yu will then see the attribute name appear in the list belw. T add a value t this attribute click the plus sign t the left f the attribute name. 8. In the value text bx enter the text fr this value (i.e. red, green, blue ) 9. Click save the [Save] buttn 10. T add the next value click the [New] buttn and the value text bx will clear. Prject Specificatin Sheets Spec sheets prvide a custmizable system f tracking prject specificatins at the lead and prject level. Spec sheets allw yu t capture all f the key prject details in ne place fr easy cmmunicatin t team members. Spec sheets are typically initially entered n a lead. Then nce a lead becmes a prject, yu can link a prject t a lead. This will link the spec sheet infrmatin nt the prject s that it des nt have t be entered again. Yu can have as many different spec sheets as yu need. Yu might have ne fr vide prductin, print, media, web develpment as sme examples. Each type f prject has different infrmatin that needs t be cmmunicated t prject members. T add a spec sheet 1. Frm the Prject Spec Sheet screen click the [New] buttn. 2. In the Spec Sheet text bx enter a required spec sheet name. 3. Click the Active check bx t activate the spec sheet in rder t make the listing available in the prject spec sheet drp dwn. 4. Frm Available Fields select area chse the field(s) that yu wuld like listed with the assciated recrd by ding the fllwing 1. Highlight the Field name and click the icn t add the selected field. 2. Click the t add all f the Available fields t the selected fields clumn. 5. Frm Selected Fields 1. Highlight the desired field name 2. Click the icn t mve the display rder up. 3. Click the icn t mve the display rder dwn. 6. Click this [Save] buttn. Defining Prject Request Frms Using the system yu can define an unlimited number f prjects request frms with an unlimited number f custm fields and specificatin sheets n each request. A prject request is made up f a request cver sheet and several specificatin sheets. On the prject request cver sheet yu can specify any number f custm fields t appear n the cver sheet. Specificatin sheets are nt required t use prject request frms, but add additinal flexibility and rganizatin t larger requests. Each prject request frm can als have a custm apprval prcess defined fr the request. This apprval prcess may invlve several different peple reviewing the request and adding additinal infrmatin t the request, r simple ntificatin t team members f the existence r apprval f a prject request. T define a new Prject Request Frm 1. Select Admin frm the drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Select Define Prject Requests frm the System Set Up menu. 4. T add a new prject request frm, click the [New] buttn. 73

78 Creative Manager Dcumentatin 5. In the Name text bx, enter a descriptive name fr this prject request frm. 6. In the Request Prefix text bx, enter a prefix that will help yu identify this prject request frm frm ther request frms. 7. In the Next Request Number text bx, enter the next number yu wuld like a signed t a prject request frm. 8. In the descriptin text bx, enter a descriptive paragraph abut this prject request frm and what it is used fr. When a client ur staff persn selects which prject request frm t add t the system, they will see this paragraph. 9. Select the Active check bx t make this request frm active. 10. In the Custm Field select bxes, select the fields yu wuld like t add t this request. Adding specificatin sheet 1. T add existing specificatin sheets t the prject request frm, click the [Specificatins] tab. 2. Select a Specificatin Sheet frm the drp dwn bx. The subject fr the prject request frm will autmatically default t the name f the specificatin sheet. Yu may change this subject if yu need t. 3. In the Descriptin/Instructins text bx, yu may enter any additinal descriptin r instructins t the end user as t what they shuld d when filling ut this request frm fr the specificatin sheet. 4. Click the [Save] buttn and the specificatin sheet will be added t the prject request frm. The system will clear the screen and will be ready fr yu t add a new specificatin sheet. T edit a specificatin sheet 1. Click the [pencil icn] t the left f the specificatin sheet subject that yu wuld like t edit. 2. Make any changes necessary t the subject r descriptin. 3. Click the [Save] buttn t update the request frm with yur changes. The Apprval Prcess This apprval prcess is a standard apprval prcess fr this prject request fr. Once the prject request is created, yu can mdify the apprval prcess fr each individual prject request frm if needed. T mdify the apprval prcess 1. Select the [Apprval Prcess] tab. 2. By default, the screen will be ready fr yu t add a new recrd. 3. In the Subject text bx, enter the descriptive subject fr this apprval staff. 4. In the Instructins text bx, enter any instructins that shuld be given t the individual receiving this apprval step. 5. In the Actin Type drp dwn bx, select the apprpriate actin type. 6. Apprve: This actin requires that the user navigates t the system and specifically apprve r reject the item. 1. Enable Ruting: when yu enable ruting, the system sends yur prject request t the selected peple in the selected rder. The system will send the request t the persn at the tp f the list first. When that persn apprves the request, the system will send a request t the next persn in the list. If any ne persn rejects the request, the system will stp the apprval prcess and reject the verall request. 2. Require All t Apprve: If yu d nt enable ruting, the system will send a request t every ne in the selected list at the same time. If yu require all t apprve, the system will require a respnse frm everyne in the selected list prir t mving the request t the next step. If this bx is nt checked, the system will use the 74

79 Getting Started first respnse it recieves t either cancel the request step, r apprve it and mve that request t the next step. 3. # f Days t Apprve: When an apprval prcess is updated, the system will try and determine due dates based n the number f days yu give peple t apprve a particular step. When a request is sent t a persn, the system will calculate the due date fr an apprval based n the date it was sent t the persn and the number f days that they have t apprve the request. 7. Ntify: This ptin is used simply send an with the cntents f the prject request frms t the assigned individuals. 8. Using the assigned peple select bxes, select the peple yu wuld like this request sent t fr this apprval step. Yu can cntrl the rder that the request is sent t peple using the up and dwn arrws t the right f the selected peple list. 9. Click the [Save] buttn and yur apprval step will be added t the list belw. 10. T rerder the apprval steps, use the up and dwn arrws t the right f each step name. 11. T edit a particular apprval step, click the [pencil icn] t the right f the step name. Billing Setting Up fr Billing Yu will need t set up the fllwing items t use the billing system in Creative Manager. T learn mre abut billing, read the Billing Overview. Billing Items Cntrl Accunts Emplyees - Billing Infrmatin Estimate Templates GL Class Invice Templates Payment Methds Payment Terms Prject Billing Status Cdes Sales Tax Cdes Write Off Reasns Billing Items Billing items are used t rganize the different services, purchase items and expense reprt items n a custmer invice. Each service and item can pint t a different Billing item. When yu generate an invice yu can autmatically create yur line items based n hw the transactins are tied t different billing items. Billing items can als be used as a way t pst sales amunts n an invice t several sales GL Accunts frm a single line item n an invice. When used with the 'pst using detail' ptin fund in the cntrl accunts, yu can have the system autmatically determine where t pst sales amunts based n hw the detail transactins are tied t billing items and hw thse billing items tie t GL Accunts. Billing items can als be used n an invice t default the standard price n an invice. Add a Billing Item 1. Click Admin n the main menu 2. select System Setup frm the admin menu 3. Select Billing Items under the Time and Expense and Billing ptins sectin. 75

80 Creative Manager Dcumentatin 4. Click the [New] buttn 5. In the ID text bx, entered a unique ID fr this billing item. This field is required, 6. In the Name text bx, enter a descriptive name fr this billing item. This name will be used as the default when creating invices using billing items. It is als the descriptin that yu will see and drp dwn list when selecting a billing item. This field id required. 7. In the Descriptin text bx, yu can enter descriptive text which describes this billing item. This descriptive text is als autmatically cpied nt an invice line when yu select a billing item n the invice line. 8. In the Standard Price text bx, yu can enter the standard unit price fr this type f billing item. This unit price is defaulted n t an invice line when yu select a billing item n the line. 9. In the Sales Accunt Number text bx, select the default sales accunt that yu wuld like assciated with this billing item. This sales accunt will be defaulted in when creating an invice by billing item In that Class ID text bx, enter a class ID that yu wuld like the with his billing item. This will get defaulted in when creating an invice by billing item. Payment Methds Payment methds are used t categrize receipts frm clients. Typical ptins wuld include check, cash, credit card, EFT. T add a new payment methd 1. Click the Admin drp dwn. 2. Select System Setup n the admin drp dwn. 3. Click n Payment Methds fund in the Time, Expenses and Billing area. 4. T add a new payment methd, click the [New] buttn. 5. In the Methd text bx, type a descriptive name fr this payment methd that yu wuld like t see n reprts and in the drp dwn bx when yu select a payment methd. 6. The Active check bx is used t determine if this payment methd will shw up in the drp dwn list. 7. Click the [Save] buttn. Invice Templates Invice templates allw yu t custmize the lk and layut f yur client invices. Yu can specify different lgs, addresses and change the psitin f each element n the page. T add an Invice Template 1. Click the Admin drp dwn menu. 2. Select System Setup frm the drp dwn menu. 3. Select Invice Templates frm the Time, Expenses & Billing area. 4. T add a new template, click the [New] buttn. 5. In the Name text bx, enter a descriptive name fr the template. 6. Select Shw Amunts n Summary Lines t have the amunts n tracking tasks rlled up t the summary tasks. This ptin is needed if yu elect t nt shw Detail Line Items. 7. Select Shw Quantity Descriptin t display a breakut f the labr hurs and amunts and ttal expense amunts belw the line descriptin. 8. Use the Line Detail ptin t select hw much detail yu want t print n an invice. There are three ptins t select frm 76

81 Getting Started 1. The Tp Level Lines ptin will nly shw tasks that are at the highest level. Basically, if a task r summary task is gruped under anther summary task it will nt shw. 2. The All Summary Lines ptin will nly shw summary tasks n the invice. All Tracking tasks are hidden even if they are nt gruped under a summary task. 3. The All Lines ptin will shw every line n the invice. This ptin als makes several ther ptins available t yu. 1. The Shw Time Detail will allw yu t shw the details f linked time entries belw the line n the invice. There are fur different types f display that can be used. 1. N summarizatin: Shw each time transactin. This ptin shws each time entry listed separately n the invice. The invice lists the persn's name, service, date, hurs, rate and ttal amunt. 1. Yu can als select the Shw Cmments ptin t shw any cmments entered in the time entry windw. This may be needed if the client want's t see details f hurs n a prject and a descriptin f the wrk perfrmed. 2. Yu can grup yur detailed transactins by persn r service. Peple are srted by the highest rate persn first. Time entries are srted by date. 2. Summarize Time By Persn and Service. This ptin creates ne line item per persn and service. 3. Summarize Time By Service: This ptin creates ne line item per service. 4. Summarize Time By Persn: This ptin creates ne line item per persn. 5. The fllwing ptins can be used regardless f hw yu summarize yur transactins 1. Select the Shw Labr Hurs ptin t shw the hurs n the invice. 2. Select the Shw Labr Rate ptin if yu want t shw the labr rate n the invice. 3. Select the Shw Title f Persn ptin if yu want the persn's title t appear next t their name n the listing. 2. The Shw Expense Detail ptin will shw the expenses n the line item brken ut in detail (ne line per expense). When shwing expenses, there are several display ptins 1. Fr each expense yu can select t shw any f the fllwing ptins (Expense Date, Descriptin, Item Descriptin, Quantity, Rate, Net, Markup, Grss ) 2. Yu can als grup yur expenses by item by selecting the Grup by Item ptin. 3. Yu can change the srting f yur expenses by selecting the Srt By ptin. Yu can srt expenses by Date, Expense Descriptin r Item Descriptin 9. Select Repeat Header On Each Page t repeat the tp prtin f the invice n each page f the printut. 10. Select Shw Prject Number / Name t shw the prject number and name n the invice. If a prject number is put n the header f the invice, the prject number will print nce at the header f the invice. If there is n prject number n the header, the system will print the prject number and name n each line item with a prject number n the line. 11. Select Shw Prject Descriptin t include the descriptin frm the prject setup screen. 12. Use the Shw AE ptin t display the Accunt Executive frm the prject n the invice. This ptin fllws the same display rules as the Shw Prject Number/Name ptin. 13. Use the Shw Prject Custm Fields n the invice. This ptin fllws the same display rules as the Shw Prject Number/Name ptin. 14. Use the Shw Client Prject Number t display the Client's Prject Number frm the prject n the invice. This ptin fllws the same display rules as the Shw Prject Number/Name ptin. In the text bx t the right f the checkbx, enter a label fr the Client's Prject Number. A cmmn label wuld be Purchase Order Number r sme ther reference that the client will understand. 77

82 Creative Manager Dcumentatin 15. User Defined Fields. These text bxes are fr the labels t be displayed n the invice. If yu put text in the text bx here, yu will be able t enter text n the invice and then display this n the printed invice. 16. In the fter text bx, enter a standard message that yu wuld like t have printed at the bttm f the invice. 17. Select the Shw Sales Tax if 0 ptin if yu want the invice t print the sales tax infrmatin regardless if it is Select the Hide Page Numbers ptin if yu d nt want the system t print page numbers n the invice. 19. Select the Hide Receipt Inf if 0 if yu want the system t hide the prepayments and advance billing sectins f the invice when they are 0 T Edit the Layut Optins 1. All layut ptins are measured in inches frm the tp left-hand crner f the page. Using these ptins yu can custmize the lk and layut f yur Invice. 1. Use the Lg ptins yu can psitin a lg at a specific place n the page. 2. Use the Client Address ptin t psitin the client address blck. This address cmes frm the billing address n the client's recrd. 3. Use the Cmpany Address ptin t psitin an address fr yur cmpany. Use the address drp dwn t select an existing address t use n this template. Yu can als select t have n address print. If yu click the edit link, yu can edit the list f addresses fr the cmpany directly frm this screen r add a new ne. 4. Use the Invice Inf ptins psitin the invice number, date, terms and due date n the invice. Yu can change the fnt and psitin f the infrmatin blck. Yu can select which f these t shw n the invice. 5. Use the Invice Name ptins t place the descriptive label f the invice n the page. If yu select the Apply t all Labels ptin, it will change the wrd "Invice" everywhere n the invice t this label. 6. The bdy fnt ptins allw yu t select a fnt, size, bld and italic ptins. 1. Addresses: this refers t the cmpany and client address blcks. 2. Invice Header: This refers t the descriptins at the tp f the page. These include the prject number f estimate name and number and estimate descriptin. 3. Summary Line: This refers t summary tasks n an estimate. This ptin is nly used when printing using the By Task display mde n the estimate. 4. Summary Line Descriptin: This refers t the descriptin f the summary task that appears directly belw the summary task. 5. Line: this refers t tracking tasks an estimate. This fnt is als used when printing and estimate using the ne line item, by a persn r by service display ptins. 6. Line Descriptin: This refers t the descriptin under the line. 7. Details Header: These fnt ptins are used fr the clumn headers when yu are shwing task details n the estimate. 8. Details Items: These fnt ptins are used fr the actual amunts when shwing details n the estimate. 9. Invice Fter: The invice fter ptins apply t the text at the bttm f an invice.. Lg 1. T add a specific lg t the custm template, click the [Lg] tab. 2. Click the [Brwse] buttn and select the file that yu wuld like t uplad. This file must either be a jpg, wmf, gif r bmp file. 3. Click the [Save] buttn t uplad the file. 78

83 Getting Started 4. Once the image has been successfully upladed, yu will see the image displayed belw the uplad bx. 5. T mdify the image, yu may either uplad a new image t replace the existing ne r click the remve link t delete the existing image and then uplad a new image. Estimate Templates Estimates allw yu t custmize the lk and rganizatin f the estimates when printing. Yu can chse t shw mre r less detail n an estimate, where elements are psitined and the lg that appears n the estimate. When yu create an estimate yu can select frm the available custm templates t custmize the lk f the estimate. T add an estimate template 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Click n Estimate Templates in the Time, Expense And Billing area. 4. T add a new estimate template, click the [New] buttn. 5. In the Name text bx, enter a descriptive name fr this estimate template. 6. In the Display Mde drp dwn bx, select the apprpriate display mde fr this template. 1. One line: this display mde will rll ut the entire estimate n t ne line and use the estimate descriptin as the descriptin fr the line. 2. By service: this will display f ne line item per service entered n the estimate. This assumes that yu entered that estimate using the task and service ptin r service nly ptin. This will als separate the expenses yu entered and display them in detail belw the list f services. 1. Yu can select the Subttal by Billing Item ptin t have the system subttal the services by billing item. 2. Select the Shw Zer Values ptin if yu wuld like the estimate t print line items where the amunt estimated is zer. This will nly shw the services selected n the estimate 3. Yu can select t shw hurs and rates fr labr and Quantity and unit rate fr expenses. 3. By billing item: This will grup labr and expenses based n hw they are linked t Billing Items. This assumes that yu entered that estimate using the task and service ptin r service nly ptin. Yu can als display the expenses at the bttm f the estimate in detail. 1. Select Breakut Expense Detail if yu wuld like the system t separate the expenses at the bttm f the estimate. This will shw the labr amunts listed by task, and the expenses at the bttm f the invice listed in detail. If yu select this ptin, yu will als have the ability t shw the quantity and the unit rate fr each expense. 2. Select the Shw Zer Values ptin if yu wuld like the estimate t print line items where the amunt estimated is zer. 4. By persn: this will display ne line item per persn entered n the estimate. This assumes that yu entered the estimate using the task and persn ptin. This will als separate the expenses yu entered and display them in detail belw the list f services. 5. By task: This ptin will display ne line item per task entered n the estimate. When yu select this ptin, there are several ther frmatting chices available. 1. Select the Shw Zer Values ptin if yu wuld like the estimate t print line items where the amunt estimated is zer. 2. Select Shw Quantity Break-ut n Task if yu wuld like the system t shw a breakut f labr hurs and expenses belw the task name. 79

84 Creative Manager Dcumentatin 3. Select Breakut Expense Detail if yu wuld like the system t separate the expenses at the bttm f the estimate. This will shw the labr amunts listed by task, and the expenses at the bttm f the invice listed in detail. If yu select this ptin, yu will als have the ability t shw the quantity and the unit rate fr each expense. 4. Use the Display Task Level ptin t select hw much detail yu want t print n an invice. There are three ptins t select frm 1. The Tp Level Lines ptin will nly shw tasks that are at the highest level. Basically, if a task r summary task is gruped under anther summary task it will nt shw. 2. The All Summary Lines ptin will nly shw summary tasks n the invice. All Tracking tasks are hidden even if they are nt gruped under a summary task. 3. The All Lines ptin will shw every line n the invice. This ptin als makes several ther ptins available t yu. 5. Select the Shw Task Detail ptin if yu wuld like the system t print ut the details (Services r Peple) underneath the task. This Will als include any expenses entered t that task. If yu select this ptin, yu will als have the ability t shw the quantity and the unit rate fr the labr and expenses. 6. Select Shw Quantities n Detail if yu wuld like units and unit cst t appear with the details. Fr labr this wuld include the hurs and hurly rate. Fr expenses, this wuld include the quantity and unit cst f each expense. 7. Select the Shw Sales Tax if 0 ptin if yu need the system t print the sales tax sectin even if there is n sales tax n the estimate. 8. Select the Repeat Header n Each Page ptin if yu need t have the header infrmatin print n each page f the estimate. 9. Select the Shw Prject Descriptin check bx t have the system print the descriptin f this estimate at the tp f the estimate 10. Select Shw Apprver Name if yu wuld like the name f persn apprving the estimate t appear at the bttm f the estimate. 11. In the Standard Fter Text text bx, this text will appear at the bttm f the estimate. 12. In the Cntingency Text text bx, enter the descriptin that yu wuld like t appear next t the labr cntingency amunt n an estimate. If the cntingency amunt = 0 then this label will nt shw. Layut Optins All layut ptins are measured in inches frm the tp left hand crner f the page. Using these ptins yu can custmize the lk and layut f yur estimate. 1. Use the Lg ptins yu can psitin a lg and a specific place n the page. 2. Use the Client Address ptins t psitin the client address blck. This address cmes frm the billing address n the client's recrd. 3. Use the Cmpany Address ptin t psitin an address fr yur cmpany. Use the address drp dwn t select an existing address t use n this template. Yu can als select t have n address print. If yu click the edit link, yu can edit the list f addresses fr the cmpany directly frm this screen r add a new ne. 4. Use the Estimate Name ptins t psitin a label that fr the estimate. yu can custmize the fnt and fnt size fr this label. 5. The bdy fnt ptins allw yu t select a fnt, size, bld and italic ptins. 1. Addresses: this refers t the cmpany and client address blcks. 2. Estimate Header: This refers t the descriptins at the tp f the page. These include the prject number f estimate name and number and estimate descriptin. 80

85 Getting Started 3. Phase Name: This refers t summary tasks n an estimate. This ptin is nly used when printing using the By Task display mde n the estimate. 4. Phase Descriptin: This refers t the descriptin f the summary task that appears directly belw the summary task. 5. Task Subject: this refers t tracking tasks an estimate. This fnt is als used when printing and estimate using the ne line item, by a persn r by service display ptins. 6. Detail Header: These fnt ptins are used fr the clumn headers when yu are shwing task details n the estimate. 7. Detail Items: These fnt ptins are used fr the actual amunts when shwing details n the estimate. 8. Detail Header Brder Style: This ptin allws yu t select the brder arund the detail header. 9. Estimate Fter: The estimate fter ptins apply t the standard text entered n the prir screen. Lg 1. T add a specific lg t the estimate template, click the [Lg] tab. 2. Click the [Brwse] buttn and select the file that yu wuld like t uplad. This file must either be a jpg, wmf, gif r bmp file. 3. Click the [Save] buttn t uplad the file. 4. Once the image has been successfully upladed, yu will see the image displayed belw the uplad bx. 5. T mdify the image, yu may either uplad a new image t replace the existing ne r click their remve link t delete the existing image and then uplad a new image. Payment Terms Payment terms are used n client invices t prvide descriptive feedback as t when an invice is due frm the client. Currently there is n additinal functinality t default dates fr ther infrmatin based n the payment terms. But this functinality is expected t be added t the system in the future. Steps 1. Click the Admin drp dwn menu. 2. Click System Set up n the Admin menu. 3. Select Payment Terms frm the system set up menu. 4. In the Payment Term text bx, enter a descriptive term fr this payment term. 5. Click the [Save] buttn. Write Off Reasns When clsing ut the transactins n a prject, yu can add them t a client invice, mark them as build r write them ff. When yu write ff the transactin in the billing wrksheet, it des nt have a direct impact n the general ledger unless yu re tracking wrk in prgress in the ledger. When yu write ff the transactin in the billing wrksheet, the pst t wrk in prgress will credit the labr write-ff accunt. Yu can use write ff reasns t categrize why transactins are written ff. T add a right ff a reasn 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 81

86 Creative Manager Dcumentatin 3. Select Write Off Reasns frm the time, expense and billing area. 4. Click the [New] buttn t add a new write ff reasn. 5. In the Reasn text bx, enter a descriptive name fr this write ff a reasn. 6. In the Descriptin text bx, yu can enter the lnger descriptin f this write-ff reasn. 7. Uncheck the Active check bx if yu d nt want this write-ff reasn used in the future. 8. Click the [Save] buttn. Sales Tax Cdes Sales tax cdes are used t autmatically calculate sales tax amunts n prject estimates and client invices. Sales tax cdes can als be linked t vendrs s that yu can autmatically determine the amunt f sales tax due at the end f the year. T add the sales tax cde 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Select Sales Tax Cdes frm the Time, Expense and Billing area. 4. T add a new sales tax cde, click the [New] buttn. 5. In the Sales Tax ID text bx, enter a unique ID fr the sales tax cde. 6. In the Sales Tax Name text bx, enter a descriptive name fr the sales tax cde. 7. In the Invice Descriptin, enter a descriptin that shuld shw n client invices when the sales tax cde is used. 8. In the Paid T text bx, enter the vendr ID that the sales tax is payable t. 9. In the Tax Payable GL Accunt text bx, enter the GL accunt that the sales tax shuld be psted t fr the sales tax cde. 10. The Sales Tax Rate Percentage text bx, enter the percentage fr the sales tax. The percentage shuld be entered as 6.25 fr 6.25% nt Uncheck the Active checkbx if yu d nt want peple t be able t use this sales tax cde, but it is already tied t existing transactins. 12. Click the [Save] buttn. Expenses Reprts Setting Up fr Expense Reprts Yu will need t set up the fllwing items t use Expense Reprts in Creative Manager. T learn mre abut expense reprts, read the Expense Reprt Overview. Emplyees - Billing Infrmatin Expense Reprt Items Item Rate Sheets Expense Reprts Items Expense reprt items are used n expense reprts t categrize the types f expenses n the reprt. Expense reprt items are als used t determine the expense accunt entered n the vendr invice when an expense reprt is cnverted t a vendr invice. T add an expense reprt item 82

87 Getting Started 1. Click the Admin drp dwn menu. 2. Click the System Setup ptin n the Admin menu. 3. Select Expense Reprt Items in the Time, Expense and Billing ptins area. 4. Click the [New] buttn t add a new expense reprt item. 5. In the Expense ID text bx, enter a unique ID fr this expense reprt item. 6. In the Expense Type text bx, enter the descriptive name fr this expense reprt item. 7. In the Billing Item drp dwn bx, select the apprpriate billing item fr this expense reprt item. 8. In the Expense GL Accunt text bx, enter the expense accunt that shuld be used n the vendr invice when this item is cnverted t a vendr invice. 9. In the Markup text bx, enter the markup percentage that shuld be applied t this item when it is entered. The actual markup that is used is based n the setup n the prject screen. 10. Click the [Save] buttn. Cntact Management Setting Up fr Cntact Management Yu will need t set up the fllwing items t use the Cntact Management system in Creative Manager. T learn mre abut billing, read the Cntact Management Overview. Calendar Event Types Cmpany Types Cntact Databases Opprtunity Outcmes Opprtunity Stages Opprtunity Status Skills Calendar Event Types Calendar event types can be used in the calendaring applicatin t grup yur activities and t different types f events. They can als be used t display calendar events n the calendar with different clrs which makes it easier t find and identify event types. T add a calendar event type 1. Click the Admin menu. 2. Select System Setup frm the admin drp dwn menu. 3. Click n Calendar Event Types fund under Cntact Management Optins. 4. Click n the [New] buttn t add a new event type. 5. In the Name text bx, enter the descriptive name that yu wuld like t see in the drp dwn bx when selecting different event types. 6. In the Display Clr text bx, enter the hex-a-decimal value fr the clr that yu wuld like used fr this event type. Yu can als use the clr picture by clicking n the image t the right f the text bx and select ne f the predefined clrs frm the pp-up bx. 7. In the Display Order text bx, enter a number that signifies the rder in which yu wuld like this event type listed in relatinship t ther event types. 83

88 Creative Manager Dcumentatin Cntact Databases Cntact databases can be used t rganize yur cntacts int different grups. These grups can be used fr filtering and finding cntacts r they can als be used fr security purpses. A user can be limited t nly viewing cntacts in the databases that they are assigned t. This allws yu t separate yur cntacts int different grups s that certain accunt managers may nly see certain cntacts. Yu can add cntacts t database en masse frm the cmpany s list in cntact management. T add a cntact database 1. Select Admin frm the main menu. 2. Select System Setup frm the Admin drp dwn menu. 3. Select Databases frm the Cntact Management ptins area. 4. T add a new database, click the [New] buttn. 5. In the Database ID text bx, enter a unique ID fr this cntact database. 6. In the Database Named text bx, enter a descriptive name fr the database. 7. In the select bx belw, select the staff members that yu wuld like t assign t this database by selecting the names in the left hand list and then clicking the arrws that pint t the right lcated between the tw select bxes. The names listed in the right select bx are the names that will have access t this database. Yu can view which databases a cmpany has been assigned t by ging t the cmpany recrd in cntact management. Cmpany Types Cmpany types are used in cntact management t segment yur cntact database. Cmpany types can be used t quickly find different types f cmpanies, vendrs r clients. Yu can add as many cmpany types as yu wuld like and then use them in custm listings and reprts. T add a new cmpany type 1. Select Admin frm the main drp dwn menu. 2. Select System Setup frm the Admin drp dwn menu. 3. Click n Cmpany Types in the Cntact Management area. 4. T add a new cmpany type click the [New] buttn. 5. In the Cmpany type text bx, enter a new name fr the Cmpany type. 6. Click the [Save] buttn. Opprtunity Outcmes When tracking pprtunities in the cntact management system, yu can use pprtunity utcmes t categrize the utcme f each pprtunity yu enter int the system. This can give yu valuable infrmatin n yur cnversin statistics as well as hw many pprtunities yu win versus lse, and the reasns fr winning and lsing them. T add an Opprtunity Outcme 1. Click the Admin Menu. 2. Select System Setup frm the Admin Menu. 3. Select Opprtunity Outcme frm the Cntact Management Area. 4. T add a new utcme, click the [New] buttn. 5. In the Outcme text bx, enter a descriptive name fr the pprtunity t utcme. 84

89 Getting Started 6. Click the [Save] buttn. Opprtunity Stages Opprtunity stages allw yu t create a sales funnel thrugh which yu can track yur different pprtunities and determine which state in the sales prcess they are currently at. T add an Opprtunity Stage 1. Click the Admin Menu. 2. Select System Setup frm the Admin Menu. 3. Select Opprtunity Outcme frm the Cntact Management Area. 4. T add a new stage, click the [New] buttn. 5. In the Stage text bx, enter a descriptive name fr this pprtunity stage. 6. In the Display Order text bx, enter a number fr the display rder f the stage. The display f rder cntrls the rder f the sales pipeline. 7. Click the [Save] buttn. Opprtunity Status The pprtunity status cdes determine the active status f an pprtunity. Similar t an pprtunity stage, the status describes the current wrking status f the pprtunity. Cmmn pprtunities status cdes include pen, pstpned, clsed and waiting fr client respnse. T add a new Opprtunity Status Skills 1. Click the Admin Menu. 2. Select System Setup frm the Admin Menu. 3. Select Opprtunity Outcme frm the Cntact Management Area. 4. T add a new status, click the [New] buttn. 5. In the Status text bx, enter a descriptive name fr the pprtunity status. 6. In the display rder text bx, enter a number fr the rder in which yu wuld like t status t appear in the list. 7. Check the Active status check bx if this status cde is t flag the pprtunity as currently in an active mde. Each pprtunity linked t a status with the active status check bx turned n, will be cnsidered in an active state. 8. Click the [Save] buttn. Skills and specialties can be used t identify staff and cntractrs that have a particular skill as well as track their capability level n the skills. This is useful when assigning peple t a prject r t a task. When assigning peple t a task, yu can use the staff lk up bx, which allws yu t search fr peple by skill and specialty. Use the screen t define the skills and specialties fr the system. On each emplyee r cntact recrd, yu can enter the details f their specific skills and specialties. Each skill can have n the unlimited number f specialties underneath it. This allws yu t define a skill such as graphic design and have several specialties underneath that such as Illustratr, Flash, Phtshp and Line Art. Specialties are nt required t use skills in the system. 85

90 Creative Manager Dcumentatin T add a new skill 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Select Define Skills frm the Cntact Management area. 4. T add a new skill, click the [New Skill] buttn. 5. In the Skill Name text bx, enter a descriptive name fr the skill. 6. In the Descriptin text bx, yu may enter the lnger descriptin f the definitin f this skill. 7. Click the [Save] buttn. Yu ll see the skill added t the list f skills belw. T add a specialty t a skill 1. Click the + t the left f the skill name. 2. In the Specialty Name text bx, enter a descriptive name fr this specialty. 3. In the Descriptin text bx, yu may enter the lnger descriptin f the definitin f the specialty. 4. Click the [Save] buttn. If see this specialty added t the list f skills and specialties belw. Purchasing Setting Up fr Purchasing Yu will need t set up the fllwing items t use the purchasing system in Creative Manager. T learn mre abut purchasing, read the Purchasing Overview. Check Frmats Cntrl Accunts Purchase Items Standard Text Transactin Preferences Purchase Order Types Purchase Item Rate Sheets PO Header and Detail Field Grups Purchase rder types allw yu custmize the lk and layut f infrmatin cntained n a purchase rder. Different types f purchase rders require different types f additinal infrmatin t be cntained n the rder. Using the purchase rder type yu can include different sets f custm fields at the header f the invice and n each line item. The default line item type is defaulted n t each line item and can be changed fr each line item. T add a Purchase Order Type 1. Click the Admin drp dwn menu. 2. Click System Set up n the Admin menu. 3. Select Purchase Order Types frm the Purchasing area. 4. Click the [New] buttn t add a new purchase rder type. 5. In the Name text bx, enter a descriptive name fr this purchase rder type. 6. In the Descriptin text bx, yu can enter a descriptin f this purchase rder type t help ther peple in understanding what this purchase rder type is used fr. 7. In the Default P. O. header fields drp dwn bx, select the apprpriate Grup f custm fields t appear at the header. 86

91 Getting Started 8. In the Default PO line item Fields drp dwn bx, select the apprpriate grup f custm fields t appear n the line item 9. Click the [Save] buttn. Standard Text Blcks Standard text blcks are used t add cmmnly used blcks f text n purchase rders. These typically include delivery instructins, disclaimers r ther standard legal text. When yu add a standard text blck, yu can select t have it appear either at the tp r at the bttm f a purchase rder. T add a standard text blck 1. Click the Admin drp dwn menu. 2. Select System Setup frm the Admin menu. 3. Select Standard Text frm the Purchase Order area. 4. Click the [New] buttn t add a standard text blck. 5. In the Type drp dwn bx, select where yu wuld like this text blck t appear n a purchase rder. 6. In the Text Blck Name text bx, enter a descriptive name fr this text blck. 7. Only uncheck the Active check bx if yu d nt want this standard text blck t be available when entering a purchase rder. Yu may need t d this if yu n lnger use a standard text blck, but it has already been added t existing purchase rders. 8. In the Standard text area, enter the text that yu wuld like t appear. 9. Click the [Save] buttn. Purchased Items Purchase Items allw yu t categrize yur purchases fr future reprting. Purchase Items are als used fr tracking n hand quantities f items fr simple inventry tracking. Items are als used fr tracking Wrk In Prgress in the ledger. T add a Purchase Item 1. Select Admin frm the Main Menu. 2. Select System Setup frm the Admin Menu. 3. Select Purchase Items frm the Time, Expense and Billing area. 4. T add a new item, click the [New] buttn. 5. In the Item ID text bx, enter a unique Item ID fr the item. This ID will be what peple enter n transactins. This ID must be unique acrss all types f items (Purchase, Bradcast and Print) because all items are available fr selectin when entering a vendr invice. 6. In the Item Name text bx, enter a descriptive name fr the item. 7. In the Unit Cst text bx, enter the standard unit cst fr this item. 8. In the Unit Rate text bx, enter the standard unit rate fr this item. 9. In the Markup text bx, enter the standard markup fr the item. The markup is autmatically calculated frm the standard cst and unit rate. 10. In the Unit Descriptin text bx, enter a standard descriptin fr the unit f measure. 11. In the Standard Descriptin text bx, enter a descriptin that yu wuld like cpied nt estimates when entering expense items. 87

92 Creative Manager Dcumentatin 12. In the Billing Item drp dwn menu, select the apprpriate billing item fr this item. The billing item cntrls where this item will be psted when the Pst Using Detail ptin is used n an invice. 13. In the Expense Accunt text bx, enter a standard expense accunt fr this item. This expense accunt is defaulted nt line items when a purchase rder is pulled nt a vendr invice. 14. In the Sales Accunt Number text bx, select the default sales accunt that yu wuld like assciated with this billing item. This sales accunt will be used is used when 'psting using detail' n an invice. 15. In that Class ID text bx, enter a class ID that yu wuld like the with his billing item. When psting using detail, the system will als pst this class with the transactin. One transactin is created fr each cmbinatin f GL accunt and class. 16. In the Quantity n Hand text bx, enter the current quantity n hand fr the item. This quantity is autmatically maintained when vendr invice are entered, the amunt is increased and when the item is used n a Misc Cst n a prject, the amunt is decreased. 17. Select either the Sales Tax 1 r Sales Tax 2 applied check bxes t designate if these sales tax rates shuld be checked n an invice when generating an invice by Service and item. 18. The Active checkbx cntrls if the item is available when entering transactins. 19. Click the [Save] buttn. Purchase Item Rate Sheets Purchase Item Rate Sheets are used t standardize markups fr items fr different clients. Item rate sheets wrk the same way as service rate sheets. Yu can set different markups fr the same item n each rate sheet and then n each prject, select a different rate sheet based n the client. T Add a new Item Rate Sheet 1. Click the Admin drp dwn menu 2. Select System Setup frm the Admin menu 3. Select Item Rate Sheets frm the Time, Expense and Billing area. 4. T add a new rate sheet, click the [New] buttn. 5. In the Name text bx, enter a descriptive name fr the rate sheet. 6. Using the Active checkbx, yu can specify if the rate sheet is available t select n a prject. 7. In the list belw, yu can enter the standard markup percentage in the Markup text bx. 8. Click the [Save] buttn. Media Bradcast Items Bradcast items allw yu t categrize yur media purchases int different grups. These bradcast items are typically things such as Cable, Netwrk, Radi etc. The item is als used t expense the purchase t the crrect expense accunt when a vendr invice is billed and WIP is tracked in the general ledger. T add a Bradcast Item 1. Select Admin frm the Main Menu. 2. Select System Setup frm the Admin Menu. 3. Select Bradcast Items frm the Media area. 4. T add a new item, click the [New] buttn. 88

93 Getting Started 5. In the Item ID text bx, enter a unique Item ID fr the item. This ID will be what peple enter n transactins. This ID must be unique acrss all types f items (Purchase, Bradcast and Print) because all items are available fr selectin when entering a vendr invice. 6. In the Item Name text bx, enter a descriptive name fr the item. 7. In the Cmmissin text bx, enter the standard cmmissin fr the item. 8. In the Standard Descriptin text bx, enter a descriptin that yu wuld like cpied nt estimates when entering expense items. 9. In the Billing Item drp dwn menu, select the apprpriate billing item fr this item. The billing item cntrls where this item will be psted when the Pst Using Detail ptin is used n an invice. 10. In the Expense Accunt text bx, enter a standard expense accunt fr this item. This expense accunt is defaulted nt line items when a purchase rder is pulled nt a vendr invice. 11. The Active checkbx cntrls if the item is available when entering transactins. 12. Click the [Save] buttn. Insertin Order Items Insertin rder items are used t categrize yur purchases f different types f Print purchases. These wuld typically include Magazine, Newspaper and Outdr. The item is als used t expense the purchase t the crrect expense accunt when a vendr invice is billed and WIP is tracked in the general ledger. T add a Insertin Order Item 1. Select Admin frm the Main Menu. 2. Select System Setup frm the Admin Menu. 3. Select Insertin Order Item frm the Media area. 4. T add a new item, click the [New] buttn. 5. In the Item ID text bx, enter a unique Item ID fr the item. This ID will be what peple enter n transactins. 6. In the Item Name text bx, enter a descriptive name fr the item. 7. In the Cmmissin text bx, enter the standard cmmissin fr the item. 8. In the Standard Descriptin text bx, enter a descriptin that yu wuld like cpied nt estimates when entering expense items. 9. In the Billing Item drp dwn menu, select the apprpriate billing item fr this item. The billing item cntrls where this item will be psted when the Pst Using Detail ptin is used n an invice. 10. In the Expense Accunt text bx, enter a standard expense accunt fr this item. This expense accunt is defaulted nt line items when a purchase rder is pulled nt a vendr invice. 11. The Active checkbx cntrls if the item is available when entering transactins. 12. Click the [Save] buttn. Media Markets Media Markets are used t track statins and publicatins t different areas f the cuntry and can be used when reprting n purchases. T add a Media Market 1. Select Admin frm the Main Menu. 2. Select System Setup frm the Admin Menu. 3. Select Markets frm the Media area. 89

94 Creative Manager Dcumentatin 4. T add a new item, click the [New] buttn. 5. In the Market ID text bx, enter a unique ID fr the Market. This ID will be what peple enter n transactins. 6. In the Market Name text bx, enter a descriptive name fr the market. 7. The Active checkbx cntrls if the market is available when entering transactins. 8. Click the [Save] buttn. 90

95 Hw D I... Use the Calendar Viewing the Calendar Creative Manager's Calendaring feature allws users f the system t track persnal, prject and cmpany events. These events may be viewed by all users in the system r nly by the user specified. There are three views fr the calendar: Mnth, Week and Day. Each f the views has the same filtering ptins. T View a Calendar 1. Select Calendar frm the Staff main menu. 2. Accrding t user permissins, the Calendar fr drp dwn bx will allw the user t select the persns in the calendar that they wuld like t view. The selectin is defaulted t the current user. 3. The calendar will be displayed by in a mnth view. Detailed event infrmatin will be listed belw the calendar. 4. Clicking the [Refresh] buttn will relad all events fr the mnth displayed. 5. Clicking the [<< Prev] buttn will navigate the user t the previus mnth. 6. Clicking the [Next >>] buttn will navigate the user t the previus mnth. 7. Clicking n the [New] buttn will navigate the user t the Calendar Event view. 8. Click the next t the Calendar t display the users availability fr the current day. 9. Clicking n the Week link will navigate the user t the Calendar Week view. 10. Clicking the icn will navigate the user t the Calendar Day view. T Filter Calendar Recrds 1. In the Display Optins sidebar n the right: 1. In Calendar Events All check bxes are selected by default. 1. Select the Persnal Events ptin t view persnal events. Events f this type will nly shw n yur calendar and the calendar f thse peple yu chse. 2. Select the Prject Events t view prject events. Prject Events will appear n the calendar f all peple assigned t the specific prject that yu have selected. 3. Select Cmpany Events t view cmpany events. Events f this type will appear n the calendars f all peple in the cmpany unless yu chse therwise. 2. In Other Optins 1. Tasks filter 2. Frms filter 3. In Filter Infrmatin 1. In the Prject Number lkup enter r select a prject number t filter the prject events shw. 2. In the mnth view, yu can select the Current Details Only ptin if yu d nt want t see any details fr events prir t tday's date. In the area belw the mnth grid, it will hide events befre the current date. 91

96 Creative Manager Dcumentatin T View a Calendar Week 1. Select Calendar frm the Staff main menu. 2. Accrding t user permissins, the Calendar fr drp dwn bx will allw the user t select the persns in the calendar that they wuld like t view. The selectin is defaulted t the current user. 3. Click n the Week link fr the desired week. 4. Clicking the icn t add an event. 5. Clicking the [New] buttn t a new event. 6. Clicking n the specific date will navigate the use t the Calendar Day view. 7. Clicking the [Refresh] buttn will relad all events fr the mnth displayed. 8. Clicking the [<< Prev] buttn will navigate the user t the previus mnth. 9. Clicking the [Next >>] buttn will navigate the user t the previus mnth. 10. Standard filtering ptins are prvided. T View a Calendar Day 1. Select Calendar frm the Staff main menu. 2. Accrding t user permissins, the Calendar fr drp dwn bx will allw the user t select the persns in the calendar that they wuld like t view. The selectin is defaulted t the current user. 3. Click n the Day link fr the desired day. 4. Clicking the icn t add an event. 5. Clicking the [New] buttn t a new event. 6. Clicking the [Refresh] buttn will relad all events fr the mnth displayed. 7. Clicking the [<< Prev] buttn will navigate the user t the previus mnth. 8. Clicking the [Next >>] buttn will navigate the user t the previus mnth. 9. Standard filtering ptins are prvided. Calendar Event This screen allws users t edit and add calendar events. T Add an Event 1. Select Calendar frm the main Staff menu. 2. Click n the beginning date frm the calendar fr the event that yu wish t create. T Edit an Event 1. Event Settings 1. Select Calendar frm the main Staff menu. 92

97 Hw D I Click n the event in the calendar that yu wish t edit. 3. Frm the Level drp dwn, select the event type that yu wish t create. 1. Persnal events are restricted t the selected attendees. This wuld typically be used fr mst meetings yu enter int the system. 2. Prject Events are used fr prject meetings where everyne n the prject needs t be able t see the event. This might include a kickff meeting. 3. Cmpany Events are visible t everyne in the cmpany (unless yu restrict it t selected attendees). This is useful fr ntifying ther when smene is n vacatin, cmpany utings r days the ffice is clsed. 4. In the Subject text bx enter a required subject fr the event. 5. In the Lcatin text bx enter a lcatin fr the event. 6. In the Event Type drp dwn select an event type. 7. Fr an All Day Event (select the All Day Event checkbx) 1. Enter a Date that the event starts n 2. Enter the number f days the event will g fr 8. Fr a regular event 1. Enter the date f the event 2. Select a starting time 3. Select a duratin fr the event 9. Frm the Select a Reminder drp dwn select the time fr which attendees shuld be ntified f the event. 10. Select an ptin fr the Shw Time As 1. Free: Setting an event t this status will nt trigger any cnflict warnings with ther events. If anther nn free meeting is at the same time, yu will get a warning abut the ther meeting. 2. Tentative, Busy, Out f Office: all shw as a busy event and will trigger cnflict warnings fr ther meetings. 11. In the Descriptin text area enter an ptinal descriptin fr the event. 2. Attendees 1. Frm the Authr drp dwn select the authr frm the drp dwn. If yu have been granted the right t schedule ther peples calendar, then additinal peple will be listed. The authr will always be an attendee. 2. Frm the Available Peple drp dwn, select either emplyees, resurces r distributin grups. The list bx belw will display the names f the peple fr that grup. Distributin grups allw yu t set up a predefined list f peple t add t an event. This allws yu t quickly add all the designers r Accunt Executives t a meeting. 3. Click the [Save] buttn. There are tw different types f distributin grups. Glbal, which everyne can see, and Persnal, which nly yu can see and edit. Nt everyne has the right t edit the glbal distributin grups. T edit a distributin grup, g t any calendar event and click the edit link belw the select bxes fr attendees. T add a Distributin grup 1. Click the New buttn. 2. Enter a name fr the distributin grup and press save. 3. After yu press save, yu can select peple fr this grup by using the pp up staff lkup screen. Select the peple t add t this grup and then press Add Selected Users. When yu add a distributin grup, yu will nly be able t see the grup name in the select bx. But if yu g t the scheduling screen, yu can see each individual member in the grup and their schedule. Use Time Sheets 93

98 Creative Manager Dcumentatin Timesheet Overview When using timesheets, yu fllw this basic prcess: 1. Create a new timesheet 2. Add time t the timesheet 3. Submit it fr apprval Yur timesheet gets reviewed and either apprved r rejected. If it gets rejected, yu are sent an with yur apprver's cmments. Yu can then edit yur timesheet and resubmit it. T Edit a Timesheet 1. Select Timesheets and My Timesheets frm the main Staff menu. 2. Frm the Timesheet listing click the icn. 3. The user will be navigated the Timesheet Entry screen. T View all Timesheets 1. Select Timesheets and All Timesheets frm the main Staff menu. 2. The user will be navigated t the All timesheets listing. 3. Users belnging t a grup with the right t "View anyne's timesheet" will be displayed all users' timesheets. Otherwise nly the user's timesheets will be listed. 4. T edit a timesheet click the icn. 5. If the recrd belngs t the user, the user will be navigated t the Timesheet Entry screen. T View Tasks 1. Select Timesheets and My Tasks frm the main Staff menu. 2. The user will be navigated t Tasks listing 3. T edit a task r t edit a timesheet click the icn. T Add a TimeSheet 1. Select Timesheets and My Timesheets frm the main Staff menu. 2. Click the [New] buttn. 3. The user will be navigated the Timesheet Entry screen. Timesheet Entry This screen allws users t enter r view time against a prject task cmbinatin. T Create a Single Timesheet Entry 1. Click the [Single Entry] tab 94

99 Hw D I Frm the Prject lkup enter r select a valid prject number. 3. Frm the Task lkup enter r select a valid task id. 4. Frm the Service drp dwn select the service perfrmed fr the time entry. 5. Frm the Date lkup enter r select a valid date fr this time entry. 6. In the Hurs Wrked sectin 1. Yu may enter the number f hurs wrked r click the [Start] buttn t actively time the task perfrmed. 2. Click the [Pause] buttn t pause the timer. 3. Click the [Stp] buttn t ttal the time spent 7. In the Start Time text bx enter a required start time fr the task. 8. In the End Time text bx enter a required end time fr the task. 9. The Hurs Paused text bx will be ppulated by the time functin. 10. In the Cmments enter any ptinal cmment fr the time entry. 11. The Status label will be ppulated based n the status f timesheet. 12. Click the [Save] buttn. 13. Existing timesheet entries will be listed belw the entry grid. T edit an existing entry, click the icn. 14. A Prject summary will be listed belw the entry grid displaying all prjects fr the lgged user and billed hurs by date. T Enter Multiple Timesheets Grid entries will be displayed by default accrding t the prject/tasks the current user is assigned t fr the current timesheet perid. 1. Click the [Grid Entry] tab. 2. Fr each recrd displayed 1. Select r accept the current Prject number in the prject lkup. 2. Select r accept the current Task number in the prject lkup. 3. Frm the Service drp dwn select the service perfrmed fr the timesheet recrd. 4. Fr each date displayed either: 1. Enter the amunt f hurs wrked. 2. Click the icn t time the task. 3. Click the [Save] buttn. 4. All entries n the grid must be valid r nne f the entries will be saved r entered. 5. Checking the Default Prjects frm Assignments checkbx will autmatically insert the prject/task infrmatin that yu have been assigned fr the selected timesheet perid. 6. Frm the Add Rws drp dwn select the number f rws t display. 7. Selecting the Shw the rate level drp dwn will display the rate level n each line item. T Submit a Timesheet fr apprval 1. Click the [Apprve] buttn n the actins tab. 95

100 Creative Manager Dcumentatin T Apprve r Reject a TimeSheet If yu are the apprving manager fr an emplyee yu may d the fllwing. 1. Click the [Apprve] r the [Reject] buttn n the actins tab. T Delete a Timesheet 1. Click the [Delete Timesheet] buttn n the actins tab. My Assignments The purpse f this screen is t edit r add time and task infrmatin. T Update Task Infrmatin 1. Select Timesheets and My Tasks frm the main Staff menu. 2. Frm the Task listing click the icn. 3. A Prject/Task listing f any task the user has been assigned t will be displayed t the left f the entry grid. T filter the Prject/Task listing 1. In the Assigned Task drp dwn select either "Started by" r "Due By". 2. In the Date lk up enter r select the apprpriate date. 3. Click the [Refresh] buttn. 4. T edit a task, click the icn next t the crrespnding task. 2. The Prject and Task labels will be displayed accrding t the recrd selected. 3. In the Assignment Infrmatin sectin. 1. The Subject label will be displayed accrding t the task selected. 2. The Budgeted Hurs label will be displayed accrding t the recrd selected. 3. In the Actual Start lkup select r enter the actual start date fr the task r click the [Tday] link t enter the current date. 4. In the Actual Cmpletin lkup select r enter the actual cmpletin date fr the task r click the [Tday] link t enter the current date. 5. In the Percent Cmplete text bx enter the percentage cmplete fr the task r click the [100%] link t enter 100%. 6. In the Status Cmments text are enter any ptinal status cmments. 4. In the Time Infrmatin sectin 1. Frm the Timesheet drp dwn select the time perid fr the task. 2. Click the icn t add a new timesheet. 96

101 Hw D I Frm the Date drp dwn select the date fr the time entry. 4. Frm the Rate drp dwn select the rate level fr the time entry. 5. In the Service drp dwn chse the service perfrmed fr the time entry. 6. In the Hurs Wrked sectin 1. Yu may enter the number f hurs wrked r click the [Start] buttn t actively time the task perfrmed. 2. Click the [Pause] buttn t pause the timer. 3. Click the [Stp] buttn t ttal the time spent 4. Leaving the Hurs wrked will update nly the task infrmatin. 7. In the Start Time text bx enter a required start time fr the task. 8. In the End Time text bx enter a required end time fr the task. 9. The Hurs Paused text bx will be ppulated by the time functin. 10. In the Cmments enter any ptinal cmment fr the time entry. 11. Click the [Save] buttn. 5. Fr each assignment, yu will als find that yu can add attachments and dwnlad existing attachments. 6. Cmpleted time entries and the related ttal hurs fr the prject/task will be listed belw the grid in the Existing Time Entry sectin. Use Expense Reprts Expense Reprt Overview Creative Manager allws yu t track the persnal expenditures f yur staff. Each staff member has the ability t create his wn expense reprts. When yu recrd different expenses fr expense receipts in the system, yu can recrd these t specific prjects and tasks. When an expense reprt has been cmpleted, the staff persn submits it fr apprval. Each persn has a timesheet and an expense reprt apprver recrded n their emplyee recrd. Once an expense reprt has been apprved, yu can specify smene in accunting t be ntified f the apprved expense reprt. The system then allws yu t create a vendr invice directly frm an 97

102 Creative Manager Dcumentatin expense reprt. The system uses expense types t determine which general ledger accunt shuld be used when creating the vendr invice. When the vendr invice is created, the system uses the vendr ID n the emplyee recrd. When an expense reprt is entered int the system and applied t a specific prject and task, the system recrds this as a prject expense at that time t the prject. Therefre when the vendr invice is created frm an expense reprt, the vendr invice and will NOT have a prject r task n any f the line items. The purpse f the vendr invice is simply t create their recrd t pay the staff persn and recrd the expenses n the expense reprt t the prper general ledger expense accunts. The expense reprt has already taken care f recrding each individual expense nt a prject. It is imprtant nt t add the prject r task infrmatin t a vendr invice which is created frm an expense reprt, since ding this will duplicate it's cst n the prject. Expense Reprts Overview Expense Reprts are used fr peple t track their expenses while n business trips and reprt thse thrugh t a prject. As they are entered, they are recrded t the jb as an expense. After they have been apprved, the user can cnvert these int vendr invices. The vendr used fr the vendr invice is defaulted frm the emplyee recrd, but ultimately must be specified at the tp f the expense reprt. An expense reprt ges thrugh a life cycle and the ability t edit it and see it n a prject budget depends n where it is in the life cycle. This life cycle is very similar t a purchase rder in many ways. Befre an expense reprt is cnverted t a vendr invice, yu can see it n the prject budget. Yu are als able t bill it. Expense Reprt is entered, nt apprved. It is visible n the budget analysis Expense Reprt is apprved, n vendr invice It is visible n the budget analysis It can be billed. Expense reprt is cnverted t a Vendr Invice One Vendr Invice line is created per expense receipt line with the prject, task, ffice, department and item. The expense reprt is n lnger visible n the budget analysis. The expense receipt can n lnger be billed if it has nt been billed yet. If the expense receipt has been billed, the vendr invice line will be marked as billed s that it des nt get duble billed. Shuld yu delete the client invice, the vendr invice will get unmarked as billed and yu can then bill the vendr invice line. Changes in versin 8.5: Expense Reprts will n lnger be psted int WIP. We will cntinue t reverse them ut t deal with current data. Yu can t bill an expense reprt nce a vendr invice is generated An ptin has been added t aut create a vendr invice n apprval f the expense reprt. If the ptin is chsen, a vendr ID will be required n the expense reprt. We have added a Vendr ID t the header f the expense reprt t facilitate the cnversin f expense reprts t vendr invices. The user will n lnger enter the start and end date at the tp f the expense reprt. The system will maintain these based n the minimum and maximum dates f the receipts entered. Main Input 98

103 Hw D I... On the main screen, the windw starts up with the bttm panel minimized. Yu can expand this windw t enter transactins either thrugh the grid r thrugh the entry frm belw. Tp Area: Display Name Name Reprt Number Vendr ID Cmments Cmments When creating a new expense receipt, yu can select the persn wh this expense reprt is fr. Based n yur security settings, yu will either see just yurself r all staff peple. If this is left blank when creating a new reprt, the system will aut generate a number fr yu. This defaults frm the emplyee s setup. If yu have set yur preferences t aut generate vendr invice upn apprval, this needs t be filled in befre it is sent fr apprval. Yu can enter any cmments needed abut this expense reprt. Line Items The grid can be custmized using the shw hide clumns frm the main grid. The list f clumns available shuld be cnsistent with the fields available in the bttm detail sectin. S if yu are nt shwing item in the details, it shuld nt be an available clumn t shw. The default clumns shwn are Date, Item, Descriptin, Prject Number, Quantity, Unit Cst and Net. Line items cannt be edited if they have been Billed Psted In r Out f WIP Added t a billing wrksheet Display Name Date (required) Item Cmments The date f the expense receipt. This is the expense reprt item t categrize the type f expense. After this is selected, the apprpriate values shuld be defaulted in. See the standards fr defaulting item infrmatin fr details. Visible if the shw items ptin is enabled. Required if the required ptin is set. 99

104 Creative Manager Dcumentatin Descriptin (required) Prject Number Task ID Paper Receipt Cmments Quantity Unit Cst Net Billable Markup Unit Rate Grss Paid On Billed On A shrt descriptin f the expense. This is defaulted frm the item. (100 characters) The prject number that this expense shuld get charged t. Fr mre infrmatin n hw the system defaults infrmatin, click here. Visible if shw tasks n expenses ptin is enabled. Required if the required ptin is set. Only required if a prject number is specified. Used t identify if yu will als be including a paper receipt alng with this entry. A larger cmments field (500 characters) The quantity fr the entry. The unit cst fr the entry The ttal net amunt fr the entry. This is the actual cst f the entry. Check this bx if the entry is ging t be billable t a client. This flag des nt specifically drive if this entry is cnsidered billable r nn billable n the prject fr billable vs. nn billable analysis. It's purpse is t set the grss amunt t 0 if the bx is nt checked. Fr mre infrmatin n hw the system calculates Net and Grss amunts, click here. The percentage amunt this item will be marked up. The Grss amunt per Unit that will be billed t the client. The ttal grss amunt t be billed t a client. If this entry has been cnverted t a vendr invice, the system will shw the vendr invice number here. clicking n the buttn will take yu t that vendr invice if yu have the security rights t edit a vendr invice. If this entry has been billed, the client invice number will be shwn here. If yu click the buttn and yu have the rights t edit a client invice, the system will take yu t the specified client invice. An expense reprt ges thrugh several different states based n its apprval. States: Nt Sent fr Apprval Nrmal buttns are available Apprve actin is visible if yu are the apprver fr this reprt, therwise just Submit fr apprval Sent fr apprval Apprve / Reject actins are visible if yu are the apprver fr this reprt. Rejected Same as Nt Sent fr Apprval Apprved: N Vendr Invice If yu have rights t edit after apprval and nne f the entries have been billed, yu can edit the reprt. Apprved: Vendr Invice N Editing Allwed Main Buttns Actin Save Cmments Visible if This is yur expense reprt r yu can edit thers expense reprts Status is "Nt Sent" r "Rejected" r yu have the right t edit it at any time If n line items have been billed, psted in r ut f WIP r added t a billing 100

105 Hw D I... wrksheet. If the expense reprt has nt been cnverted t a vendr invice. Cancel New Delete Visible if the Save buttn is visible Always Visible If the save buttn is visible When an actin is clicked, the expense reprt will first be saved t the server. The expense reprt must first pass all validatins and successfully save. Actin Submit fr Apprval Visibility Visible if Status is Nt Sent r Rejected This is yur expense reprt r yu can view anyne s expense reprt Nt Visible if Status is Nt Sent r Rejected Yu are the apprver Apprve If yu are the apprver fr this persn's expense reprts and the status is set t Nt Sent, Sent r Rejected The apprver is set n the persn's emplyee recrd. If the cmpany has the ptin set t aut generate a vendr invice after apprval, then vendr invices are created at this pint. If a vendr invice will be autmatically generated, a vendr ID is required. Reject Unapprve If yu are the apprver and the status is set t Nt Sent, Sent r Rejected Visible if it is apprved Set As Paid Visible if Nne f the receipts have been marked as paid r has a linked vendr invice Nne f the receipts have been psted ut f WIP Nne f the receipts have been billed On a billing wrksheet smewhere waiting t be billed. Is Apprved Has nt been marked as paid r has a linked vendr invice Set As Unpaid Visible if Has nly been marked as paid Has nt been cnverted t a vucher Create Invice Visible if Is Apprved Print Anytime Line Item Actins Actin New Entry Delete Entry Descriptin Save buttn must be visible Save buttn is visible. The line item is nt 101

106 Creative Manager Dcumentatin Billed Psted In r Out f WIP Added t a billing wrksheet Creating a Vendr Invice When Vendr Invices are created frm expense reprts, a vendr invice is created that duplicates the expense reprt in the system. a vendr invice is created fr each cmbinatin f cmpany that is included in the details. The system lks at the prjects tied t the receipts and determines hw many GL Cmpanies are invlved. The system als takes int accunt the GL Cmpany n the emplyee recrd fr entries with n prject. One vendr invice per cmpany is created regardless if it has a prject n it r nt. Field Mapping: Vendr Invice Header Field Vendr ID GL Cmpany Office GL Class Psting Date Invice Date AP Accunt Surce Frm the header f the expense reprt. If n vendr ID is present, then yu will receive an errr and n invice is created. If there is a prject, then frm the prject. If n prject, then it cmes frm the emplyee recrd (design pint) Frm the emplyee recrd Frm the emplyee recrd The current system date The current system date Default frm preferences. One vucher line is created per entry n the expense reprt. Once the vucher line is created the expense receipt line shuld be updated with this key t signify that it has been cnverted t a vendr invice. This will prevent it frm shwing up n budget reprts and allwing it t be billed if it has nt already been billed. Line Items Field Descriptin Prject Task Item ID Office Department Expense Accunt Qty Unit Cst Net Unit Rate Grss Billable InviceLineKey DateBilled Surce Cmbinatin f the Subject and lnger descriptin frm the expense receipt line. Frm the receipt Frm the receipt Frm the receipt If n prject, then frm emplyee recrd. If prject, then frm the prject If n prject, then frm emplyee recrd. If prject, then frm the prject Frm the Item Frm the receipt Frm the receipt Frm the receipt Frm the receipt Frm the receipt Frm the receipt If the receipt has been billed, the this is 0 (mark as billed). Otherwise, NULL If the receipt has been billed, the this is the current date (mark as billed). Otherwise, NULL Use Cntact Management Cntact Management Overview 102

107 Hw D I... Creative Manager allws yu t track mre than just addresses and phne infrmatin f yur cntacts and als pprtunities-fr yur staff, yu can als track pprtunities. Opprtunities are ptential prjects that yu re discussing with yur clients, r ptential new clients. Opprtunities give yu a view f yur sales pipeline. It is pssible t segment yur pprtunities by sales stage and verall status f the pprtunity. The system als allws yu t track utcmes f the pprtunity t give yu a better understanding f why yu gain r lse business. Once yur pprtunity becmes an actual prject, yu can link the pprtunity t the new prject and cpy ver any specificatins which were recrded in the pre-sales prcess ver t the new prject. Each cmpany, cntact and pprtunity can have cntact activities assciated with them. A cntact activity represents sme frm f cmmunicatin with the cntact. This may include a phne cnversatin, a letter r sme ther means f cmmunicatin. The system allws yu t track past and future activities. Future activities give yu a tickler list f activities that need t be perfrmed n a day t day basis. Creative Manager als includes a full calendaring system. With the calendar system, yu can recrd persnal, prject and client related meetings. When calendar events are linked t a cntact, yu can view all prir meetings and discussins directly frm the cntact recrd. When viewing a cntact within the Creative Manager, the system prvides visibility t all the different types f transactins including financial transactins such as invices fr payments fr clients and vendrs. Managing Cmpanies Cmpany This listing prvides a listing f all cmpanies in the system, including clients and vendrs, it allws the user t create custm search and srting criteria with further links t either the cmpany detail recrd, dashbard. Yu can als create a new cmpany entry. Overview 1. This screen is the primary entry pint t view a cmpany's detailed recrds. The recrds that a user is allwed t view are based n the fllwing rules. 1. This screen will allw user t edit and view cmpanies 2. If the lgged user des nt have the right t "See cntacts in all databases" they will nly be able t view the cntacts wh are in databases t which they have been assigned as the cntact wner. 103

108 Creative Manager Dcumentatin 3. Lgged users wh are assigned t a grup that has the right f "View the Cmpany Address Bk" will be able t view/edit the fllwing: 1. Cmpany Dashbard 2. Cmpany Detail Infrmatin 3. Cmpany Cntact 4. Cmpany Prjects 5. Cmpany Events 6. Cmpany Estimates 4. Lgged users wh are assigned t a grup with the right "Edit Accunting Infrmatin" will be able t view/edit the fllwing 1. Cmpany Accunting Infrmatin. 5. Cmpany Activities will nly be viewable t the assigned user unless they belng t a grup with the right "View Cntact Activities" 6. Only users assigned t a grup with Administratr rights will be able t view/edit Cmpany Tracking Frms. T add a new Cmpany 1. Select Cmpany frm the Cntacts menu item. 2. Click n the [New] buttn t be directed t the Add a Cmpany screen. T view the Cmpany specific dashbard 1. Select Cmpany frm the Cntacts menu item. 2. Select ne f the cmpanies frm the resulting search and click the icn. T view the Cmpany detail recrd 1. Select Cmpany frm the Cntacts menu item. 2. Select frm ne f the cmpanies frm the resulting search and click the icn. T Delete a Cmpany 1. Select Cmpany frm the main Cntacts menu. 2. Clicking the icn will take yu t the Cmpany General Infrmatin screen. 3. Click the [Delete] buttn. 4. If the cmpany belngs t an existing recrd set (e.g. an unvice r PO) an errr message will be displayed and the cmpany recrd will nt be able t be deleted until the related recrd is reslved. Add a Cmpany This screen allws the user t add a new Cmpany int the system with an ptinal default cntact, pprtunity infrmatin and/r a fllw-up activity. 104

109 Hw D I... T Add a Cmpany Cmpany Infrmatin 1. Select Cmpany frm the Cntacts menu. 2. Click the [New] buttn. 3. In the Cmpany Name text bx enter a cmpany name. This field must be unique t yur system and is required. 4. In the Cntact Owner select bx yu may select an ptinal existing staff member t act as the wner fr this cmpany. Cntact wners are used fr security and search purpses t limit which users can view the cmpany specific infrmatin. This user will als be assigned respnsibility fr the lead and activity entered n this screen. 5. In the Phne text bx enter a phne number fr the cmpany. This entry may be in any frmat. 6. In the Fax text bx enter a fax number fr the cmpany. This entry may be in any frmat. 7. In the Address(1-3) text bxes enter address infrmatin fr the cmpany. 8. In the City text bx enter an ptinal city fr the cmpany. 9. In the State text bx enter an ptinal state fr the cmpany. 10. In the Pstal Cde text bx enter an ptinal pstal cde fr the cmpany. 11. In the Cuntry text bx enter an ptinal cuntry fr the cmpany. 12. In the Surce drp dwn bx select an ptinal Surce fr the cmpany. This value can be used later fr srting and reprting purpses. 13. In the List ID text bx enter an ptinal list ID fr the cmpany. 14. In the Industry text bx enter an ptinal industry fr the cmpany. This value may be used later fr reprting and srting purpses. Cntact Infrmatin 1. In the First Name text bx enter first name f the primary cmpany cntact. If a first name is entered fr the cntact, a last name and address will be required 2. In the Last Name text bx enter the last name f the primary cmpany cntact. 3. In the text bx enter an fr the cmpanies primary cntact. Opprtunity Infrmatin This area allws the user t enter initial Opprtunity infrmatin fr the new cmpany. Detail pprtunity infrmatin can be viewed/updated in the Cmpany Opprtunities sectin. 1. In the Subject text bx enter the subject fr the cmpanies initial lead. If a subject is entered the fllwing fields are required. 2. In the Opprtunity Status drp dwn select an pprtunity status frm the predefined values in the system setup. 3. In the Opprtunity Stage drp dwn select an pprtunity stage frm the predefined values in the system setup. 4. In the Prbability text bx enter the prbability fr success f the pprtunity. 5. In the Sales Amunt text bx enter the ptential sale amunt fr this pprtunity. 105

110 Creative Manager Dcumentatin Fllw Up Activity This area allws the user t enter an initial activity fr the cmpany. Detailed infrmatin fr the activity can be viewed/edited in the Cmpany Activities sectin. 1. In the Subject text bx enter the subject fr the cmpany's initial activity. If a subject is entered the fllwing fields are required. 2. In the Fllw Up Date text bx enter r select a valid fllw up date fr the activity. 3. In the Status drp dwn select an activity stage frm the predefined values in the system setup. 4. In the Ntes text bx enter any ptinal ntes cncerning this activity. Cmpany General Infrmatin This screen allws users t view and edit basic cmpany infrmatin. Edit Cmpany Infrmatin 1. Basic Infrmatin 1. In the Cmpany Name text bx enter a cmpany name. This field must be unique t yur system and is required. 2. In the Primary Cntact select bx yu may select an ptinal cmpany cntact. 3. Check the Active checkbx t make the cmpany an active cmpany, vendr r client. 4. Fr the Cntact Owner chse frm the list f existing staff members. 5. Fr the Cmpany Type chse a cmpany type. These are defined in yur system setup. 6. If custm fields have been defined in the system set up they will be display after this pint. 2. Cntact Infrmatin 1. In the Address fields enter any ptinal address infrmatin fr the cmpany. 2. In the City text bx enter an ptinal city fr the cmpany. 3. In the State text bx enter an ptinal state fr the cmpany. 4. In the Pstal Cde text bx enter an ptinal pstal cde fr the cmpany. 5. In the Cuntry text bx enter an ptinal cuntry fr the cmpany. 6. In the Main Phne text bx enter an ptinal cmpany phne number. 7. In the Main Fax text bx enter an ptinal cmpany fax number. 3. Other infrmatin 1. In the Web Site text bx enter a url fr the cmpany. 2. In the Cmments text bx enter any ptinal cmment yu may have fr the cmpany. 3. The Date Added and Date Updated labels will be updated autmatically. 4. Available Databases Yu can add a cntact t several databases prviding yu with a great deal f flexibility in searching and filtering cntacts. It can als serve as a way t limit peple t nly view particular grups f cntacts. 1. Select the ne r mre database(s) frm the Available windw and click the icn. 2. T mve all database(s) click the icn. 5. Click the [Save] buttn. 106

111 Hw D I... T add ntes t a Cmpany 1. Select Cmpany frm the Cntacts main menu. 2. Click n the icn next t the crrespnding cmpany in the listing. 3. Click the [Edit Ntes] buttn. 4. In the Edit Ntes pp up windw 1. Click the [Add Grup] buttn. Each cntact nte must belng t a grup. Ntes grups allw yu rganize and srt ntes. 2. In the Grup Name text bx enter a required grup name. 3. Click Active check bx t make the grup visible in the crrespnding dashbard part. 4. Click the [Save] buttn. 5. T add a nte t the grup, in the Edit Grup windw click the [Add a Nte t this Grup] tab. 6. Frm the Edit Nte windw 1. In the Subject text bx enter a required subject fr the nte. 2. Frm the Inactive Date lkup select r enter a valid date. Ntes with inactive dates lder than the present day will remain in the database but will nt be displayed in the nte grup. 3. In the Nte text area enter the nte text. 4. Click the [Save] buttn. T add default credit card infrmatin The infrmatin entered here will be defaulted nt a credit card transactin frm the receipts screen. Yu can then change the infrmatin at that time if needed. 1. Select Cmpany frm the Cntacts main menu. 2. Click n the icn next t the crrespnding cmpany in the listing. 3. Click the Credit Card Inf Actin. 4. In the Card Hlder Name text bx, enter the name n the credit card. 5. in the Address fields, enter the billing address fr this credit card. This will be used fr avs verificatin n the card. 6. In the Credit Card Number text bx, enter the number frm the credit card. All credit card numbers are encrypted in ur database t prevent direct access t the numbers. 7. In the Card Expiratin Date (MM/YY) text bx, enter the mnth and year expiratin f the card. Be sure t enter a 0 in frnt f any mnths with ne digit (ie. 07) 8. In the Verificatin Cde text bx, enter the verificatin cde frm the back f the credit card. 9. Click the [Save] buttn when dne. Cmpany Accunting Infrmatin This page allws users t view/edit Cmpany accunting specific infrmatin. Cmpany Accunting Setup 1. Check the Billable Client check bx and enter a Client ID in rder t assign the cntact recrd t a prject and/r generate invices fr this cmpany (Fr external accunting users this Client ID shuld match the Custmer ID in yur external accunting system. If the Billable Client ptin is checked a 107

112 Creative Manager Dcumentatin unique Client ID must be prvided. Cmpanies that have existing invices, prjects, receipts r credits cannt be unchecked. 2. Frm the Accunt Manager drp dwn, select an ptinal Accunt manager fr this cmpany frm yur existing grup f emplyees. 3. Billing Defaults 1. In the Next Prject Number enter an ptinal prject number, if this text bx is left blank the number will autmatically be assigned. 2. In the Default Sales Tax Cde drp dwn select a sales cde frm the pre-defined ptins entered in system setup. 3. In the Default Sales GL Accunt lkup select an accunt frm the pre-defined ptins entered in system setup. Select a default expense GL accunt frm the drp dwn if yu need t. This accunt will be defaulted n all purchase rders and vendr invices. The mailing address is used n purchase rders, but can be verridden when needed. The mailing address shuld be set t the address where invices are sent t, as this address is used n vendr invices. 4. Frm the Default Billing Methd drp dwn, select the typical billing methd that yu wuld like set fr prjects created fr this client. 5. Use the One Invice Per drp dwn t select the default setting fr creating billing wrksheets 6. Use the One Line Per drp dwn t select the default setting fr line items n billing wrksheets. 7. Frm the Invice Template drp dwn select an invice template frm the pre-defined ptins entered in system setup. 8. Frm the Estimate Template drp dwn, select an estimate template frm the pre-defined ptins entered in system setup. 9. Frm the Default Terms drp dwn, select the default payment terms fr invices fr this client. This default gets cpied ver t billing wrksheets and client invices. 10. Frm the Default Retainer drp dwn, select a retainer that yu wuld like defaulted nt all new prjects fr this client. The retainer a prject is tied t is specified n the Billing tab in Prject Setup. 4. Labr Defaults 1. Select a value frm the Get Rate Frm drp dwn bx. 2. If the "Client" r "Prject" ptins are selected a value fr Hurly rate must be prvided. 3. If the "Service Rate Sheet" ptin is selected a Rate sheet must be selected. 5. Purchasing and Media Markups 1. In the Get Markup Frm drp dwn bx select a value. 1. If "Prject" r "Client" is selected, valid Markup % and Cmmissin % are required. 2. If "Item Rate Sheet" is selected, a valid rate sheet value is required. 6. Vendr Inf 1. Check the Is Vendr check bx in rder t make the cmpany an active vendr. If this ptin is checked a Vendr ID is required. 2. In the Terms sectin: 1. Enter a valid percentage fr Terms Percent. 2. Enter a valid numeric value fr Days 3. Enter a valid value fr Net. 3. In the Default Expense GL Accunt lkup, select an accunt. 108

113 Hw D I In the Default AP Accunt text bx, enter a different AP accunt yu wuld like t use fr this vendr's invices. If this is blank, the system will get the default AP accunt frm the system setup. 5. In the 1099 Frm drp dwn, select a value. 6. In the Bx Frm drp dwn, select a value. 7. In the EIN/SSN text bx, enter a value fr the cmpanies Entity ID r Scial Security Number. 8. In the Default Check Mem text bx, enter a default mem that yu wuld like added t payments fr this vendr. 7. Cntact Infrmatin 1. Billing Address Select an address frm the drp dwn list. If the address yu need is nt in the list, click the pencil next t the drp dwn and yu can add a new address directly frm this screen. If yu select Default Address, the system will get the address frm the default address fr the cmpany. This address is used n estimates and invices if nne is specified n the invice r estimate. 2. Payment Address Select an address frm the drp dwn list. If the address yu need is nt in the list, click the pencil next t the drp dwn and yu can add a new address directly frm this screen. If yu select Default Address, the system will get the address frm the default address fr the cmpany. This address is used n payments t vendrs. 8. Check the Dwnladed check bx, if this cmpany's infrmatin has been dwnladed in t anther accunting system. 9. Click the [Save] buttn. Managing Cntacts Cntacts Overview This sectin allws users t manage all cntacts in the system. Each cmpany can have several cntacts. All cntacts fr the cmpany share the address infrmatin at the cmpany level, but can have different phne and infrmatin. T Add an Cntact 1. Select Cntacts frm the main Cntacts menu. 2. Click the [New] buttn t the Cntact Infrmatin screen. T View Cntact Infrmatin 1. Select Cntacts frm the main Cntacts menu. 2. The listing will display the Cntacts t which the lgged user is assigned. If the user belngs t a grup that has the right "View Other Accunt Manager's Opprtunities and Activities" the listing will display all cntacts accrding t the search criteria prvided. In the listing next t the crrespnding cntacts. 3. Clicking the icn will take yu t the Cntact Infrmatin screen. 4. On the Edit Opprtunity screen the user will als be able t view and edit the fllwing: 1. Cntact Activities 2. Cntact Events 3. Cntact Prjects 109

114 Creative Manager Dcumentatin 4. Cntact Lgin Infrmatin 5. Cntact Billing 6. Cntact Ntificatins 7. Cntact Skills T Delete a Cntact 1. Select Cntacts frm the main Cntacts menu. 2. Clicking the icn take yu t the Cntact Infrmatin screen. 3. Click the [Delete] buttn. 4. If the cntact has been used n any transactin (such as a timesheet r tracking frm) yu will nt be able t delete the cntact. T view the Cntact specific dashbard 1. Select Cntacts frm the Cntacts menu item. 2. Select ne f the cntacts frm the resulting search and click the icn. Cntact Lgin Infrmatin If yu plan n letting this cntact lg int yur system t cllabrate r wrk n prjects with yu, this is where yu can give them a lgin ID and passwrd. The cntact must be assigned t a security grup t determine what they are able t d (if nne is specified they will nt be able t see anything). Remember that a persn is nly able t see the prjects that they have been assigned t. If the user des nt have an active flag checked, they will nt be able t lg int the system. T Edit Cntact Lgin Infrmatin 1. Select Cntacts frm the Cntact main menu. 2. Click icn fr the crrespnding cntact n the listing. 3. Click the [Lgin Inf] tab. 4. In the User ID text bx enter a unique user id fr the user. 5. In the Passwrd text bx enter a passwrd fr the user. 6. In this Security Grup drp dwn bx, select the apprpriate security grup fr this emplyee. The security grup cntrls the rights that a user has within the system. 7. The Client Vendr Lgin enters this user in the system as a Client r Vendr. If this ptin is selected the userwill nly be able t view the client prtin f the system. Yu will nt be billed fr users that are flagged as Client Vendr. 8. The Active check bx cntrls if a user is cnsidered active r nt. If a user is nt active, then they will nt be able t lg int the system. Yu may nly enter time sheets and expense reprts fr active users with a lgin ID. 9. Click the [Save] buttn. T Delete a Cntact 1. Select Cntacts frm the Cntact main menu. 110

115 Hw D I Click the icn next t the crrespnding cntact. 3. Click the [Delete] buttn. 4. If the cntact has been used n any transactins (such as timesheets r tracking frms) yu will nt be able t delete the cntact. Cntact Infrmatin This screen allws a user t view/edit and add new cntact detail infrmatin T add a new Cntact 1. Select Cntact frm the Cntacts menu item. 2. Click n the [New] buttn the user will then be redirected t the [Add Cmpany] screen. T add a new cntact 1. Cntact Infrmatin 1. Select Cntacts frm the Cntacts main menu. 2. Click n the icn next t the crrespnding cntact in the listing. 3. In the First Name text bx, enter the cntacts first name. This is a required field. 4. In the Last Name text bx, enter the cntacts last name. This is a required field. 5. Frm the Salutatin drp dwn, select an ptinal salutatin. 6. Frm the Time Zne drp dwn, select an ptinal time zne f the user. This value will later be used t adjust the date and time f events. 7. Frm the Surce drp dwn, select an ptinal surce frm with this cntact was acquired, this value may be used later fr reprting purpses. 8. In the List ID text bx, enter an ptinal list id fr the cntact. 9. In the Industry text bx, enter an ptinal Industry fr the cntact. 10. In the Address1 text bx, enter an ptinal address fr the cntact. 11. In the City text bx, enter n ptinal city. 12. In the State text bx, enter an ptinal state. 13. In Pstal Cde text bx, enter an ptinal pstal cde. 2. Cntact numbers 1. In the Phne text bx, enter an ptinal primary phne number 2. In the Secnd Phne text bx, enter an ptinal secndary phne number. 3. In the Cell Phne text bx, enter an ptinal cell phne number. 4. In the Fax text bx, enter an ptinal fax number. 5. In the Pager text bx, enter an ptinal pager number. 6. In the text bx, enter an ptinal address. 7. Click the [Save] buttn. 111

116 Creative Manager Dcumentatin T add ntes t a cntact 1. Select Cntacts frm the Cntacts main menu. 2. Click n the icn next t the crrespnding cntact in the listing. 3. Click the [Edit Ntes] buttn. 4. In the Edit Ntes pp up windw 1. Click the [Add Grup] buttn. Each cntact nte must belng t a grup. Ntes grups allw yu rganize and srt ntes. 2. In the Grup Name text bx enter a required grup name. 3. The click Active check bx t make the grup visible in the crrespnding dashbard part. 4. Click the [Save] buttn. 5. T add a nte t the grup, in the Edit Grup windw click the [Add a Nte t this Grup] tab. 6. Frm the Edit Nte windw 1. In the Subject text bx enter a required subject fr the nte. 2. Frm the Inactive Date lkup select r enter a valid date. Ntes with inactive dates lder than the present day will nt remain in the database but, will nt be displayed in the nte grup. 3. In the Nte text area enter the nte text. 4. Click the [Save] buttn. Cntact Billing Infrmatin The billing infrmatin screenis used t set up mst f the accunting preferences fr a specific cntact. It is als where the custm fields assigned t cntacts will appear. It is placed n a secured page s that accunting staff can use custm fields n a cntact t add their wn secure infrmatin. T edit the billing infrmatin fr a cntact 1. Select Cntacts frm the Cntacts main menu. 2. Click n the icn next t the crrespnding cntact in the listing. 3. Click n the [Billing Inf] tab. 4. Prject tracking 1. In the Hurly Cst text bx, enter the default hurly cst rate fr this cntact. The hurly cst rate is cpied nt every time entry that this cntact makes. If the rate is updated, it updates all future time entry transactins. 2. In the Hurly Rate text bx, enter the default hurly billing rate fr this cntact. If yu select t get rates frm each user assigned t the prject, then the system will cpy this default rate t the cntact's assignment n that prject. Yu may then add the hurly rate fr each specific prject. 3. In the Rate Level drp dwn list, select the apprpriate Rate Level that yu wuld like t use fr this cntact. Rate levels allw yu t establish different capability levels fr cntacts and charge different rates fr the same service fr different cntacts. Yu might use a rate level ne fr a junir cpier writer and a rate level tw fr a senir cpywriter. When setting up services, yu can enter tw different rates and tw different descriptins fr each grade level f the same service. When peple enter their time, the system knws what their default rate level is and will 112

117 Hw D I... adjust their billing rates accrding t this rate level. If users have been given the right t change their rate level n a timesheet, the rate level can be changed fr each specific time entry. 4. In the Time Apprver drp dwn list, select the persn wh shuld apprve time fr this persn. When timesheets are submitted fr apprval, this persn will receive an t ntify them f the timesheet t apprve. 5. In the Expense Apprve are drp dwn list, select the persn wh shuld apprve expense reprts fr this persn. When expense reprts are submitted fr apprval, this persn will receive an t ntify them f the expense reprt fr them t review. 6. Select the Aut Assigned ptin if yu wuld like this staff persn t be autmatically assigned t each prject that is created. 7. Select the Cannt be Assigned a check bx if yu wuld like t restrict the remval f the persn frm the prject. This ptin is typically used fr accunting staff r tp level management t ensure that they are nt accidentally remved frm a prject. 5. Timesheet requirements 1. Click the Timesheet is Required ptin, if yu wuld like t require that the staff persn entered timesheets each day. In the minimum hurs per day text bxes, enter the minimum number f hurs that a staff persn must enter. If a persn has this ptin selected, and the minimum number f hurs is greater than zer, the system will send a ntificatin t this persn if the ttal number f hurs entered the day befre is less than the minimum hurs. 6. Available services: if yu wuld like t limit the services which a persn can charge time t, mve the services that this persn is allwed t charge time t frm the available t the selected list. A persn will be restricted t charging time nly t these services, if they d nt have the right t charge time t any service based n their security grup. 7. Click the [Save] buttn. Cntact Ntificatins Each persn in the system can receive multiple types f ntificatins autmatically frm the system. Sme ntificatins are set up autmatically, such as when a prject is added r task infrmatin is updated. Other infrmatin is sent ut in the frm f a daily . Sme items included n this are ver budget prjects and missing timesheets. Staff peple are subscribed t a ntificatin by an administratr wh can edit their emplyee settings. An emplyee can nt subscribe themselves withut apprpriate rights t a ntificatin. T Edit Cntact Ntificatins 1. Select Cntacts frm the Cntacts main menu. 2. Click n the t select a cntact frm the listing. 3. Click n the [Ntificatins] tab. 4. Each specific ntificatin is listed n the page with different ptins fr each type f ntificatin. T assign the ntificatin, click the check bx next t the Ntificatin Name. Yu may als select ptins which will restrict ntificatins t infrmatin that is imprtant t an emplyee. Cntact Skills By recrding yur cntact's skills in Creative Manager, yu can identify the peple with the best skills fr each prject. The skills and specialties setup fr cntacts and fr emplyees are available when assigning peple t a prject r when deciding wh t assign t a task. When recrding an emplyee s skills, yu als enter a rating f that skill and a descriptin f their experience. 113

118 Creative Manager Dcumentatin Skills cnsist f the actual skill itself, and if yu have set up additinal specialties underneath a skill, yu may als enter the specialties fr each emplyee. Specialties are useful if yu have several skills which yu're tracking. If yu check the wide range f skills within yur rganizatin, yu may want t use specialties t further break dwn the capabilities f yur cntacts. It is nt necessary t enter specialties if yu just wish t track emplyees' skill set at the skill level. T recrd a cntact's skills 1. Select the apprpriate cntact frm the cntact list. 2. Click n the [Skills] tab. 3. T add a new skill, click the [New Skill] buttn. 4. In the Skill drp dwn bx, select the apprpriate skill that yu wuld like t add t this emplyee. 5. In the Rating drp dwn bx, select the skill level fr this cntact. Skills are rated frm ne at the wrst t ten at the best. 6. In the Descriptin f Experience text bx, yu may enter a descriptin f cntacts experience with the skill. 7. Click the [Save] buttn and yu'll see the skill in the list belw the bx. If yu wish t enter a specialty fr this cntact fr the skill yu just entered, click the [+] next t the skill name in the list belw the entry bx. 8. In the Specialty drp dwn bx, yu can select a specific specialty that yu wuld like t add t this cntact. 9. In the Skill Rating drp dwn bx, yu can select the skill level fr this specific specialty fr the cntact. 10. In the Descriptin f experience text bx, yu can enter a descriptin f this cntact's experience with this specialty. 11. Click the [Save] buttn. Managing Opprtunities Opprtunity Overview Opprtunities are used t track sales fr yur cntact. An pprtunity is always assciated with a cmpany. T enter an pprtunity, yu must first select the cntact cmpany yu want t enter the pprtunity fr. T Add an Opprtunity 1. Select Opprtunities frm the main Cntacts menu. 2. Clicking the [New] buttn t the Opprtunity Infrmatin screen. T View Opprtunity Infrmatin 1. Select Opprtunities frm the main Cntacts menu. 2. The listing will display the Activities t which the lgged user is assigned. If the user belngs t a grup that has the right "View Other Accunt Manager's Opprtunities and Activities" the listing will display all activities accrding t the search criteria prvided. 3. In the listing next t the crrespnding activity 4. Clicking the icn take yu t the Opprtunity Infrmatin screen. 5. On the Edit Opprtunity screen, the user will als be able t view and edit the fllwing: 1. Opprtunity Specs 2. Opprtunity Outcme 3. Opprtunity Events 114

119 Hw D I... T Delete an Opprtunity 1. Select Opprtunities frm the main Cntacts menu. 2. Clicking the icn take yu t the Opprtunity Infrmatin screen. 3. Click the [Delete] buttn. Opprtunity Infrmatin Spec sheets are ttally custmized t yur business. Yu can have as many different types f spec sheets as yu need with as many fields n them as needed. A prject can have as many different spec sheets as needed. If a prject is linked t a prject request, yu can cpy the specificatins frm the request nt the prject at any time. T Add an Opprtunity 1. Select Opprtunities frm the main Cntacts menu. 2. Click the [New] buttn. 3. All tabs and buttns except save and cancel will nt appear until the new pprtunity is added. T Edit an Opprtunity 1. Select Opprtunities frm the main Cntacts menu. 2. Click the icn next t the crrespnding pprtunity in the listing. 3. On the Cmpany label click the icn t change the pprtunity cmpany. 4. In the Subject text bx, enter the subject f the lead. This is a required field. 5. Frm the Primary Cntact drp dwn, select a cntact frm any existing cmpany cntacts. 6. Frm the Accunt Manager drp dwn, select an accunt manager frm any existing emplyees. 7. Frm the Prject Type drp dwn, select an accunt manager. Yu can edit list in the system setup. 8. In the Current Status text bx, enter an ptinal pprtunity status. 9. Frm the Opprtunity Status drp dwn, select a required status frm the values entered in the system setup. 10. Frm the Opprtunity Stage drp dwn, select a required stage frm the values entered in the system setup. 11. In the Prbability text bx, enter an ptinal percentage f success fr the pprtunity. 12. In the Sale Amunt text bx, enter an ptinal sales amunt fr the pprtunity. 13. In the Amunt t Subcntract text bx, enter a subcntract amunt fr the pprtunity. 14. In the Margin text bx, enter a margin amunt fr the pprtunity. 15. Fr the Start Date, enter a required value fr the start date f this pprtunity. 16. Check the Estimate Opprtunity if yu have created an estimate fr this pprtunity. 17. Fr the Estimate Due Date, enter an ptinal value fr the due date f this pprtunity. 18. Fr the Estimate Clse Date, enter an ptinal value fr the clse date f this pprtunity. 19. In the Cmments, enter any ptinal cmments related t this pprtunity. 115

120 Creative Manager Dcumentatin T Add an Attachment 1. Click [Add Attachment] frm the Actins Tabs 2. Macintsh Users: 1. In the pp up windw click the [Chse File] buttn. 2. Brwse t the file and click the [Chse] buttn. 3. Windws users: 1. In the pp up windw click the [Brwse] buttn. 2. Brwse t the file and click the [Open] buttn. 4. In the Cmments text area, enter any ptinal cmments fr the file. 5. Once the file has been upladed, it will be displayed in the Attachments area at the bttm f the screen. 6. Click the icn t dwnlad the attachment. 7. Click the icn t delete the file. T Add an Link 1. Click [Add a Link] frm the Actins Tabs 2. In the ppup windw 1. Under the Digital Assets tab 1. Click the icn t the select a prject. 2. The listing will then display any upladed digital assets fr the prject. 3. Click [Select] frm the listing t add the digital asset t the pprtunity. 2. Under the Tracking Frms tab 1. Frm the Frm drp dwn, select the frm type. 2. In the Subject t Search Fr text bx, enter the subject f the frm. 3. Click the [Search] buttn. 4. In resulting search listing, click [Select] next t the frm that yu wish t attach. 3. Under the Web Link tab 1. In the Web Page URL text bx, enter a valid web address. This is a required field. 2. In the Display title fr the link text bx, enter the title that will be displayed fr the link. 3. In the Descriptin f Link text area, enter any ptinal ntes that yu may have. 4. Click the [Save] buttn t add the link f [Cancel] t clear the frm. 3. Once the file has been upladed it will be displayed in the Links area at the bttm f the screen. 4. Click the icn t dwnlad the attachment. 5. Click the icn t delete the file. Opprtunity Outcme When an pprtunity has cme t a cmpletin (either yu wn the prject, r yu lst the prject), yu can enter the utcme infrmatin fr the pprtunity. T Update an Opprtunities Outcme 1. Select Opprtunities frm the main Cntacts menu. 116

121 Hw D I Click the icn next t the crrespnding pprtunity in the listing. 3. Click the Outcme tab. 4. Frm the Opprtunity Status drp dwn, select a status frm the entered values in the system setup. This is required value. 5. Frm the Opprtunity Stage drp dwn, select a stage frm the entered values in the system setup. This is a required value. 6. Select a clse date frm the Actual Clse Date lkup. 7. Enter any additinal cmments in the Outcme Cmments text area. 8. Click the [Save] buttn. Opprtunity Specificatins This screen allw user t add a specificatins t an existing Opprtunity T Add a Specificatin t an Opprtunity 1. Select Opprtunities frm the main Cntacts menu. 2. Click the icn next t the crrespnding pprtunity in the listing. 3. Click the Specs tab. 4. Frm the Specificatin Type drp dwn, select a value. 5. Fields will be displayed accrding t infrmatin defined in system setup fr this specificatin type. 6. Click the [Save] buttn 7. Once the recrd has been added it will be displayed at the bttm f the page in the Specificatins sectin. 8. T edit an existing specificatin, click the icn. Managing Activities Activities Overview Activities enable yu t track cmmunicatins with yur cntacts. These cnversatins may be s, phne calls, meetings r ther types f cmmunicatin. Yu can either enter an activity that has already happened t recrd the histry, r yu can frward date an activity t have it pp up n yur activity list when it shuld be cmpleted. T Add an Activity 1. Select Activities frm the main Cntacts menu. 2. Clicking the [New] buttn t the Edit Activity screen. T View Activity Infrmatin 1. Select Activities frm the main Cntacts menu. 117

122 Creative Manager Dcumentatin 2. The listing will display the Activities t which the lgged user is assigned. If the user belngs t a grup that has the right "View Other Accunt Manager's Opprtunities and Activities" the listing will display all activities accrding t the search criteria prvided. 3. In the listing next t the crrespnding activity 1. Clicking the icn take yu t the Edit Activity screen. 2. Clicking the icn will pen a new windw displaying the Activities detail, related pprtunities and Cmpany detail infrmatin. T Delete an Activity 1. Select Activities frm the main Cntacts menu. 2. Clicking the icn take yu t the Edit Activity screen. 3. Click the [Delete] buttn. Edit Activities This screen allws users t edit and add Activities related t a cmpany. T Add an activity 1. Select Activities frm the Cntacts main menu. 2. Click the icn frm the Activities listing page. 3. Click the [New] buttn. T Edit an Activity 1. Click the icn t select r change the cmpany fr the activity. If yu chse t select a different 2. In the Subject text bx Enter a subject fr the activity. 3. Frm the Primary Cntact drp dwn, select a primary cntact fr the activity frm the list f cmpany cntacts. 4. Frm the Type drp dwn, select an activity type. Yur selectin will determine where the activity is listed n the activity dashbard. 5. The labels Phne and Phne 2 are the primary and secndary numbers fr the cmpany. 6. Frm the Assigned T drp dwn, select a user frm the list f current emplyees. 7. Frm the Pririty drp dwn, select a pririty fr the activity. 8. The Fllw Up Date lkup allws yu t set the due date fr the activity. 9. In the Time text bx, enter a time fr the activity. This is a freeftm text bx. Any reference t time is accepted. 10. Frm the Status drp dwn, select a status fr the activity. An activity with a Status f "Clsed" is cnsidered inactive r cmpleted. 11. Frm the Outcme drp dwn, select an utcme fr the activity. 12. The Opprtunity drp dwn, chse frm the list f pprtunities related t this cmpany that may be ptinally assciated with this activity. 13. The Prject drp dwn, displays a list f prjects related t this cmpany that may be ptinally assciated with this activity. 118

123 Hw D I In the Ntes text area, enter any ptinal ntes fr the activity. 15. The Date Added and Date Updated labels are updated autmatically. 16. Click the [Save] buttn. T View an activity 1. Select Activities frm the Cntacts main menu. 2. Click the icn frm the Activities listing page. 3. Selecting the Shw Activities fr all cntacts will allw yu t view activities fr all cntacts in the selected cmpany. Manage Prjects Prject Management Overview 119

124 Creative Manager Dcumentatin The prject management and tracking system f Creative Manager frm the hub f all the activity within the prduct. The system allws t track the full life cycle f each prject and all related financial transactins and prject related activities. The prject life cycle starts with a prject request. The system allws fr clients t lg int the system and enter their wn prject requests. Each prject request can als have a number f specificatin sheets used t detail the needs f the prject. Each prject request can have a custmizable apprval prcess assciated with it. Prject Requests are nt required t use the prject management system. When creating a new prject, the system allws yu t create the prject by cpying frm already existing prjects. This allws yu t cpy ver nt nly the prject schedule but als any estimates fr specificatins assciated with the prject. The system will als cpy the prject specificatin sheets assciated with a prject request frm r an pprtunity. The prject management system cnsists f several mdules which allw yu t track all aspects f a prject. The cre f the system is the prject tasks. The tasks frm the basis fr the prject schedule as well as the structure fr entering any estimates int the system. Each task can have multiple staff assignments assciated with it. When yur staff peple lg int the system each day, the system will present them with the tasks that are due n r befre tday that have nt been cmpleted. When a prject has an apprved budget and yu have assigned yur staff t each task, the system will allw yu t view the amunt f wrk each staff persn will have t allcate t them n a day-by-day basis. This makes it pssible fr yu t anticipate pssible verlad situatins well in advance f them happening. As each financial transactin is recrded int the system, yu can quickly and easily determine the financial status f any prject. All numbers were updated in real time t give yu the mst updated view f a prject. The system als allws yu t track change rders n a prject. One f the greatest dangers t nt making mney n a prject cmes frm changes that a client will make t the prject scpe. Creative Manager allws yu t dcument each change and it's 120

125 Hw D I... mnetary impact t the prject. The system als tracks which change rders have and have nt been apprved and will adjust the current budget accrdingly. Prject specificatins allw yu t create a ttally custmizable system t track all f the different technical and prductin related details f a prject. The creative brief Allws yu t fully dcument the creative directin f the prject and make it quickly and easily visible t all members f the team. Creative Manager als includes a full digital asset management system. With it, yu can track and catalg an unlimited number f files. Each file can have custmizable attributes and full-length descriptins that make it easier t search and find exactly the files that yu are lking fr. With the system, yu can track each revisin f a file and have the system autmatically remve lder versins f a file. The digital art preview system can be used t quickly gather feedback and apprval frm clients n digital art created fr prject. Summary and Detailed Tasks When determining hw t track yur prject, yu will likely divide it int majr sectins and mre detailed steps. In Creative Manager, the schedule can be used t rganize hw a prject is estimated and billed t a client. Yu can schedule either at a high level r a very detailed level. Yu can als estimate and track yur budgets either at a very high level r detailed level. Yu can even mix detail levels f budget tracking within a prject. When setting up the schedule, yu will have tw types f tasks: Summary and Detailed. Summary tasks r Phases frm the higher level parts f the prject, while the detailed tasks are the specific wrk assignments that yu want t give t peple. Yu d nt have t have summary tasks n a prject. Yu can easily create a simple schedule with nly detailed tasks n it. The level f detail that yu add t the schedule depends cmpletely n yur management style, the cmplexity f yur prjects and fr sme, the level f detail they need t shw a client. Creative Manager is flexible enugh t adjust t almst any need yu may have n a prject. The fllwing is an example f a typical print jb. Cncept Develpment (Summary Task) Kick-ff meeting (Detailed Task) Cncept/Creative Directin (Detailed Task) Initial Cncept Client Review/Apprval (Detailed Task) Client Cncept Revisins (Detailed Task) Prductin (Summary Task) Cpywriting - Revisins/Final (Detailed Task) Art Directin - Revisins/Final (Detailed Task) Clr Output (Detailed Task) Client Revisins (Detailed Task) Final Art (Summary Task) Final Client Apprval (Detailed Task) Prductin Art/Publicatin Set-up (Detailed Task) T Publicatins (Detailed Task) When setting up a schedule, there are sme basic rules t keep in mind: Setting the Budget Tracking Level When setting up the schedule, yu will need t decide at what level d yu want t track yur budget and estimate a prject. Yu can set the level at which yu will track a budget at any level in the prject, but yu can nt track a budget belw that level r abve it. Fr Example Web Site Cncept Develpment (Track Budget) Kick-ff meeting Cncept/Creative Directin 121

126 Creative Manager Dcumentatin Initial Cncept Client Review/Apprval Client Cncept Revisins Prductin Cpywriting - Revisins/Final (Track Budget) Art Directin - Revisins/Final (Track Budget) Clr Output (Track Budget) Client Revisins (Track Budget) In the schedule abve, it is acceptable t track a budget at the cncept develpment stage and at the Cpy Writing stage because n task abve r belw these tasks is als tracking a budget. But, keep in mind, that fr Cncept Develpment, yu will nt be able t estimate r track budget numbers fr Kick-Off Meeting, Cncept/Creative Directin r the ther tasks at this level. These are als example f acceptable levels f tracking a budget: Web Site Cncept Develpment (Track Budget) Kick-ff meeting Cncept/Creative Directin Initial Cncept Client Review/Apprval Client Cncept Revisins Prductin (Track Budget) Cpywriting - Revisins/Final Art Directin - Revisins/Final Clr Output Client Revisins OR Web Site (Track Budget) Cncept Develpment Kick-ff meeting Cncept/Creative Directin Initial Cncept Client Review/Apprval Client Cncept Revisins Prductin Cpywriting - Revisins/Final Art Directin - Revisins/Final Clr Output Client Revisins A cuple ther things t keep in mind abut budget tracking tasks: A budget tracking task MUST have a Task ID. This ID is used when entering transactins against this task. A budget tracking task can nt be set t nn budget tracking after an estimate r any transactins have been entered against it. 122

127 Hw D I... Assigning Peple Yu may be wndering where yu tell peple what t d n a prject. Yu can specify the peple wh shuld cmplete a task nly n Detailed Tasks. When yu specify which persn is wrking n that task, yu can als enter hw many hurs they have t cmplete the task. Each task has a duratin (specified in days) that smene has t cmplete an task. This may nt be the same as the number f hurs they have t cmplete it. A task may take smene 8 hurs t cmplete, but yu can give them 3 days t d it. Yu als have an ptin n a detailed task t say if that task shuld have the percentage cmplete reprted separately by each persn assigned r if the task is cmpleted all at nce fr everyne assigned. Fr example, yu may assign 3 peple t develp cncepts fr a prject. Each persn will have a different percentage cmplete and a different starting and cmpletin date. If yu check the "Enter Separate % Cmplete" ptin n a task, each persn can enter their wn percentage cmplete. The system updates the ttal percentage cmplete fr the task based n the weighted average f their allcated hurs. In ther cases, yu may have a task such as Review Designs with Client. In this case, yu may have yur AE and the client assigned t the task. But, when it cmes t marking the task cmplete, yu wuld nt expect yur client t enter that they are dne. In this case, the system will take the % cmplete and date and apply them t everyne n the task. Yu can als set up sme tasks that will nt appear n the schedule. These may be purely fr budget tracking purpses. An example f a task like this might be Prject Management. There is n real schedule t prject management (as it is dne ver the entire life f the prject). But yu may need yur prject manager t lg time against it s it can be billed ut. Yu can use the Schedule Task ptin t determine if this detailed task shuld shw up n the schedule r nt. Traffic Management Overview Summary and Detailed Tasks When determining hw t track yur prject, yu will likely divide it int majr sectins and mre detailed steps. In Creative Manager, the schedule can be used t rganize hw a prject is estimated and billed t a client. Yu can schedule either at a high level r a very detailed level. Yu can als estimate and track yur budgets either at a very high level r detailed level. Yu can even mix detail levels f budget tracking within a prject. When setting up the schedule, yu will have tw types f tasks: Summary and Detailed. Summary tasks r Phases frm the higher level parts f the prject, while the detailed tasks are the specific wrk assignments that yu want t give t peple. Yu d nt have t have summary tasks n a prject. Yu can easily create a simple schedule with nly detailed tasks n it. The level f detail that yu add t the schedule depends cmpletely n yur management style, the cmplexity f yur prjects and fr sme, the level f detail they need t shw a client. Creative Manager is flexible enugh t adjust t almst any need yu may have n a prject. The fllwing is an example f a typical print jb. Cncept Develpment (Summary Task) Kick-ff meeting (Detailed Task) Cncept/Creative Directin (Detailed Task) Initial Cncept Client Review/Apprval (Detailed Task) Client Cncept Revisins (Detailed Task) Prductin (Summary Task) Cpywriting - Revisins/Final (Detailed Task) Art Directin - Revisins/Final (Detailed Task) Clr Output (Detailed Task) Client Revisins (Detailed Task) 123

128 Creative Manager Dcumentatin Final Art (Summary Task) Final Client Apprval (Detailed Task) Prductin Art/Publicatin Set-up (Detailed Task) T Publicatins (Detailed Task) Assigning Peple Yu may be wndering where yu tell peple what t d n a prject. Yu can specify the peple wh shuld cmplete a task nly n Detailed Tasks. When yu specify which persn is wrking n that task, yu can als enter hw many hurs they have t cmplete the task. Each task has a duratin (specified in days) that smene has t cmplete an task. This may nt be the same as the number f hurs they have t cmplete it. A task may take smene 8 hurs t cmplete, but yu can give them 3 days t d it. Yu als have an ptin n a detailed task t say if that task shuld have the percentage cmplete reprted separately by each persn assigned r if the task is cmpleted all at nce fr everyne assigned. Fr example, yu may assign 3 peple t develp cncepts fr a prject. Each persn will have a different percentage cmplete and a different starting and cmpletin date. If yu check the "Enter Separate % Cmplete" ptin n a task, each persn can enter their wn percentage cmplete. The system updates the ttal percentage cmplete fr the task based n the weighted average f their allcated hurs. In ther cases, yu may have a task such as Review Designs with Client. In this case, yu may have yur AE and the client assigned t the task. But, when it cmes t marking the task cmplete, yu wuld nt expect yur client t enter that they are dne. In this case, the system will take the % cmplete and date and apply them t everyne n the task. Yu can als set up sme tasks that will nt appear n the schedule. These may be purely fr budget tracking purpses. An example f a task like this might be Prject Management. There is n real schedule t prject management (as it is dne ver the entire life f the prject). But yu may need yur prject manager t lg time against it s it can be billed ut. Yu can use the Schedule Task ptin t determine if this detailed task shuld shw up n the schedule r nt. Managing Traffic As a traffic manager, yu need t keep up n when everyne has cmpleted tasks n a prject, r when they shuld have finished, but have nt started yet. The assignment review screen allws yu t search fr all the assigned tasks in the system and find ut wh has cmpleted them. There are a secndary set f flags n every task called Reviewed By Traffic. This checkbx can be used as a secndary step in cmpleting tasks. What it helps traffic managers d is answer the questin "What has been cmpleted tday that I have nt checked up n yet?". Many cmpanies have their staff update their percentage cmplete n a task themselves. This can make it difficult fr a traffic manager that wants t be able t verify that the next persn in line has everything they need t begin wrk and that the last task was actually cmpleted. Using the assignment review screen, yu can easily pull up a list f all tasks cmpleted, but nt signed ff n as cmpleted by the traffic manager. After yu have checked up n everything and yu are sure that they can indeed be marked cmpleted, yu can select all these tasks and mark them as "Reviewed By Traffic". The next day, there will be a new list f tasks fr yu t review. Yu can als use this list t find all the tasks that were suppsed t be cmpleted tday, but have nt been cmpleted. Yu might als want t find a list f tasks that were suppsed t be started tday, but have nt had any updates t them. These management tls can help a busy traffic manager zer in n the items that need their attentin withut having t update huge spreadsheets and lists. Add Prject This screen is used t maintain basic setup infrmatin such as name, number and ther basic infrmatin T Add a Prject 1. Select Prject frm the main Prject menu. 2. Click the [New Prject] buttn. 3. This will direct yu t the Add Prject Screen 4. When creating a new prject, yu can either cpy the tasks frm a different prject, r yu can cpy the tasks based n the prject type. 1. Frm Anther Prject: When yu select this ptin, yu can select a different prject t cpy ver t the new prject. Yu can select t cpy in the estimates and any files and flders frm digital assets as well. 124

129 Hw D I Prject Type: In the prject type screen yu can specify which master tasks shuld be used and in which rder they get added nt the prject. 5. In the Basic Infrmatin sectin 1. In the Prject Name text bx enter a required name fr the prject. 2. In the Prject Number text bx either enter a prject number r leave the space blank t autmatically assign the next available prject number as defined in the system setup. 3. Frm the Office drp dwn, select a value frm the ffices defined in the Offices prtin f the system setup. 4. Frm the Accunt Manager drp dwn, select a persn frm a list f current emplyees. 5. Frm the Prject Type drp dwn, select a prject type frm the Prject Types defined in the system setup. 6. In the Client lk up, enter r select a required valid client id. 7. In the Client's Prject Number, enter an ptinal value fr the related client prject number. 8. In the Prject Request lkup, enter f select a valid prject request id. 6. In the Status sectin 1. In the Prductin Status drp dwn, select a required value reflecting the current status f the prject. 2. In the Billing Status drp dwn, select a required value reflecting the billing status f the prject. 3. Click the Clsed checkbx, t set the prject status t inactive. 4. In the Status Nte text bx, enter any ptinal ntes cncerning the status f the prject. 5. In the Next Steps.. text area, enter any ptinal cmments that yu may wish t save with the prject recrd. 6. The Date Created label will autmatically be updated by the system. 7. In the Schedule sectin 1. Frm the Start Date lk up, enter r select a valid required start date fr the prject. Once the recrd is saved this value cannt be changed. 2. In the Due Date lk up, enter r select a valid due date fr the prject. 3. In the Wrking Days selectin, select frm a list f days t indicate the days f the week that prductin will ccur fr the prject. At the bttm f the setup screen yu can identify what days are t be cnsidered wrking days fr this prject. Yu can als set the prject start and cmpletin date. The prject start date us used t schedule tasks that shuld begin as sn as pssible. All dates will be scheduled frm this date. The due date is used t turn tasks red when they finish after this date. This is used t alert yu when yu will nt be able t finish the prject in time. 8. The Custm Fields sectin will be displayed based n values prvided in the system setup. 9. In the Key Peple sectin, select frm the list f currenty active emplyees t assciate with key rles defined in the system setup. 10. Click the [Add Prject] buttn. Prject Setup This screen is used t maintain basic setup infrmatin such as name, number and ther basic infrmatin Setup a Prject 1. Select Prjects frm the main Prject menu 2. Either click the icn next t the crrespnding recrd, r click the [New Prject] buttn and cmplete the infrmatin n the Add Prject screen. 3. This will navigate yu t the Prject Dashbard screen. Frm this screen click the Prject Setup icn n the left menu tab. 4. In the Basic Infrmatin sectin 1. In the Prject Name text bx enter a required name fr the prject. 125

130 Creative Manager Dcumentatin 2. In the Prject Shrt Name text bx enter an abbreviated name fr the prject. This value will be displayed n many graphs, listings and reprts. 3. In the Prject Number text bx either enter a prject number r leave the space blank t autmatically assign the next available prject number as defined in the system setup. 4. Frm the Office drp dwn, select a value frm the ffices defined in the Offices prtin f the system setup. 5. Frm the Accunt Manager drp dwn, select a persn frm a list f current emplyees. 6. Frm the Prject Type drp dwn, select a prject type frm the Prject Types defined in the system setup. 7. In the Client lk up, enter r select a required valid client id. 8. In the Client's Prject Number, enter an ptinal value fr the related client prject number. 9. In the Prject Request lkup, enter f select a valid prject request id. 5. In the Status sectin 1. In the Prductin Status drp dwn, select a required value reflecting the current status f the prject. 2. In the Billing Status drp dwn, select a required value reflecting the billing status f the prject. 3. Click the Clsed checkbx, t set the prject status t inactive. 4. In the Status Nte text bx, enter any ptinal ntes cncerning the status f the prject. 5. In the Next Steps.. text area, enter any ptinal cmments that yu may wish t save with the prject recrd. 6. The Date Created label will autmatically be updated by the system. 6. In the Schedule sectin 1. Frm the Start Date lk up, enter r select a valid required start date fr the prject. Once the recrd is saved this value cannt be changed. 2. In the Due Date lk up, enter r select a valid due date fr the prject. 3. In the Wrking Days selectin, select frm a list f days t indicate the days f the week that prductin will ccur fr the prject. At the bttm f the setup screen yu can identify what days are t be cnsidered wrking days fr this prject. Yu can als set the prject start and cmpletin date. The prject start date us used t schedule tasks that shuld begin as sn as pssible. All dates will be scheduled frm this date. The due date is used t turn tasks red when they finish after this date. This is used t alert yu when yu will nt be able t finish the prject in time. 7. The Custm Fields sectin will be displayed based n values prvided in the system setup. 8. In the Key Peple sectin, select frm the list f currenty active emplyees t assciate with key rles defined in the system setup. 9. Click the [Save] buttn. Aut Allcating Hur and Assignments When set up crrectly, the aut allcatin feature f Creative Manager can save yu hurs n each prject by quickly and easily assigning the crrect hurs and peple t tasks and assignments based n a set f system standards that yu cntrl. There are a number f master files that are required t be set up crrectly fr the allcatin t wrk. On a prject, fr each task, the system allws yu t specify hw many hurs a persn has t wrk n a specific task. The hurs typically cme frm the apprved estimate(s) and the change rders. When yu enter a prject by Task and Persn, the system can pretty easily figure ut wh is suppsed t wrk n each task. But when yu estimate by service, the system des nt knw wh is perfrming what service n that prject. On each prject yu can specify which peple assigned t the prject are perfrming which services. Nrmally, this might take yu a while t set up, but the system allws yu t specify which services a persn perfrms in the cmpany n their emplyee recrd. When a persn is added t a prject, the system will autmatically assign them t the services based n the nes yu have set up n their emplyee recrd. Yu can change these n each prject. When yu allcate hurs frm a Task and Service estimate, the system will lk at each task and each service and then determine wh is perfrming that service n the prject. It will then take the ttal estimated hurs and divide it up amng all the peple assigned. Then the system ttals the number f hurs each persn gets acrss all the services n that ne task and allcates that many hurs t them n the task screen. If yu wuld like the system t figure ut wh shuld wrk n which assignments, yu can set up assignment types and specify which services are used n that type f assignment. The system will then lks at each assignment and finds its assignment type. 126

131 Hw D I... Then the system determines the list f services needed fr that type f assignment and finds all the peple wh are perfrming that service n the prject. Once the system creates the list f peple needed, it will autmatically assign them t the assignment. Prject Billing This screen allws users t manage billing infrmatin fr a prject. T prject edit billing Infrmatin 1. Select Prjects frm the main Prject menu 2. Either click the icn next t the crrespnding recrd, r click the [New Prject] buttn and cmplete the infrmatin n the Add Prject screen. 3. This will navigate yu t the Prject Dashbard screen. Frm this screen click the Prject Setup icn n the left menu tab. 4. Click the Billing tab at the tp f the screen. 5. Frm the Apprved Estimate drp dwn, select an estimate fr the prject based n any apprved estimates that are assciated with the prject. 6. Select the Template ptin if this prject is cnsidered a template. This separates these prjects int a different categry f prject that can be easily fund n the Add Prject screen. When a prject is a Template, yu d nt have t be assigned t it t be able t select it in the Add prject screen. This allws yu t have peple select a template when adding a prject, but nt necessarily edit it. If they are nt assigned, they will nt be able t edit it, but will be able t select in the Add Prject screen. 7. Frm the Billing Methd drp dwn, yu can select hw this prject shuld get billed. 1. Time and Materials. This prject type is used when yu typically bill all hurs and expenses t a client based n what was wrked. Yu may write ff sme transactins t get it clse t the budget. Yu They als billin client in advance fr a specific amunt and later create a mre detailed transactin invice and apply the advanced billing t it. The mre detailed invice built frm transactins is typically called an internal invice. 2. Fixed Fee. This type f prject is used when a client is given a hard figure fr the cst f a prject and it des nt matter hw many hurs yu wrk n it, the client will still get billed the same amunt. 3. Retainer. This type f prject is used when the labr (and smetimes expenses) are cvered under a retainer agreement. Retainers are used when the client is billed a single amunt fr several prjects which are cvered by ne retainer agreement. If yu select this ptin yu'll als need t select a specific retainer frm the retainer drp dwn menu. 8. Click the Nn Billable Prject check bx If yu wish t specify that this prject is nn billable. This will remve any labr and expense entries t this prject frm several different areas and reprts in the system. This can affect prfitability and chargeability reprts and metrics. 9. In the Labr sectin. 1. Select a value frm the Get Rates drp dwn bx. 2. The Override Rate fr Nn-Billable Services checkbx is used when the prjext is set t Get Rate frm Prject r Get Rate frm Client. In these cases, even thugh the rate is fixed it may be necessary t charge sme time at a nn-billable (zer) rate. If this checkbx is checked, and a nn-billable service is bked t the prject, instead f being billed at the fixed prject r client rate, it will be billed at zer. 3. In the Staff Rates sectin enter the hurly rate fr each resurce assigned t the prject. 10. In the Markups sectin 1. In the Get Rate Frm drp dwn, select a value 2. In the Markup % enter a percentage t markup billable hurs fr the prject. 3. In the Cmmissin % enter a percentage 11. Click the [Save] buttn. 127

132 Creative Manager Dcumentatin Grant Access Creative Manager security restricts peple frm seeing prjects that they are nt assigned t (with the exceptin f the administratr). If a persn is nt assigned t a prject, they have n visibility t the prject. T assign staff t a prject 1. Select Prjects frm the main Prject menu 2. Either click the icn next t the crrespnding recrd r click the [New Prject] buttn and cmplete the infrmatin n the Add Prject screen. 3. This will navigate yu t the Prject Dashbard screen. Frm this screen click the Prject Setup icn n the left menu tab. 4. Click the Grant Access tab at the tp f the screen. 5. The Assigned Peple displays a list f peple already assigned t the prject. T remve a persn click the icn. 6. The Available Peple sectin allw yu t search active staff members r cntacts, 7. In the search bx enter the cmpany, first name r last name f the persn yu are lking fr and click the [Search] buttn. 8. Frm the resulting search, click the check bx next t each persn and click the [Add Selected] buttn at the tp f the screen. 9. Click the icn t view the Resurce Lkup screen. Creative Brief This screen allws a user t enter a prject creative brief. This brief can be viewed frm the prject dashbard r printed by clicking the [Print] buttn n the actin tab. T Enter r View a Prject's Creative Brief 1. Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject 3. Frm the Prject Dashbard, click the Creative Brief icn n the left menu. 4. In First text bx, enter the subject fr the first item. 5. In the First text area, enter the bdy fr the first item 6. Cntinue fr the ther fields n the screen. 7. Click the [Save] buttn. Prject Specificatins Prject Spec sheets are ttally custmized t yur business. Yu can have as many different types f spec sheets as yu need, with as many fields n them as needed. A prject can have as many different Spec sheets as needed. If a prject is linked t a prject request, yu can cpy the specificatins frm the request when the prject is created. T Add r View Prject Specificatins 128

133 Hw D I Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject. 3. Frm the Prject Dashbard click the Prject Specs icn n the left vertical menu. 4. Frm the Actins click the Print All Specificatins link t print the prjects specs. 5. Existing specs will be listed in the Specificatins grid at the bttm f the page. T edit a spec click the icn next t crrespnding recrd. 6. T add a spec select the Specificatin Type frm the drp dwn menu. 1. Fr Audi Specificatins 1. In the Subject text bx, enter a required name fr the specificatin. 2. In the Descriptin text area, enter an ptinal descriptin fr the spec. 3. In the Prepare Fr text bx, enter an ptinal date fr the spec t be cmpleted. 4. In the Radi drp dwn, select an ptinal yes r n value. 5. In the Vide drp dwn, select an ptinal yes r n value. 6. Enter the desired custm fields that may appear accrding t the system setup. 7. Frm the Frmat Sectin 1. In the Beta text bx enter a value. 8. Click the [Save] buttn. 2. Fr Vide Duplicatin Specificatins 1. In the Subject text bx, enter a required subject fr the spec. 2. In the Descriptin text area, enter an ptinal descriptin fr the spec. 3. Enter the desired custm fields that may appear accrding t the system setup. 4. Click the [Save] buttn. 7. Frm the Actins tab 1. Yu may chse t either print the spec displayed r all specificatins in the prject. 2. If yu are the assigned apprver fr the change rder, yu may click the Apprve link t apprve the change rder. 8. Existing specificatins will be listed in the Specificatins grid belw. Click the icn t edit the recrd. Prject Miscellaneus Expenses Miscellaneus expenses are used t track expenditures n prjects that yu d nt directly purchase t the prject. These wuld include things such as clr cpies, vide tapes, binders, etc. Each item can have a cst assciated with it (but it des nt have t). Yu can create a list f standard items which can be selected frm a drp dwn list. Miscellaneus expenses are nt apprved as they have n true cst impact. Yu can nt edit an expense after it has been billed. Once the entry has been put in, it can be billed n a client invice. T Enter r View Prject Expenses 1. Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject 3. Frm the Prject Dashbard click the Misc Expenses icn n the left menu. 4. Existing Expenses will be listed in the grid belw, click the icn t edit the crrespnding recrd. 5. T add a new expense click the [New] buttn. 129

134 Creative Manager Dcumentatin 6. In the Date lkup select r enter a valid required date fr the expense. Typically tdays date. 7. Frm the Task ID lkup enter r select a required valid prject/task id t related the expense t. 8. Frm the Item lkup enter r select a valid item id defined in the system setup. Selecting an item frm the drp dwn list will bring ver the item name, standard unit cst, standard unit rate and descriptin. This will als update the markup % based n the markup amunt frm the cst t the billable rate. 9. In the Descriptin text bx enter an ptin descriptin fr the expense. 10. In the Quantity text bx enter an ptinal numeric value. 11. In the Unit Cst text bx enter a decimal cst fr the expense item. 12. In the Net Amunt text bx enter a required internal cst amunt fr the expense item. This cst will be applied against prjects and affect the prfitability f a prject. 13. Check the Billable checkbx if the expense id billable t the prject client. 14. In the Markup text bx enter the percentage t mark the net amunt up. 15. In the Unit Billable Rate text bx enter the billable rate per item t bill the client. 16. In the Grss Amunt text bx enter the ttal billable amunt t charge the client. 17. In the Cmments text bx enter any ptinal cmments yu have. 18. Click the [Save] buttn. Tracking Frms Overview Tracking frms are used t track all f the small details n a prject, r within yur cmpany in general. They can be custmized t meet yur needs and yu can have as many different types f tracking frms as yu need. Examples f tracking frms are: T d lists, actin items, issues, bugs, deliverables, creative briefs, wrk requests and mre. Yu can attach files t a tracking frm and keep ther peple ntified f changes using the system. Frms can exist at either the Cmpany r Prject level. They can als be set up t either be assigned t peple r nt be assigned t peple. T Add a Tracking Frm 1. Select Frms frm the main Staff menu. 2. Click the icn next t the related frm in the listing 3. On the next screen click the [New] buttn. 4. Enter the required infrmatin n the Frm detail page. 5. Fields will vary accrding t the frm type selected. Tracking frms are defined by the Administratr in the system setup. T Edit/Assign a Tracking Frms 1. Select Frms frm the main Staff menu. 2. Click the icn next t the related frm in the listing. 3. Click the in the listing next t tracking frm yu wish t edit. 4. Frm the [Frm Name] tab : 1. In the Subject text bx enter a subject fr the frm. 2. Select the Assigned T lkup using the icn. In Edit mde click the icn t remve the assigned us 3. If editing a prject frm, enter r select a valid prject number fr the frm. 4. Select r enter a valid Task ID frm the frm. 5. Select the Cntact Cmpany lkup using the icn. 130

135 Hw D I In the ppup windw enter any letter f the desired cmpany name and click the [Search] buttn. 1. Click the [Select] link t chse the cntact cmpany. 7. In the Due Date lkup, select r enter a valid due date fr the tracking frm. 8. Yu may indicate that the tracking frm has been cmpleted by checking the Cmpleted check bx. 9. Select frm the Pririty drp dwn t indicate the pririty fr the frm. 10. The Authr label will be defaulted t the name f the current user. 11. The Date Created label will be autmatically updated by the system. 12. Click the [Save] buttn. 13. Actins are displayed at the tp f the screen. 1. Add Attachment 2. Add Link 5. Frm, the Ntificatins tab: 1. In the Ntify these peple when the frm changes sectin 1. Chse frm the Available Peple drp dwn t restrict the listing t either Emplyees r Cntacts. 2. T selected Users 1. Select the peple that yu wish t add and click the icn. 2. Click the icn t select all peple listed. 3. T uncheck Users: 1. Uncheck the peple that yu wish t remve and click the left arrw icn. 2. Click the duble left arrw icn t remve all peple listed. 4. Click the [Save] buttn. Digital Art Reviews Part f cmpleting a creative prject fr a client is getting them t lk at artwrk and give yu their pinin. This ften includes meetings, printing, pstage and ther csts which take a lt f time and make the prject mre expensive. Creative Manager allws yu t streamline yur prcess by having yur client clients view files nline. Yu can als capture and stre their cmments n file fr later review. A review package cnsists f several review line items. Each line item has a subject and descriptin and either an attached file r a link t a web site. When the client reviews the package, they can enter cmments and an apprval status n each line item. When a persn reviews an item, they must finalize their respnse in rder t cmplete their review. Each package can be sent t a grup f peple either all at the same time, r in a specified rder. When a package is sent t everyne at nce, each persn is sent an ntifying them that they have smething t review and a link directly t the site. Each persn has the ability t enter cmments regardless if smene else rejects an item. yu will receive an with the details f their review when each persn cmpletes the review. When a package is sent t peple in a specified rder, the system will send an nly t the next persn in line. As each persn cmpletes their review, the next persn in line will receive an . If ne persn in the chain rejects an item, the prcessing stps and the review is cmpleted. T add a Digital Art Review Package 1. Select the Prject that yu wuld like t add the Review Package t 2. Select the Digital Art Review ptin frm the side menu. 3. In the Subject text bx, enter a descriptive subject fr this review package. 4. In the Descriptin text bx, enter a descriptin f the review package s that peple reviewing it knw what it is abut. 5. In the Due Date text bx, enter a date that yu need t get respnses back frm peple by. 131

136 Creative Manager Dcumentatin 6. Select the View Others Cmments check bx if yu want peple reviewing the package t be able t view ther peple's cmments that have already been entered. 7. Select the desired methd that yu want this package sent t peple 1. Select the t everyne at nce ptin if yu want everyne t be able t review the package at the same time. Everyne gets the at the same time and if smene rejects an item, ther peple can still review the package. 2. Select the in the selected rder ptin if yu want peple t review the package in a specific rder. Each persn will receive an after the persn befre them has cmpleted the review. If they reject an item, the prcess stps. 8. In the Send Updates t drp dwn bx, select the persn wh updates t the request package will be sent t. When smene finalizes their respnse, the system will this persn with the persn's cmments. 9. Click the [Save] buttn. Once the basic infrmatin abut the package has been added, yu can add items t review and select peple t send this review t. T add peple t the review package 1. Click the icn t pp up the search windw. 2. The search windw will pp up a list f all the staff peple by default. Click the Select link t add the persn t the review package. 3. Yu can mve the peple up r dwn using the arrws next t each persn's name. 4. Click the icn t remve smene frm the list. T add an attachment item 1. In the Title text bx, enter a descriptive title fr this item. 2. In the Descriptin text bx, enter a descriptin fr this item t relate t the reviewer what the item is abut. 3. Select the Add a File ptin. 4. In the File Name text bx, enter the path t the file yu want t uplad r use the brwse buttn t select the file yu want t uplad. 5. Click the [Add Item] buttn T add a Web Link item 1. In the Title text bx, enter a descriptive title fr this item. 2. In the Descriptin text bx, enter a descriptin fr this item t relate t the reviewer what the item is abut. 3. Select the Add a Web Link ptin. 4. In the Web Address text bx, enter the URL t the web page yu want t link t. Yu d nt have t add the t the frnt f URL 5. In the Display Name fr Link text bx, enter a display name fr this link. This is what the persn will see fr the link. 6. Click the [Add Item] buttn Schedules Adding a Task 132

137 Hw D I... When yu create a schedule, there are tw types f tasks that yu can add t a schedule: Summary and Tracking tasks. A summary task is used fr rganizing tracking tasks n a schedule. Summary tasks can be used t grup tracking tasks tgether int grups r phases f a prject. The structure f the prject is imprtant because the task structure is used when aut generating invices and estimates fr a client. When printing an invice, yu can hide the tracking tasks and nly shw the summary tasks n the invice r estimate. Yu can assign peple t each task and describe the wrk yu need cmpleted. If yu assign yur staff and enter a budget fr a task, the system will shw yu hw busy yur staff will be n a day t day basis. Yu can als create relatinships between tasks called predecessrs. When yu assign a task as a predecessr t this task, yu are telling the system that this task shuld ccur after that task has been cmpleted. T Add a Summary Task 1. Select the Prject yu want t add a task t 2. Select the Schedule ptin frm the side menu. 3. Click the [New Task] buttn. 4. Select Summary frm the Task Type text bx. 5. In the Task ID text bx, enter a unique ID fr this task. The task ID can include numbers and letters. 6. In the Name text bx, enter a descriptive label fr this task. 7. In the Part f Summary Task text bx, enter a Task ID f a summary task that yu want this task t be displayed under. When yu d this, the task will appear indented and under the task specified in this bx. 8. Select the Shw n Schedule ptin, t shw this task n the time line and ther schedule reprts. 9. Select the Track Budgets and Expenses ptin, if yu want t enter time and expenses fr this task. 10. Select the Hide frm Client ptin, if yu d nt want the client t be able t see this task when they view the schedule frm the client vendr lgin pages. 11. Select the Allw n All Timesheets ptin if yu want anyne t be able t charge time t this task. This setting is useful fr situatins where yu have elected t nly allw peple t charge time t tasks that they are assigned t. Peple will ften set up an administrative prject t track vacatin, sick time and ther administrative things. This setting allws yu t still frce peple t nly charge time t assigned tasks, but als nt have t add everyne nt the administrative tasks making them easier t manage. 12. Select the Shw Descriptin n Estimate ptin, if yu want the descriptin belw the task t display n the printed estimate. 13. In the Descriptin text bx, enter a descriptin fr this task. 14. Click the [Save] buttn. T add a Tracking Task 1. Select the Prject yu want t add a task t 2. Select the Schedule ptin frm the side menu. 3. Click the [New Task] buttn. 4. Select Tracking frm the Task Type drp dwn. 5. In the Task ID text bx, enter a unique ID fr this task. The task ID can include numbers and letters. 6. In the Name text bx, enter a descriptive label fr this task. 7. In the Part f Summary Task text bx, enter a Task ID f a summary task that yu want this task t be displayed under. When yu d this, the task will appear indented and under the task specified in this bx. 8. Select the Shw n Schedule ptin t shw this task n the time line and ther schedule reprts. 9. Select the Track Budgets and Expenses ptin if yu want t enter time and expenses. 133

138 Creative Manager Dcumentatin 10. Select the Hide frm Client ptin if yu d nt want the client t be able t see this task when they view the schedule frm the client vendr lgin pages. 11. Planned Schedule Infrmatin 1. In the Scheduling Cnstraint drp dwn, select the apprpriate ptin fr this task 1. Start as Sn As Pssible is used if yu want the system t autmatically schedule the task as sn as pssible. 2. Must Start n the Plan Start Date is used if yu want t specify a start date fr the task. The end date is determined based n the duratin, and the task will nt mve because f ther dependencies. A planned start date is required with this ptin. 3. Must Finish n the Plan Cmpletin Date is used if yu want t specify an end date fr the task. The start date is determined based n the duratin f the task and will nt mve because f ther dependencies. A planned cmpletin date is required with this ptin. 4. Must Start and Finish n the Plan Dates is used if yu want t specify the start and end dates fr the task. N duratin is specified with this ptin, but a planned start and cmplete date are required. 2. In the Duratin text bx, enter the number f days that this task will take. Yu can nly enter whle days. If yu enter a 0, the task is cnsidered a milestne and the task takes n time. Yu may cnsider that if yu have several tasks ccurring n the same day, yur tasks may be t detailed and yu may want t add these details as assignments. 3. In the Plan Start text bx, enter the date the task must start n. 4. In the Plan Cmpletin text bx, enter the date the task must be cmpleted by. 5. The Baseline Start and Cmpletin dates are used fr tracking the riginal schedule. After yu have created a schedule and the client agrees t the dates, yu can finalize the schedule s that yu can see hw the actual schedule changes frm the riginal schedule. 12. Actual Schedule Infrmatin 1. In the Actual Start text bx, enter the date the task actually starts. This date is updated based n input frm staff as they cmplete tasks. 2. In the Actual Cmpletin text bx, enter the date the task was actually cmpleted. 3. In the Percent Cmpletin text bx, enter the percentage that this task has been cmpleted. If the percentage is greater than 0, yu must have an actual start date. If the percentage is equal t 100, there must be an actual cmpletin date. 4. In the Status Cmments text bx, enter any cmments fr this task n the current status. 13. Billing Infrmatin 1. In the Markup text bx, enter the percentage markup, that expenses bked t this task shuld be marked up. This percentage is nly used if the prject is setup t get markups frm the task. 2. When an invice is created frm the Billing Wrksheet, yu can create it using the tasks. The tasks with the Taxable ptin selected will be flagged as taxable n the invice. 3. In the Billing Item drp dwn, select the billing item that shuld be defaulted nt a line item when an invice is created using the By Tasks ptin. This is primarily used if yu are exprting invices t Quickbks. 4. Select the Shw Descriptin n Estimate ptin if yu want the descriptin belw the task t display n the printed estimate. 5. In the Descriptin text bx, enter a descriptin fr this task. Allcating Hurs t Peple On the right hand side f the screen yu will see a list f all peple wh have access t the prject. If the persn yu need is nt in the list, yu can search fr them using the link at the tp f the list. When yu add these peple t the list, yu are als granting them access t this prject. T allcate hurs t a persn, check the bx next t their name and enter the number f hurs t 134

139 Hw D I... allcate. If there is an apprved estimate, yu will the estimated number f hurs belw the list f peple. These hurs shw up in tw main places. They shw up n the tp f the My Assignments page when peple enter time. These hurs are als used t determine hw busy a persn is n the Traffic / Staff Schedules page. Predecessrs This screen allws users t define predecessrs t tasks defined in the prject schedule T define a predecessr 1. Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject 3. Click the Schedule tab n the left hand menu. 4. Click the icn next t the task yu wish t edit. 5. Select the task yu wish t assign in the Task drp dwn. 6. Frm the Predecessr lk up enter r select a required valid task id. 7. In the Lag text bx enter a numeric value fr the number f days required between the end f the end date f the predecessr, and the dependant task. 8. Click the [Save] buttn 9. Predecessrs already entered fr the selected task will appear in the listing grid belw. Click the icn t edit the recrd. Assignments While Tasks are the main sectins f a jb, the assignments are the specific t-d's that yu need peple t d. Assignments wrk like a sub task under a task. They are perfrmed in a specific rder and can have several peple assigned t them. Each assignment is scheduled inside f a task. S depending n the task start date, all assignments are scheduled frm that pint frward. Assignments als determine the verall duratin f the task. As actual start and finish dates are entered, the system will update the task with these dates as well as the percentage cmplete. When yu are deciding what t make a task and what t make an assignment, yu shuld fllw these guidelines: 1. Tasks are used t track financial number n a prject. If yu want yur invices and estimates t lk like a schedule (as ppsed t a listing f services and expenses), yu shuld set up yur tasks at this level 2. The task level is what a client will see when they lg int the client prtal and view a schedule 3. Tasks shuld be set up at the lwest level that yu want t track time r expenses. Be careful with this as there is a tendency t create t many tasks and track time int very small buckets. This makes it mre difficult fr peple t figure ut where t track time and expenses. 4. Assignments are the mechanism t tell peple n a prject that they need t perfrm sme wrk. Yu d nt track time t an assignment, but it des shw up n the My Assignments list. T Add an Assignment 1. Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject 3. Click the Schedule tab n the left hand vertical menu. 4. Click the icn next t the task that yu wish t assign a resurce. 5. Select the Assignments tab. 6. On the Assignments screen 1. Yu may select the task that yu wish t assign a resurce t, in the Task drp dwn. 135

140 Creative Manager Dcumentatin 2. In the Title text bx, enter an ptinal title fr the task assignment. 3. In the Descriptin f Wrk text area, enter an ptinal detail fr the task being perfrmed. 4. In the Due by Time text area, yu can ptinally add a date r a text cmment i.e ( T press check by 1:00) 5. In the Duratin text bx, enter the number f days yu anticipate this assignment t take. If it is set t 0, then the next assignment will start n the same day. When using assignments, the system will autmatically adjust the duratin f the task t match the ttal duratin f the assignments. 6. In the Must Start On text bx, enter a date if yu want t require that this assignment happen n a particular date. This is useful fr client meetings and deadlines that d nt mve. 7. In the Pririty text bx, select a pririty fr this assignment. This will affect the srt rder fr this assignment n traffic reprts. 8. In the Order text bx, enter a number that crrespnds t the rder in which this assignment shuld be dne relative t the thers. Yu can have tw assignments with the same rder number. This will cause them t start at the same time. Any assignment with a higher number will nt be ntified until bth assignments have been finished. Yur rder numbers d nt have t be exactly sequential (ie. it is k t number them 1,2,3,5,7,9) s if yu delete ne, yu d nt have t rerder the thers. 9. Select the Hide frm Client ptin if yu d nt want the client t see this assignment. Clients must have security clearance t see assignments n any prject. 10. In the Actual Start date lk up, enter r select a the date the assignment actually started. Typically this is entered by the assigned individuals when they enter their time. 11. In the Actual Cmpletin date lk up, enter r select the date the assignment was cmpleted. Typically this is entered by the assigned individuals when they enter their time. 12. In the Percentage Cmplete text bx, enter the amunt f wrk cmpleted by this task assignment. This value can be entered in a decimal frmat. 13. Select the Reviewed by Traffic check bx if the cmpletin f this assignment has been reviewed by the traffic department. 14. Click the [Save] buttn 15. Select the peple assigned t this assignment frm the list at the right. There is an ptin at the tp f the screen t nly see peple with allcated hurs which can help finding the apprpriate peple t assign. 16. Once an assignment has been saved, yu can add attachments that will be available fr dwnlad frm the My Assignments screen. 7. Any ther assignments fr the selected task will be displayed in the listing grid at the bttm f the screen. Click the icn t edit the recrd. Estimates and Budgets Prject Estimates Estimates can be entered after the tasks have been setup. Yu can set up as many different estimates as yu want with the system and then select the apprved estimate later. This is useful if yu client asks yu t qute a jb several different ways. Yu can als have several apprved estimates n a single prject. Each estimate is either an estimate fr new wrk r a change rder fr an existing estimate. When yu specify that an estimate is a change rder, the budget amunts are rlled up t the prject and task in separate buckets. T Add a Prject Estimate 1. Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject 3. Frm the Prject Dashbard click the Budget and Estimates icn n the left menu 136

141 Hw D I Frm the Apprved Budget Screen click the Estimates tab. 5. Any existing estimates will appear in the listing grid belw. 6. Click the [New] buttn. 7. In the Name text bx, enter a required name fr the estimate. 8. In the Revisin text bx, enter a required revisin number fr the estimate. 9. In the Estimate Number text bx, yu can either enter a value, r leave it blank t have the system aut generate a number fr yu. Estimate numbers are based n the prject number and a sequential number based n the number f estimates in the prject. 10. Frm the Type f Estimate drp dwn select frm the fllwing chices. Each chice will affect hw yu are able t enter detailed estimate infrmatin. Yu can have different types f estimates n the same prject. The Estimate type cannt be changed nce the estimate has been saved. 1. Tasks Only Shws yu a summary grid where yu can quickly enter in hurs and expense amunts by task. Fr Labr, enter the estimated number f hurs and the blended billing rate used t arrive at the ttal labr dllars. Csts fr labr are calculated using the hurly cst amunt n a persn s emplyee r cntact recrd in the system. Fr expenses yu can enter a Net amunt, a markup percentage and the Grss amunt fr the task. 2. Service Only Allws yu t enter yu labr estimates by service nly. This methd has sme limitatins in that it des nt allw yu t view yur budget by task and will nt wrk fr autmatically allcating hurs t tasks and assignments. But this is ften the easiest transitin fr peple used t estimating this way. 3. Detailed by Task and Service This is a mre detailed type f estimate. Labr and Expenses are entered n tw separate screens and entered in mre detail. The labr estimating screen has the prject's tasks dwn the left and yur cmpany's services acrss the tp. The system will determine the billing rates using either the rate sheet specified fr the prject r using the default rates fr each service. The grid will then ttal the hurs and amunts by service and task 4. Detailed by Task and Persn This type f estimate allws yu t specify the peple wh will be wrking n a prject and wh will be ding what. If yu use this methd f estimating, when the estimate is cmpleted, yu can update the assignments n the tasks t reflect the apprved estimate hurs. This can greatly speed up the amunt f time t create a schedule. 11. Select the Change Order ptin if this estimate shuld be cnsidered a change rder. 12. In the Primary Cntact drp dwn, select a cntact name that this estimate is fr. This field allws yu t select address frm the cntact when printing the estimate. 13. In the Estimate Date text bx, enter a specific date yu wuld like t appear n the estimate. If this is left blank, the system will use the date when it is printed. 14. In the Delivery Date text bx, enter a delivery date fr this prject. If the date is left blank, it will nt appear n the printed estimate. 15. Frm the Template drp dwn, select frm the Estimate Templates defined in the system setup. 16. Frm the Sales Tax drp dwn, select a value frm the Sales Tax Cdes defined in the system setup 17. Frm the Sales Tax 2 drp dwn, select a value frm the Sales Tax Cdes defined in the system setup. The sales tax setup n an estimate wrks the same as the sales tax n an invice. 137

142 Creative Manager Dcumentatin 18. Use the Labr Taxable drp dwn t select if labr shuld be cnsidered taxable n this estimate. Yu can select: 1. Nt Taxable t exclude labr frm the tax calculatin 2. Taxable by Task t have the system lk at each task t determine if that specific task is taxable. 3. Taxable by Prject t have the system cnsider all labr as taxable n the prject. 19. Use the lkup t select an Internal Apprver fr the estimate. There must always be an internal apprver, but nt necessarily an external apprver. If n external apprver is selected, the estimate is autmatically apprved when the internal apprver apprves the estimate. 20. Once the Estimate has been sent fr internal apprval, yu can enter a due date in the Internal Apprval Due Date text bx. If yu leave it blank, it will nt trigger a ntificatin fr the estimate being late. If yu enter a date and yu are subscribed t get the verdue budgets ntificatin, yu will receive an when the due date fr this estimate passes and it has nt been apprved. 21. Use the lkup t select an External Apprver fr the estimate. The lkup is restricted t cntacts in the system that wrk fr the client specified n the prject. If the persn selected has nt been granted access t the prject, they will be when yu select them. After the estimate has been apprved by the internal apprver, it will be sent t the external apprver t review. This persn can lg nt the system and print the estimate. They can then either apprve r reject an estimate with cmments. If an estimate has multiple quantities, they will be prmpted t chse a specific quantity ptin that they are apprving. 22. Once the Estimate has been apprved internally, yu can enter a due date in the External Apprval Due Date text bx. If yu leave it blank, it will nt trigger a ntificatin fr the estimate being late. If yu enter a date and yu are subscribed t get the verdue budgets ntificatin, yu will receive an when the due date fr this estimate passes and it has nt been apprved. 23. In the Descriptin text area, enter an ptinal descriptin fr the estimate. 24. In the Labr Cntingency bx, enter a percentage labr cntingency that yu wuld like t add t yur estimates. The system will calculate a percentage f all labr n the estimate and shw this amunt as a separate line belw the ttal fr the estimate. The text that is shw n the estimate is specified in the Estimate Template. 25. Select the Allw Multiple Quantities bx if yu wuld like t enter different quantity ptins fr yur expenses. This ptin will allw yu t enter up t 6 different ptins fr yur expenses. In the bxes belw, enter the labels as yu wuld like them t appear n the estimate. 26. The Estimating Services list shw the selected services fr this estimate. If yu click the pencil, yu can edit which services are used and what rate is used fr that service. 27. The labels Hurs,Ttal Labr,Net Expenses,Grss Expenses and Sales Tax Amunt will be autmatically ttaled by the system. 28. Click the [Save] buttn. 29. Once the estimate has been saved. the cntents f this screen will vary accrding t the Estimate Type and Template that yu have chsen. 1. Estimating by Tasks 1. Click the Detail tab and enter the labr and expense values fr each task 2. Click the [Save] buttn. 2. Estimating by Service Only 1. Click n the details tab. Yu will see a list f all selected services gruped by Billing Item. Yu can change the rate f the service directly in this screen rather than using the pp up if yu want. Enter the number f hurs needed fr each service. 3. Entering Estimates by Task and Persn 138

143 Hw D I T add peple t the estimate click the Peple tab. 1. Frm the Persn drp dwn, select frm the list f peple added t the prject 2. In the Billing Rate text bx, enter a required bill rate fr all tasks the persn will be assigned t. 3. Click the [Save] buttn. 4. Resurces added t the prject will then be listed in the persn grid belw. Click the icn t assign the persn t a task. 2. Click the Labr tab at the tp f the screen. 1. Any resurces that yu have added t the prject will be listed at the tp f the prject task grid. Enter the amunt f hurs estimated fr each resurce next t the assigned task. 2. Click the [Save] buttn. 3. Click the Expense tab at the tp f the screen 1. See Entering an Expense belw 4. Estimating by Task and Service 1. Click the Labr tab at the tp f the screen. 1. Any service that yu have added t the prject will be listed at the tp f the prject task grid. Enter the amunt f hurs estimated fr each service next t the task. 2. Click the [Save] buttn. 2. Click the Expense tab at the tp f the screen 1. See Entering an Expense belw 5. This type f estimate allws yu t specify the peple wh will be wrking n a prject and wh will be ding what. If yu use this methd f estimating, when the estimate is cmpleted, yu can update the assignments n the tasks t reflect the apprved estimate hurs. This can greatly speed up the amunt f time t create a schedule. 30. Click the [Save] buttn Entering an Expense Each expense n a prject is entered as a separate item in the estimate. Yu can tie each estimated expense t either an item r a task depending n the ptins selected in the system. T add a new expense 1. In the Task bx, enter the task n the prject t relate this estimate t. This may be required depending n yur selected ptins. 2. In the Item ID bx, enter the item ID t tie this expense t. This may be required depending n yur selected ptins. 3. In the Vendr ID bx, yu can enter the vendr ID fr the cmpany that yu will purchase this item frm. This is nt required, but makes generating purchase rders frm yur estimate faster later. 4. In the Class ID bx, yu will need t enter a class ID if a class is required n yur purchases. If yu d nt require a class n transactins, yu d nt have t enter this. The Class ID gets transferred t the Purchase Order when yu generate a PO frm an estimated item. 5. Enter a Shrt Descriptin f the expense. 6. Enter a Lng Descriptin f the expense if yu wish t relate mre explanatin f the expense t a client n the estimate. 7. Select Tax 1 if the sales tax 1 applies t this expense. 8. Select Tax 2 if the sales tax 2 applies t this expense. 9. Select the Billable ptin if this expense is billable t the client. 139

144 Creative Manager Dcumentatin 10. If yu have selected Allw Multiple Quantities n the estimate, yu will see ne set f bxes fr Quantity, Unit Cst, UOM, Net, Markup, Grss fr each ptin. If yu have nt selected the multiple quantity ptin, yu will see nly ne set f bxes fr the amunts. 11. Click [Save] t save the expense t the estimate. T Apprve the Estimate 1. Frm the Actins Tab click the Apprve link. This will cause the estimate amunts t shw up n prject reprts. 2. Frm the Actins Tab click the Un Apprve link. t un apprve the estimate 3. Clicking the Cpy link will create an exact cpy f the current estimate, which will be listed in the prject estimates grid. Use Digital Assets Digital Assets Overview Creative Managers Digital Asset system allws yu t stre files f any kind file and share it with thers n yur team. The system wrks very similar t the file management system n yur current cmputer with sme additinal functinality t make it pssible t track revisins and easily share files with clients. Each prject has its wn digital assets area and yu must have access t the prject in rder t view any f the files. The main interface is brken dwn int several areas. 1. The digital assets flders. These frm the basis fr rganizing yur files in the system. They wrk the same way as the flders n yur cmputer. 2. Client flders allw yu t create a separate flder structure fr yur clients t view files. This gives yu an easy way t share files with yur clients. Simply by assciating the file with a client flder, yur clients will have access t view and dwnlad these file. 3. The search utility allws yu t quickly find the files yu are lking fr. The system uses a full text search engine that allws the system t search fr wrds nt nly in the descriptin f the file, but als in the cntent f the file. Yu can als specify custmized attributes r keywrds that allw yu t categrize yu files. 4. The main file view area. This is where yu can view, update add and edit files. T View a Prjects Digital Assets 1. Select Prject frm the main Prject menu 2. Frm the Prject Listing click the icn next t the crrespnding prject 3. Frm the Prject Dashbard click the Digital Assets icn n the left menu. 4. On the Flder View Tab yu may change the files and prperties fr the default rt flder f the prjects assets 5. Fr mre Infrmatin see the fllwing 1. Managing Digital Asset Files 2. Managing Digital Asset Flders 3. Security Rights 4. Client Flders 6. On the Search tab yu may search the prject fr Digital Assets. Fr mre infrmatin see: Searching 140

145 Hw D I... File Overview This page allws a user t manage details f a digital asset file. T View Details 1. Frm the Prject Listing click the icn next t the crrespnding prject 2. Frm the Prject Dashbard click the Digital Assets icn n the left menu. 3. Click the [Search] tab. 4. Enter the s search desired criteria. 5. In the results grid click the icn. 6. Frm the File ptin bx the fllwing chices are available 1. Click the File Overview link t view a static listing f file details 2. Click the Edit File Prperties link t edit the files prperties 1. In the Name text bx enter the name f the physical file, 2. Frm the Flder drp dwn select either the rt directry (Dcuments) r select frm any existing custm child directries that have been created t name the lcatin f the file. 3. Frm the Client Flder drp dwn select either nt viewable by clients r select frm any existing custm child directries that have been created t name the lcatin f the file. Files selected as nt viewable will nt be able t be seen by client frm the client/vendr lgin sectin. 4. Click the Stre Prir Versins check bx t retain lder versins f the file. If this ptin is selected yu will als be able t indicated rather r nt t Stre all Past Versins f the dcument as well, un checking this ptin will allw yu t enter the number f past versins that yu wish t stre. 5. In the Descriptin text bx enter any additinal cmments yu may have fr the file versin. 6. In the Surce Sectin select ne r mre f the fllwing 1. Client 2. In Huse 3. Purchased 7. In the File Type chse ne f the fllwing 1. Cllateral 2. Dcumentatin 3. Initial Design 8. Click the [Save] buttn. 3. Click the Dwnlad link t dwnlad the file. 4. Click the Check Out link t lg yur changes t the file. 1. The Name label will display the name f the physical file. 2. In the Check Out Cmments text area enter any ptinal cmments yu may have fr the check ut. 3. Check the Lck Dcument ptin t prevent ther users frm altering the file while yu have it checked ut. 141

146 Creative Manager Dcumentatin 4. Frm the Ntify Team Members sectin select frm a list f assigned prject team members t ntify cncerning the check ut. 5. Click the [Check Out] buttn. 6. T und the check ut click the Und Check Out link t return the file. 5. Click the Uplad New Versin link t add a new file versin t the prject. 1. The Name label will display the name f the physical file. 2. In the Check Out Cmments text area enter any ptinal cmments yu may have fr the check ut. 3. Check the Lck Dcument ptin t prevent ther users frm altering the file while yu have it checked ut. 4. Frm the Ntify Team Members sectin select frm a list f assigned prject team members t ntify cncerning the check ut. 5. Click the [Uplad File] buttn 6. Click the Edit Rights link t view and edit permissins f the file 1. The Grid t the right f the tls menu will display a list f all Security Grups defined in the system. 2. Frm the Listing belw select frm users in the system t assign specific rights fr that user. 3. In the Rights Grid select frm the fllwing fr each security grup r user: 1. Check the Read check bx t make the file viewable t the user r grup. 2. Check the Update check bx t allw the user r security grup t update the file and prperties. These changes will be stred if file versin tracking fr the file has been enabled. 3. Check the Change check bx t allw the user r grup t alter all prperties f the file. 4. Check the Delete check bx t allw the user r grup t delete the file. 4. Click the [Update Rights] buttn. 7. Click the Delete link t delete the file and all versin histry. 8. Click the Prir Versins link t view a versin histry f the file. 9. Click the Access Lg link t view a lg f all users wh have accessed the file. 10. The Client Flders link allws yu t alter the client prperties f the file. Searching The search utility allws yu t quickly find the files yu are lking fr. The system uses a full text search engine that allws the system t search fr wrds nt nly in the descriptin f the file, but als in the cntent f the file. Yu can als specify custmized attributes r keywrds that allw yu t categrize yu files. 1. T Search a Prjects Digital Assets 1. Frm the Prject Listing click the icn next t the crrespnding prject 2. Frm the Prject Dashbard click the Digital Assets icn n the left menu. 3. Click the [Search] tab. 142

147 Hw D I In the Search Optins sectin 1. In the Search fr Files Named text bx enter as many characters f the desired files name as yu like, text entered is nt case sensitive. 2. In the Cntaining Text text bx enter a text value t be search in any existing text files in the prject. 3. Click the Whle Wrds Only check bx t return files cntaining nly the entire wrd(s) entered. 4. T restrict the files returned Check ne f the fllwing ptins: 1. Click the Exact Phrase Optin t return files cntaining the exact phrase wrds entered. 1. Fr example entering a search criteria f "Prject Planning" wuld nly return a file(s) cntaining the text "Prject Deplyment Planning" but nt a file cntaining the text "Prject Resurce Planning" 2. Click the Any Wrd ptin t return files cntaining any f the wrds in the search criteria 1. Fr example entering a search criteria f "Prject Planning" wuld nly return a file(s) cntaining the text "Prject" r "Planning" 3. Click the All Wrds ptin t return files cntaining all f the wrds in the search criteria 1. Fr example entering a search criteria f "Prject Planning" wuld return a file(s) cntaining the text "Prject" and "Planning" 5. In the Range f Search sectin select ne f the fllwing 1. Click the Current Prject radi buttn t search within the current prject. 2. Click the All Prjects radi buttn t search within all prjects that yu are assigned t. 6. Frm the Thumbnails drp dwn bx select either nt t display thumbnails r the thumbnail size fr the resulting images files. 5. In the File Attributes sectin 1. In the Surce Sectin select ne r mre f the fllwing 1. Client 2. In Huse 3. Purchased 2. In the File Type chse ne f the fllwing 1. Cllateral 2. Dcumentatin 3. Initial Design 6. Click the [Search] buttn 7. The any results returned frm the search will displayed in the grid t the right f the search dialgue. In the grid select frm the fllwing viewing ptins 1. Click the icn t view File Details. 2. Click the icn t dwnlad the selected file. 3. Click the icn t view File Checkut ptins. 4. Click the icn t uplad a new File Versin. 143

148 Creative Manager Dcumentatin 5. Click the t delete the selected rights. Client Flders Client flders allw yu t create a separate flder structure fr yur clients t view files. This gives yu an easy way t share files with yur clients. Simply by assciating the file with a client flder, yur clients will have access t view and dwnlad these file. Client flders give yu an easy way t allw clients (peple with a client / vendr lgin) t view and dwnlad files. Client flders are just like regular flders. Yu can create as many as yu wuld like with as deep a flder structure as yu need. Yu can then place a file in the flder and it will be visible t a client. The client nly has the ability t dwnlad the file. Nt update it. 1. T View a Prjects Digital Assets Client Flders 1. Frm the Prject Listing click the icn next t the crrespnding prject 2. Frm the Prject Dashbard click the Digital Assets icn n the left menu. 3. Click the [Search] tab. 4. Enter the s search desired criteria. 5. Frm the File ptin sectin yu may d the fllwing 2. T Add a client flder click the Add Client Flder link frm the Flder tlbx. 1. In the Name text bx enter a required name fre the new flder. 2. Frm the Parent Flder drp dwn select either the N Parent Flder ptin t make the flder viewable frm the rt level f the listing r select an existing flder t place the new flder 3. Click the [Save] buttn 3. T Delete a client flder 1. Select the Client Flder and click the [Delete] buttn. 2. Deleting a client flder will nt delete the cntents in the prject but nly affect the files that a client can view. Use the Media System Creative Manager Detailed Design Dcument Media Estimates Overview / Use Cases Media Estimates are used as an rganizing element fr all f yur insertin and bradcast rders by client. The current release des nt supprt a specific estimating capability fr media. The estimate is als used fr integrating the system with ther media buying systems. Each bradcast and Insertin rder can be linked t a Media Estimate and can be viewed and printed frm the Estimate Screen. Special Fields There are several fields in the system that yu may r may nt see based n yur ptins, but yu will see mentined in the help guide. These include: Cmpany Office 144

149 Hw D I... Department Item Task Class If yu d nt see these fields in yur system, but d see them in the help guide, dn t wrry. These ptins are used fr advanced financial tracking ptin in the general ledger. These ptins are cvered in yur initial setup training. If yu dn t see them nw, yu prbably dn t need them. Main Input A new media estimate is created by clicking n the new buttn under Media->Media Estimates. The user can then select an active Client and the Edit Estimate screen will shw up as belw. The user can then enter specific details abut this estimate like Campaign, which is created by Client under the Prject -> Campaign menu. A campaign can last a lng perid f time. A prject number, task and class can be entered. The Client Divisin and Client Prduct are created under the Billing -> Client menu. A divisin can have multiple prducts. Once a divisin is selected frm the drpdwn menu, the crrespnding prducts will shw up in the Client Prduct drpdwn menu. The Flight Interval changes the lines that can be entered under the line items fr the Bradcast rders. After creating an estimate, Orders can be tied back t the estimate while entering them. Any changes made t the estimate can be made t all the Orders tied t it by clicking n the Update Orders actin. 145

150 Creative Manager Dcumentatin Main Table: tmediaestimate Display Name Cmments Client ID Enter the Client ID that this estimate is fr. Once the client ID is entered, the rest f the Estimate infrmatin may be entered. ID Name Campaign Prject Number Unique ID, by which this Estimate will be identified, required. Descriptive Name fr the Estimate. Enter the Campaign fr which the estimate is being entered fr. The Estimate can be tied t a prject by chsing an active prject frm the lkup windw r typing in the Prject number. Enter a prject that rders tied t this estimate shuld be linked t. Yu can later use the Update Orders actin t apply this prject number and task ID t all related rders. Enter the Campaign fr which the estimate is being entered fr. 146

151 Hw D I... Cmpany This is the cmpany that this estimate is related t. The cmpany is defaulted frm the prject yu enter. If a prject is selected, yu will nt be able t change the cmpany n the Estimate. If there is n prject, yu can mdify the cmpany drpdwn. Once rders are added t the system fr this Estimate, the prject and Cmpany cannt be changed. Office The ffice is defaulted frm the prject. If a prject is selected, yu are nt able t mdify the ffice. If n prject is selected, yu can change the ffice. Task Class Client Divisin Client Prduct Descriptin The Task f a prject that this Estimate is fr. The Class ID fr this Estimate. It is the GL class that this Estimate will refer back t. Select a divisin frm the client t tie t this estimate. This is used fr reprting n media purchases made fr specific client prducts. Divisins can be set up under the Client recrd frm the Billing menu. Select a prduct t tie t this estimate. This is used fr reprting n media purchases made fr specific client prducts. Prducts can be set up under the Client recrd frm the Billing menu. If a prduct is tied t a divisin, yu can nly select prducts that are tied t the selected divisin r have n divisin specified. Shrt descriptin abut the media estimate. Flight Start Flight End Flight Interval Active The starting date fr rders n this estimate. This is infrmatinal nly and des nt affect rders placed against the estimate. The ending date fr rders n this estimate. This is infrmatinal nly and des nt affect rders placed against the estimate. The flight interval drpdwn has three chices; Daily, Weekly and Summary. Select ne f these ptins and click n update rders, the rders will allw that frmat f entry under the line items f Bradcast rder. Select the Active check bx t make this Estimate available fr selectin n rders. IO Printing Mde Select the printing mde fr rders tied t this estimate. Yu can later use the Update Orders actin t apply this setting t related rders. BC Printing Mde Select the printing mde fr rders tied t this estimate. Yu can later use the Update Orders actin t apply this setting t related rders. Buttns Save Cancel New Delete Actin Descriptin Saves the estimate since the last save r if a new estimate is being added creates a new recrd. Cancels edits t the current estimate and ges back t the Media Estimates listing page. Clears the page t let the user enter in a new media estimate. Deletes the current estimate the user is entering and takes the user t the listing page. Actins Actin Update Orders Descriptin Update rders allws the users t update all IOs and BCs tied t this estimate with the Flight Start and End Dates, IO r BC printing mdes, the prject and task n the header as well as n the lines f the rders. If there are any bradcast media rders with detail lines befre r after the estimate flight start and end dates, it returns an errr message t the user. Orders Tab 147

152 Creative Manager Dcumentatin The rders tab displays all rders that were put nt this estimate. The estimate is tied t the rders when entering either the IO r the BC. The standard listing screen allws the user t search fr rders based n Vendr ID, Order Number, range f Order dates r Status and further drill dwn t the rder by clicking n the pencil icn. Creative Manager Detailed Design Dcument Insertin Orders Overview / Use Cases Insertin Orders are like Purchase Orders used t place rders t Publicatins. Insertin Orders are entered using the grss amunt and a cmmissin percentage t determine the net amunt. Insertin rders als allw yu t track user definable dates n each line item f the rder. Each insertin rder must be apprved befre it is sent t a vendr. If yu print an unapprved insertin rder, the system will place an unapprved watermark acrss the page. Each persn is assigned a specific rdering limit which allws them t apprve insertin rders under that dllar amunt. If yu're purchasing limit is zer, yu will nt be able t apprve any insertin rders. As yu enter line items nt a insertin rder, the system will try and determine if yu have the right t apprve the insertin rder and that dllar limit. If yu d nt have the right, the system will use the default apprver frm the transactin preferences screen. If this persn has an apprval limit greater than the amunt f the insertin rder, the system will autmatically assign them as the apprver. If this persn r the persn entering the insertin rder des nt have sufficient limits t apprve the insertin rder, the insertin rder will be assigned t n ne. When an insertin rder is assigned t n ne fr apprval, anyne in the cmpany with apprval limit abve that f the insertin rder will be able t apprve it. When the insertin rder is set fr apprval, everyne with that apprval limit will receive an . Once the insertin rder is apprved, the persn entering an insertin rder will receive an back. Once an insertin rder is apprved, yu cannt edit it. If yu need t edit the insertin rder, yu will need t unapprve the insertin rder. Ding s will increase the revisin number n the insertin rder. Once yu have cmpleted the revisin f a insertin rder, yu will need t either apprve it r resubmit it fr apprval. A vendr invice can nly be applied against apprved insertin rders. Once a vendr invice is linked t the insertin rder, yu will nt be able t unapprve the insertin rder. The vendr Invices tab shws a list f the vendr invices that have been applied t this insertin rder. Special Fields There are several fields in the system that yu may r may nt see based n yur ptins, but yu will see mentined in the help guide. These include: Cmpany Office Department Item 148

153 Hw D I... Task Class If yu d nt see these fields in yur system, but d see them in the help guide, dn t wrry. These ptins are used fr advanced financial tracking ptin in the general ledger. These ptins are cvered in yur initial setup training. If yu dn t see them nw, yu prbably dn t need them. Main Input &endash; New Insertin Order Prcess Flw and Visi Diagram Once the Insertin Order is saved, the rest f the infrmatin n the Order Inf tab is available and the rest f the tabs are available t the user. On save, the user is taken t the Line Items tab t enter infrmatin int. The rder will need t be apprved befre any vendr invices can be applied r if the rder is t be prebilled. Anyne with an IO purchasing limit greater than r equal t the net amunt n the IO can apprve it, by default the user wh creates the IO will be the apprver. Once apprved, IOs are usually prebilled t the client either by clicking n the Prebill Order actin r by clicking n the Prebill Line buttn n a line. 149

154 Creative Manager Dcumentatin Order Inf Tab 150

155 Hw D I... Main Table: tpurchaseorder Display Name Cmments Order Number Leave this number blank t have the system assign the next number. The prefix, next number and size f rder number can be set fr this in Admin->System Setup- >Transactin Preferences under the Insertin Orders sectin. Leaving it blank will autmatically make the system generate the next available number. Order Type Chse the Order Type fr this IO. Adds the custm fields belnging t the chsen Order Type t the page fr the user t enter infrmatin int. Cannt be changed nce the IO is saved. Order Type is als called PO Type and is defined in the Admin->System Setup->Define PO Types sectin. The PO Type allws the user t have additinal/custm fields n the header f the Purchase Order and n each line item. Vendr ID Publicatin ID Select frm a list f active vendrs. Enter the Publicatin ID fr this rder and the vendr and item frm the publicatin are defaulted nt the rder. When yu enter a Publicatin ID, the system will retrieve the address frm the publicatin and cpy it t the rder. The system will then als use the date settings frm the statin t back calculate tracking dates fr the detail line items n the rder. 151

156 Creative Manager Dcumentatin Cntact Name f the cntact fr this vendr, can be selected frm a list f cntacts set up fr this Vendr. Media Estimate Once an Estimate is added t the IO, ther details frm the estimate will autmatically fill int the IO like Prject, Task, Class, Item etc. which were already selected n the Estimate. They can be changed if needed. Prject Cmpany Brings up a list f all Active prjects, the prject is defaulted t the lines but can als be changed at the line level. This is the cmpany that this rder is related t. The cmpany is defaulted frm the prject r the estimate yu enter n the header. If the "Required Link t Client" in the System Setup->Transactin Preferences is "Thrugh Prject", then the Cmpany is defaulted in frm the prject. If the "Required Link t Client" is "Thrugh Estimate" then the Cmpany is defaulted in frm the Estimate. Yu will nt be able t change the defaulted in Cmpany. When a cmpany is selected r defaulted in via the media estimate, and there is n prject number n the header, yu can set a different prject number n each line. But the prjects n the lines must be in the same cmpany as n the header (have the same cmpany n the prject setup screen) Once there are line items entered, yu cannt change the cmpany. Nte: Fr media rders, the Prject and Estimate will need t belng t the same Cmpany and Office. Task Item Class Order Date Ordered By Revisin The Task f a prject that this IO is fr. It defaults t all the lines and can be changed n each line. Chse an Item ID fr this IO, it will be defaulted t the line item but can als be changed at the line level. The Class ID fr this IO. It is the GL class that this line will refer back t. This is defaulted nt each line and can be changed. The transactin date fr this insertin rder. This is typically the current date. Required data; enter the name f the persn wh rdered the IO, the name f the user currently lgged in is defaulted. When an IO is unapprved in rder t make changes, the revisin n. is incremented by the system. Standard HeaderStandard Header/Fter Text is defined under Admin->System Setup->Standard Text page f the Text Purchasing sectin. Standard Fter Text Printing Mde In the Print Mde drp dwn bx, select either Net Only, Grss Only r Grss and Net amunts t print n the insertin rder. Print Client OnPrints the Client n the Order. This is checked by default. Order Prebill At Has a value 0->Grss, 1->Net, 2->Cmmissin Only. Select the mde that this rder shuld be prebilled at. When the rder is prebilled, yu can elect t have either the Grss, Net r just the cmmissin amunt (Grss - Net) billed t the client. Ttal Net The Net amunt summed up frm all the IO lines. Actual Cst Sum f all invice lines applied t this rder. 152

157 Hw D I... Ttal Grss Sum f Billable Cst fr all the lines. This is the grss ttal f all items put tgether. Actual Billed Sum f all client invices pre-billed frm this rder. Status This is the Status f the Insertin Order, has values 1-Nt Sent fr Apprval, 2-Sent fr Apprval, 3-Rejected and 4-Apprved. Send t FrSelect an apprver frm the list which cntains all available apprvers fr this cmpany with a IO Apprval spending limit greater than the Order Amunt. The default is r;anyne apprved fr this limit. Printed The user can set this flag t Printed by checking the bx. This can be used in a listing t search fr any IOs that need t be printed. Date Added Date added t the system Date Updated Date the IO was updated Line Details GridDisplays a summary f each f the lines, can be edited by clicking n the pencil icn if the IO is (Line, Prject, nt clsed therwise it can be drilled dwn int t view, the cmmand buttns fr save, cancel Task ID, Class, etc. are nt available. If the IO is clsed, it has t be pened first befre the line can be edited. Item, Net, Grss) Linked Specificatins This allws the users t link in specificatins frm ther prjects. Multiple specificatins can be attached t the PO t be sent t the vendrs. These specificatins will be printed n the tp f the PO. Linked specificatins are defined under Admin->System Setup->Define Specificatin Sheets. The fields can be created n this screen. Technical: Get the list frm tspecsheetlink where tpurchaseorder.purchaseorderkey = tspecsheetlink.entitykey and tspecsheetlink.entity = r;po Send Order Cpies T This pp up windw allws yu t select several cntacts frm the selected vendr t send cpies f this rder t. Select the apprpriate names frm the lkup list and press Add Selected Users. This will cause the system t print ne cpy f the rder and specificatin sheets fr each persn in the list. The persn's name will replace the cntact name frm the header f the rder n the print ut. When the rder is printed, there is ne cpy fr each persn selected. When ed, if the persn has an address in the system, they will be sent a ntificatin . Technical: Stred in tpurchaseorderuser fr each Purchase Order. Buttns Save Cancel New Actin Descriptin Click the Save buttn t add the IO. When the IO is added, the system cpies the address infrmatin frm the vendr recrd. Yu will then be directed t the Line Items tab t enter the details f the IO. On an existing IO, this buttn saves the changes frm the last save. Cancels changes since the last save and ges int entry mde, clearing the frm fr the user t be able t enter a new line. Creates a new IO, ges t the IO Inf tab. 153

158 Creative Manager Dcumentatin Delete Deletes the IO currently being edited. Data Maintenance Actin Get Insert Update Delete Special Actins If there is a Prject number entered against the IO, befre inserting the IO, a check is made t see if the Prject is in a status which allws Expense Entries. That is when the IO can be entered against this Prject. PO Kind is an internally defined system attribute telling the database that a PO Kind 0=PO, 1=IO i.e. Insertin Order and 2=BC i.e. Bradcast Order. An IO cannt be updated if it has any line items against it that are inviced r if the IO is clsed. Print Actin Prints the IO Descriptin Apprve Cpy Order Unapprve The Apprve actin can be seen when Net Amunt n the IO is less than r equal t the Insertin Order purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the IO, but if the user des nt have a IO purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive IO purchasing limit. Cpies the current IO and its lines t a new Insertin Order with a new IO Number and redirects the user t the IO Inf tab n the newly created IO. The Unapprve actin is available t a user when all f the belw are satisfied. 1. The IO is apprved. 2. N vendr invice has been applied t it. 3. It s nt n a billing wrksheet r has nt been prebilled. Clse Prebill Order An apprved IO can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - 1. The IO is apprved. 2. N vendr invice has been applied t it. 3. It s nt n a billing wrksheet r has nt been billed. Repen Lg This actin is available when an IO is clsed and needs t be repened fr sme reasn, the IO will need t be unapprved befre any lines are added t it, and again the same rules apply fr the Unapprve actin t be available t the user. Lg histry fr this IO can be seen by clicking n this actin. A page with the histry will pp up. Lgging stres time in Universal Mean Time. Lgging is turned n by Selecting the Enable Lgging ptin if yu want the system t lg when transactins are unpsted, unapprved r deleted. This can be fund under the System Setup -> Transactin Preferences->Glbal sectin. It can be set up by an admin user fr the whle cmpany. Once deleted, the System lg shws the delete event under Admin->System Lg listing. Submit fr Apprval This actin is available t the user when the Insertin Order purchasing limit f the user has been reached and the status f the IO is either 1-Nt Sent fr Apprval r 3-Rejected. IO Apprval Prcess 154

159 Hw D I... An IO can be apprved by anyne wh has the IO purchasing limit f greater than r equal t the net amunt n the IO. Yu can set different apprval limits fr each persn t cntrl the maximum amunt that a persn can apprve. Once an Insertin Order is sent fr apprval, the persn wh is apprving the IO will receive an and the persn creating an IO will receive an nce it is apprved r rejected. A persn whse IO limit has been reached cannt apprve but still will be able t unapprve an IO. Address / Instructins Tab Main Table: tpurchaseorderdetail Display Name Cmments Select an AddressShws a list f all addresses entered fr the selected Vendr. t Cpy Address The three rws fr entering/mdifying the address City City State State Zip Cde Zip cde Cuntry Cuntry Traffic Instructins Special Instructins Any instructins abut material that needs t be sent t the publicatins. Prints n the IO. Special delivery instructins are entered here. Prints n the IO. Buttns 155

160 Creative Manager Dcumentatin Save Cancel Actin Descriptin Saves changes made t the address inf tab. Cancels changes since the last save and ges back t the Bradcast Orders listing page. Print Actin Prints the IO Descriptin Apprve Cpy Order Unapprve The Apprve actin can be seen when Net Amunt n the IO is less than r equal t the Insertin Order purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the IO, but if the user des nt have a IO purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive IO purchasing limit. Cpies the current IO and its lines t a new Insertin Order with a new IO Number and redirects the user t the IO Inf tab n the newly created IO. The Unapprve actin is available t a user when all f the belw are satisfied. The IO is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been prebilled. Clse Prebill Order An apprved IO can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - The IO is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been billed. Repen Submit fr Apprval This actin is available when an IO is clsed and needs t be repened fr sme reasn, the IO will need t be unapprved befre any lines are added t it, and again the same rules apply fr the Unapprve actin t be available t the user. This actin is available t the user when the Insertin Order purchasing limit f the user has been reached and the status f the IO is either 1-Nt Sent fr Apprval r 3-Rejected. Line Items Tab The Line Items tab enables the user t enter the item detail infrmatin abut each ad fr which an IO is being placed. Sme f them are defaulted frm the header and can be changed n each line. 156

161 Hw D I... Display Name Line Type Cmments Drpdwn t select line types defined under system admin. Cannt be changed nce the line is saved. Defaults frm the Order Type f the IO header and can be changed t be f a different line type. Adds the custm fields belnging t the chsen Line Type t the page fr the user t enter infrmatin int. Prject Defaulted frm the IO header t the lines and can be changed r selected fr a new IO Line. Brings up a list f all Active prjects. Task The Task f a prject that this item is fr. It defaults frm the header and can be changed n each line. Item ID In the item text bx, enter the Item ID fr this line item. This can then be utilized fr reprting insertins ver the year. The item is als used fr tracking WIP expense adjustments based n billing at the end f the mnth (if the cmpany is tracking WIP). Class The Class ID fr this IO. It is the GL class that this line will refer back t. Office The ffice is defaulted frm the prject r the media estimate depending n the "Required Link t Client" setting in Transactin Preferences. If a prject/media estimate is selected, yu are nt able t mdify the ffice. If n prject is selected, yu can change the ffice. Nte: Fr media rders, the Prject and Estimate will need t belng t the same Cmpany and Office. Department The department is defaulted frm the item. Yu can change the department at any time n any 157

162 Creative Manager Dcumentatin line. Ad#/Captin Enter a descriptive name fr the prgram r ad. Insertin Date Enter the date that this rder is fr. The Calc Dates link will calculate any dates that are defined by the user under the System Setup-> Custmize terms->publicatin Dates sectin. These dates are the number f days befre the Insertin date. They are Publicatin specific and defined separately fr each Publicatin. User Dates Grss defined Enter any dates needed fr traffic n this rder. Yu will nt see these dates unless yu add labels fr them in the custmize terms screen in system setup. These dates can be used fr tracking dates such as Materials Due and Space Clse, Ship Date etc. The Grss amunt that the client shuld be billed. The system will then update the net amunt. Cmmissin % The cmmissin fr this item. The system will autmatically determine the standard cmmissin fr the line based n the Client, Prject, and Task frm the header and Item r Item Rate sheet selected abve. They are set up at the Prject level under Prject Setup->Billing Tab. Net The ttal cst fr this line item. Changing this clumn updates the cmmissin percentage n the line. Cmments In the Cmments text bx, enter any lnger descriptin needed fr this line item. Applied Invices If any Vendr invices have been applied against this IO line, net amunt applied will be shwn here. Prebilled If the IO has been prebilled, the Client Invice number with the pencil icn and the Grss amunt billed will be seen here. Buttns Save Cancel New Delete Actin Descriptin Saves changes t the line item since the last save r saves it if it is a new line. Cancels edits since the last save and lets the user add a new line item. Clears the data n the screen and lets the user add a new line item. This buttn is nly available when the user is n an existing line. Deletes the current line item being edited frm the IO. Only available when the user is n an existing line. Cpy Line Prebill Line Cpies the line that the user is currently editing and sets fcus t the new line fr the user t edit/save. Available when the user is currently editing a line. T prebill a specific line item, select the purchase rder, then select the line item that needs t be billed. Then click n the Prebill Line buttn. The Prebill line buttn is nly available if the line has been saved, there are n vendr invices applied t the line and if the line is nt n a billing wrksheet r has been billed. Clse Line Add Revisin Clses the line, dne usually after vendr invices are applied against that line. After all the lines are clsed, the IO als gets clsed. When an adjustment needs t be made n an rder, click n the Add Revisin buttn n the Line items screen t have the system cpy the selected line and mdify the amunts 158

163 Hw D I... n the Order. A ppup windw will pen allwing the user t enter a new Grss, Cmmissin %, a Net and a reasn drpdwn. On clicking save, the system will cpy the line and yu will be lking at the new line item fr yu t change. Open Line Repens the line allwing the user t edit it. Print Actin Prints the IO Descriptin Apprve Cpy Order Unapprve Clse Prebill Order The Apprve actin can be seen when Net Amunt n the IO is less than r equal t the Insertin Order purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the IO, but if the user des nt have a IO purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive IO purchasing limit. Cpies the current IO and its lines t a new Insertin Order with a new IO Number and redirects the user t the IO Inf tab n the newly created IO. The Unapprve actin is available t a user when all f the belw are satisfied. The IO is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been prebilled. An apprved IO can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - 4. The IO is apprved. 5. N vendr invice has been applied t it. 6. It s nt n a billing wrksheet r has nt been billed. Repen Lg This actin is available when an IO is clsed and needs t be repened fr sme reasn, the IO will need t be unapprved befre any lines are added t it, and again the same rules apply fr the Unapprve actin t be available t the user. Lg histry fr this IO can be seen by clicking n this actin. A page with the histry will pp up. Lgging stres time in Universal Mean Time. Lgging is turned n by Selecting the Enable Lgging ptin if yu want the system t lg when transactins are unpsted, unapprved r deleted. This can be fund under the System Setup -> Transactin Preferences->Glbal sectin. It can be set up by an admin user fr the whle cmpany. Once deleted, the System lg shws the delete event under Admin->System Lg listing. Submit fr Apprval This actin is available t the user when the Insertin Order purchasing limit f the user has been reached and the status f the IO is either 1-Nt Sent fr Apprval r 3-Rejected. Prebilling an Order When yu create an insertin rder, it is quite nrmal t prebill the client fr the insertin after the rder has been apprved. In rder t prebill an insertin rder, yu must: Have the security right t create new invices Have a client assigned t the prject that appears n the header f the rder. When yu prebill an rder yu have the ptin t prebill either the entire rder (if n line items have previusly been billed) r yu can prebill a specific line item. T prebill the entire rder, select the apprpriate insertin rder and click the Prebill Order at the tp f the page. 159

164 Creative Manager Dcumentatin T prebill a specific line item, select the insertin rder and then select the line item yu wuld like t bill. Then click the Prebill Line buttn The system will then take yu t the invice that was created. All invices are created as a ne line invice with all line items frm the rder attached t this single rder. It can be viewed under the Client Invices tab f the Insertin Order and wuld be as fllws. The Client Invice can be edited frm here by clicking n the pencil icn. Any vendr invices that have been applied against this IO will shw up under the Vendr Invices tab and can be drilled dwn t by clicking n the pencil icn. Creative Manager Detailed Design Dcument Bradcast Orders Overview / Use Cases Bradcast Orders are like Purchase Orders used t place rders t Statins fr bradcasting. Bradcast Orders are entered by spts fr each ad, either n a weekly, daily r summary basis using the grss amunt and a cmmissin percentage t determine the net amunt. Bradcast rders als allw yu t track user definable dates n each line item f the rder. Each bradcast rder must be apprved befre it is sent t a vendr. If yu print an unapprved bradcast rder, the system will place an unapprved watermark acrss the page. Each persn is assigned a specific rdering limit which allws them t apprve bradcast rders under that dllar amunt. If yu're purchasing limit is zer, yu will nt be able t apprve any bradcast rders. As yu enter line items nt a bradcast rder, the system will try and determine if yu have the right t apprve the bradcast rder and that dllar limit. If yu d nt have the right, the system will use the default apprver frm the transactin preferences screen. If this persn has an apprval limit greater than the amunt f the bradcast rder, the system will autmatically assign them as the apprver. If this persn r the persn entering the bradcast rder des nt have sufficient limits t apprve the bradcast rder, the bradcast rder will be assigned t n ne. When a bradcast rder is assigned t n ne fr apprval, anyne in the cmpany with apprval limit greater than that f the bradcast rder will be able t apprve it. When the bradcast rder is sent fr apprval, everyne with that apprval limit will receive an . Once the bradcast rder is apprved, the persn entering a bradcast rder will receive an back. 160

165 Hw D I... Once a bradcast rder is apprved, yu cannt edit it. If yu need t edit the bradcast rder, yu will need t unapprve the bradcast rder. Ding s will increase the revisin number n the bradcast rder. Once yu have cmpleted the revisin f a bradcast rder, yu will need t either apprve it r resubmit it fr apprval. A vendr invice can nly be applied against apprved bradcast rders. Once a vendr invice is linked t the bradcast rder, yu will nt be able t unapprve the bradcast rder. The vendr Invices tab shws a list f the vendr invices that have been applied t this bradcast rder. Special Fields There are several fields in the system that yu may r may nt see based n yur ptins, but yu will see mentined in the help guide. These include: Cmpany Office Department Item Task Class If yu d nt see these fields in yur system, but d see them in the help guide, dn t wrry. These ptins are used fr advanced financial tracking ptin in the general ledger. These ptins are cvered in yur initial setup training. If yu dn t see them nw, yu prbably dn t need them. Prcess Flw 161

166 Creative Manager Dcumentatin Visi Diagram 162

167 Hw D I... Once the Bradcast Order is saved, the rest f the infrmatin n the Order Inf tab is available and the rest f the tabs are available t the user. On save, the user is taken t the Line Items tab t enter infrmatin int. The line items tab f a BC is different frm that f an IO r a PO. Based n the Flight Interval chsen n the header, the lines are generated fr the spts. Fr a daily r weekly Flight interval the spt lines are generated but nt fr a Summary Flight interval. The line items page has three sectins t it as described belw under the line items tab. Once the spt infrmatin is entered, the rder will need t be apprved befre any vendr invices can be applied r if the rder is t be prebilled. Anyne with a BC purchasing limit greater than r equal t the net amunt n the BC can apprve it, by default the user wh creates the BC will be the apprver. Order Inf Tab 163

168 Creative Manager Dcumentatin Main Table: tpurchaseorder Display Name Order Number Cmments Leave this number blank t have the system assign the next number. The prefix, next number and size f rder number can be set fr this in Admin->System Setup- >Transactin Preferences under the Bradcast Orders sectin. Leaving it blank will autmatically make the system generate the next available number. Order Type Chse the Order Type fr this BC. Adds the custm fields belnging t the chsen Order Type t the page fr the user t enter infrmatin int. Cannt be changed nce the BC is saved. Order Type als called PO Type and is defined in the Admin->System Setup->Define PO Types sectin. The PO Type allws the user t have additinal/custm fields n the header f the Bradcast Order and n each line item. Vendr ID Statin ID Select frm a list f active vendrs. Enter the Statin ID fr this rder and the vendr and item frm the statin are defaulted nt the rder. When yu enter a Statin ID, the system will retrieve the address frm the Statin and cpy it t the rder. The system will then als use the date settings frm the statin t back 164

169 Hw D I... calculate tracking dates fr the detail line items n the rder. Cntact Name f the cntact fr this vendr, can be selected frm a list f cntacts set up fr this Vendr. Media Estimate Once an Estimate is added t the BC, ther details frm the estimate will autmatically fill int the BC like Prject, Task, Class, Item etc. which were already selected n the Estimate. They can be changed if needed. Prject Cmpany Brings up a list f all Active prjects, the prject is defaulted t the lines but can als be changed at the line level. This is the cmpany that this rder is related t. The cmpany is defaulted frm the prject r the estimate yu enter n the header. If the "Required Link t Client" in the System Setup->Transactin Preferences is "Thrugh Prject", then the Cmpany is defaulted in frm the prject. If the "Required Link t Client" is "Thrugh Estimate" then the Cmpany is defaulted in frm the Estimate. Yu will nt be able t change the defaulted in Cmpany. When a cmpany is selected r defaulted in via the media estimate, and there is n prject number n the header, yu can set a different prject number n each line. But the prjects n the lines must be in the same cmpany as n the header (have the same cmpany n the prject setup screen) Once there are line items entered, yu cannt change the cmpany. Nte: Fr media rders, the Prject and Estimate will need t belng t the same Cmpany and Office. Task Item Class Flight Date The Task f a prject that this BC is fr. It defaults t all the lines and can be changed n each line. Chse an Item ID fr this BC, it will be defaulted t the line item but can als be changed at the line level. The Class ID fr this BC. It is the GL class that this line will refer back t. This is defaulted nt each line and can be changed. StartThe flight start date and end dates determine the date range between which lines can be entered fr the bradcast rder. It is the date range fr which this bradcast rder will last. Flight End Date The flight start date and end dates determine the date range between which lines can be entered fr the bradcast rder. It is the date range fr which this bradcast rder will last. Flight Interval Order Date Ordered By Revisin Standard Header Text The flight interval has three chices namely Daily, Weekly and Summary. This generates the lines n the Bradcast rder allwing the user t enter infrmatin/spts and any user defined dates either n a daily basis (Type 1, a weekly basis (Type 2) r a summary (type 3, it is the default if nthing is selected) fr the chsen date range. The transactin date fr this insertin rder. This is typically the current date. Required data; enter the name f the persn wh rdered the BC, the name f the user currently lgged in is defaulted. When a BC is unapprved in rder t make changes, the revisin n. is incremented by the system. Standard Header/Fter Text is defined under Admin->System Setup->Standard Text page f the Purchasing sectin. Standard Fter Text Printing Mde In the Print Mde drp dwn bx, select either Net Only, Grss Only r Grss and Net amunts t print n the insertin rder. 165

170 Creative Manager Dcumentatin Print Client OnPrints the Client n the Order. This is checked by default. Order Prebill At Has a value 0->Grss, 1->Net, 2->Cmmissin Only. Select the mde that this rder shuld be prebilled at. When the rder is prebilled, yu can elect t have either the Grss, Net r just the cmmissin amunt (Grss - Net) billed t the client. Ttal Net The Net amunt summed up frm all the BC lines. Actual Cst Sum f all invice lines applied t this rder. Field: sum(tpurchaseoderdetail.appliedcst) Display Field: AppliedCst Cntrl: Display Only Validatin: Default Value: Visibility: Ttal Grss Sum f Billable Cst fr all the lines. This is the grss ttal f all items put tgether. Actual Billed Sum f all client invices pre-billed frm this rder. Status This is the Status f the Bradcast Order, has values 1-Nt Sent fr Apprval, 2-Sent fr Apprval, 3-Rejected and 4-Apprved. Send t FrSelect an apprver frm the list which cntains all available apprvers fr this cmpany with a Apprval Bradcast Order spending limit greater than the Order Amunt. The default is r;anyne apprved fr this limit. Printed The user can set this flag t Printed by checking the bx. This can be used in a listing t search fr any BCs that need t be printed. Date Added Date added t the system Date Updated Date the BC was updated Line DetailsDisplays a summary f each f the lines, can be edited by clicking n the pencil icn if the Order is Grid (Line, nt clsed therwise it can be drilled dwn int t view, the cmmand buttns fr save, cancel etc. Prject, Taskare nt available. If the BC is clsed, it has t be pened first befre the line can be edited. ID, Class, Item, Net, Grss) BC Apprval Prcess A BC can be apprved by anyne wh has the BC purchasing limit f greater than r equal t the net amunt n the BC. Yu can set different apprval limits fr each persn t cntrl the maximum amunt that a persn can apprve. Once a Bradcast Order is sent fr apprval, the persn wh is apprving the BC will receive an and the persn creating a BC will receive an nce it is apprved r rejected. A persn whse BC limit has been reached cannt apprve but still will be able t unapprve a BC. Once apprved, BCs are usually prebilled t the client by clicking n the Prebill Order actin. Unlike POs and IOs, Bradcast rders cannt be prebilled by line. Once the rder is prebilled, the invice can be seen under the Client invices tab. Billing f bradcast rders can be and usually is dne frm the Billing->Mass Billing->Media menu as it allws t bill multiple rders at ne time. Linked Specificatins 166

171 Hw D I... This allws the users t link in specificatins frm ther prjects. Multiple specificatins can be attached t the PO t be sent t the vendrs. These specificatins will be printed n the tp f the PO. Linked specificatins are defined under Admin->System Setup->Define Specificatin Sheets. The fields can be created n this screen. Technical: Get the list frm tspecsheetlink where tpurchaseorder.purchaseorderkey = tspecsheetlink.entitykey and tspecsheetlink.entity = r;po Send Order Cpies T This pp up windw allws yu t select several cntacts frm the selected vendr t send cpies f this rder t. Select the apprpriate names frm the lkup list and press Add Selected Users. This will cause the system t print ne cpy f the rder and specificatin sheets fr each persn in the list. The persn's name will replace the cntact name frm the header f the rder n the print ut. When the rder is printed, there is ne cpy fr each persn selected. When ed, if the persn has an address in the system, they will be sent a ntificatin . Technical: Stred in tpurchaseorderuser fr each Purchase Order. Buttns Save Cancel New Delete Actin Descriptin Click the Save buttn t add the Order. When the BC is added, the system cpies the address infrmatin frm the vendr recrd. Yu will then be directed t the Line Items tab t enter the details f the BC. On an existing BC, this buttn saves the changes frm the last save. Cancels changes since the last save and ges int entry mde, clearing the frm fr the user t be able t enter a new line. Creates a new BC, ges t the BC Inf tab. Deletes the BC currently being edited. Data Maintenance Actin Get Insert Update Delete Special Actins If there is a Prject number entered against the BC, befre inserting the BC, a check is made t see if the Prject is in a status which allws Expense Entries. That is when the BC can be entered against this Prject. PO Kind is an internally defined system attribute telling the database that a PO Kind 0=PO, 1=IO i.e. Insertin Order and 2=BC i.e. Bradcast Order. A BC cannt be updated if it has any line items against it that are inviced r if the BC is clsed. Print Actin Prints the BC Descriptin Apprve Cpy Order Unapprve The Apprve actin can be seen when Net Amunt n the BC is less than r equal t the Insertin Order purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the BC, but if the user des nt have a BC purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive BC purchasing limit. Cpies the current BC and its lines t a new Insertin Order with a new BC Number and redirects the user t the BC Inf tab n the newly created BC. The Unapprve actin is available t a user when all f the belw are satisfied. 1. The BC is apprved. 2. N vendr invice has been applied t it. 167

172 Creative Manager Dcumentatin 3. It s nt n a billing wrksheet r has nt been prebilled. Clse Prebill Order An apprved BC can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - 1. The BC is apprved. 2. N vendr invice has been applied t it. 3. It s nt n a billing wrksheet r has nt been billed. Repen Lg This actin is available when a BC is clsed and needs t be repened fr sme reasn, the BC will need t be unapprved befre any lines are added t it, and again the same rules apply fr the Unapprve actin t be available t the user. Lg histry fr this BC can be seen by clicking n this actin. A page with the histry will pp up. Lgging stres time in Universal Mean Time. Lgging is turned n by Selecting the Enable Lgging ptin if yu want the system t lg when transactins are unpsted, unapprved r deleted. This can be fund under the System Setup -> Transactin Preferences->Glbal sectin. It can be set up by an admin user fr the whle cmpany. Once deleted, the System lg shws the delete event under Admin->System Lg listing. Print Traffic Submit fr Apprval Prints the Bradcast Order s Traffic reprt, entered n the Traffic tab. This actin is available t the user when the Insertin Order purchasing limit f the user has been reached and the status f the BC is either 1-Nt Sent fr Apprval r 3-Rejected. Address / Instructins Tab Display Name Cmments Select an AddressShws a list f all addresses entered fr the selected Vendr. t Cpy Address The three rws fr entering/mdifying the address 168

173 Hw D I... City City State State Zip Cde Zip cde Cuntry Cuntry Traffic Instructins Special Instructins Any instructins abut material that needs t be sent t the publicatins. Prints n the BC. Special delivery instructins are entered here. Prints n the BC. Buttns Save Cancel Actin Descriptin Saves changes made t the address inf tab. Cancels changes since the last save and ges back t the Bradcast Orders listing page. Actin Print Traffic Print Apprve Cpy Order Unapprve Descriptin Prints the Bradcast Order s Traffic reprt, entered n the Traffic tab. Prints the BC The Apprve actin can be seen when Net Amunt n the BC is less than r equal t the Insertin Order purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the BC, but if the user des nt have a BC purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive BC purchasing limit. Cpies the current BC and its lines t a new Insertin Order with a new BC Number and redirects the user t the BC Inf tab n the newly created BC. The Unapprve actin is available t a user when all f the belw are satisfied. The BC is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been prebilled. Clse Prebill Order An apprved BC can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - The BC is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been billed. Repen Submit fr Apprval This actin is available when a BC is clsed and needs t be repened fr sme reasn, the BC will need t be unapprved befre any lines are added t it, and again the same rules apply fr the Unapprve actin t be available t the user. This actin is available t the user when the Insertin Order purchasing limit f the user 169

174 Creative Manager Dcumentatin has been reached and the status f the BC is either 1-Nt Sent fr Apprval r 3-Rejected. Line Items Tab The Line Items tab enables the user t enter the item detail infrmatin abut each ad fr which a BC is being placed. Sme f them are defaulted frm the header and can be changed n each line. The line items tab fr a bradcast rder is slightly different frm ther types f rders based n the Flight Interval selected n the header. The three types f Flight Intervals available t the user are Summary, Weekly and Daily. The default flight interval is Summary (type 3). The line items tab has three sectins, the tp left is part f the line r item details, the bttm left is the spt details, all f the data in these tw sectins makes a line. On the right is a summary f each line with the number f spts, Prgram and Grss and Net amunts. When multiple lines are entered, the infrmatin in the tp left sectin can either be duplicated by clicking n the cpy line buttn and then changed r entered newly. The spt details that can be entered fr each f these flight intervals is different and can be seen in the screenshts belw - Line Items tab fr a weekly flight interval. 170

175 Hw D I... Line Items tab fr a summary flight interval. This is the nly interval that will let yu change the Flight Dates fr the spts at the line level als unlike the ther tw intervals where the flight dates are set at the header and the lines are generated based n thse dates. 171

176 Creative Manager Dcumentatin Line Items tab fr a daily flight interval. Fr the daily and weekly flight intervals, while the lines are generated fr each f the weeks r days, they will nly be stred if the number f spts are entered. 172

177 Hw D I... Main Table: tpurchaseorderdetail Display Name Line Type Cmments Drpdwn t select line types defined under system admin. Cannt be changed nce the line is saved. Defaults frm the Order Type f the BC header and can be changed t be f a different line type. Adds the custm fields belnging t the chsen Line Type t the page fr the user t enter infrmatin int. Prject Defaulted frm the BC header t the lines and can be changed r selected fr a new BC Line. Brings up a list f all Active prjects. Task The Task f a prject that this item is fr. It defaults frm the header and can be changed n each line. Item ID In the item text bx, enter the Item ID fr this line item. This can then be utilized fr reprting insertins ver the year. The item is als used fr tracking WIP expense adjustments based n billing at the end f the mnth (if the cmpany is tracking WIP). Class The Class ID fr this BC. It is the GL class that this line will refer back t. Office The ffice is defaulted frm the prject r the media estimate depending n the "Required Link t Client" setting in Transactin Preferences. If a prject/media estimate is selected, yu are nt able t mdify the ffice. If n prject is selected, yu can change the ffice. 173

178 Creative Manager Dcumentatin Nte: Fr media rders, the Prject and Estimate will need t belng t the same Cmpany and Office. Department The department is defaulted frm the item. Yu can change the department at any time n any line. Prgram Enter a descriptin fr the prgram r ad. Days The days that this rder shuld be placed n air. Time Time f day that this rder shuld appear at. Length Length f the bradcast media fr this item. Cmments In the Cmments text bx, enter any lnger descriptin needed fr this line item. Flight Start Date The flight start date and end dates determine the date range between which lines can be entered fr the bradcast rder. It is the date range fr which this bradcast rder will last. Flight End Date User Dates defined Enter any dates needed fr traffic n this rder. Yu will nt see these dates unless yu add labels fr them in the custmize terms screen in system setup. These dates can be used fr tracking dates such as Materials Due and Space Clse, Ship Date etc. The number f days fr these dates are defined under the Statin. They are entered as the days prir t the bradcast date that these dates are due. These are calendar days, nt business days. S when the spts are entered n the line, the user defined dates are back calculated as per the number f days defined n the Statin and will autmatically fill in. Unit Rate The Grss amunt that the client shuld be billed. The system will then update the net amunt by multiplying it with the number f spts selected. Cmmissin % The cmmissin fr this item. The system will autmatically determine the standard cmmissin fr the line based n the Client, Prject, and Task frm the header and Item r Item Rate sheet selected. They are set up at the Prject level under Prject Setup->Billing Tab. Grss The grss amunt that the client shuld be billed. Net The ttal cst fr this item, cmmissin % changes if the net amunt is changed. Spts The number f spts needed fr this line item. Clse Spt The Clse Spt link allws the user t clse the current spt/line fr that particular date range. Buttns Save Cancel Actin Descriptin Saves changes t the line item since the last save r saves it if it is a new line. Cancels edits since the last save and lets the user add a new line item. 174

179 Hw D I... New Delete Cpy Line Add Revisin Clears the data n the screen and lets the user add a new line item. This buttn is nly available when the user is n an existing line. Deletes the current line item being edited frm the BC. Only available when the user is n an existing line. Cpies the line that the user is currently editing and sets fcus t the new line fr the user t edit/save. Available when the user is currently editing a line. When an adjustment needs t be made n an rder, click n the Add Revisin buttn n the Line items screen t have the system cpy the selected line and mdify the amunts n the Order. A ppup windw will pen allwing the user t enter a new Grss, Cmmissin %, a Net and a reasn drpdwn. Depending n the Flight Interval fr BCs the system will shw a drpdwn with date ranges allwing the user t specify the line fr which there s a change in Net spts. These spts can either be negative r psitive fr the given date range. The screensht belw shws this fr an rder with a weekly Flight Interval. The Revisin reasns are set up under Admin->System Setup s Media sectin->revisin Reasns. On clicking save, the system will cpy the line with a pint increment like 1.1 where the first digit is the line number and the secnd digit is the revisin number and will shw the spts that have changed fr the selected date. Clse All Spts Open All Spts Clse All Spts is similar t clsing the lines n a PO r IO but all f them tgether, dne usually after vendr invices are applied against that line. After all the lines are clsed, the BC als gets clsed. Lets the user repen the spts t edit it. Actin Print Apprve Descriptin Prints the BC The Apprve actin can be seen when Net Amunt n the BC is less than r equal t the Insertin Order purchasing limit fr the user wh s lgged in. Usually, the Apprver is set 175

180 Creative Manager Dcumentatin t the creatr f the BC, but if the user des nt have a BC purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive BC purchasing limit. Cpy Order Unapprve Cpies the current BC and its lines t a new Insertin Order with a new BC Number and redirects the user t the BC Inf tab n the newly created BC. The Unapprve actin is available t a user when all f the belw are satisfied. The BC is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been prebilled. Clse Prebill Order An apprved BC can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - The BC is apprved. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been billed. Print Traffic Submit fr Apprval Prints the Bradcast Order s Traffic reprt, entered n the Traffic tab. This actin is available t the user when the Insertin Order purchasing limit f the user has been reached and the status f the BC is either 1-Nt Sent fr Apprval r 3-Rejected. Prebilling an Order On Bradcast rders its nrmal t pre-bill the client fr the Bradcast after the rder has been apprved. In rder t prebill an rder, yu must: Have the security right t create new invices Have a client assigned t the prject that appears n the header f the rder. Unlike POs and IOs, Bradcast rders can nly be prebilled at the rder level and nt fr certain spts. Once the Prebill rder actin is selected, the system will then take yu t the invice that was created. All invices are created as a ne line invice with all line items frm the rder attached t this single rder. It can be viewed under the Client Invices tab f the Bradcast Order and wuld be as fllws. The Client Invice can be edited frm here by clicking n the pencil icn. Client Invices Tab Once the rder is prebilled, the spts cannt be edited anymre and a separate grid with what was billed will shw up next t the Spts grid as belw. Hwever, anther line with the same spt and item infrmatin can be cpied ver and wrked with. While nce the rder is prebilled, it cannt be prebilled again unless the previus Client Invice is deleted, the general way f billing BCs is by using the Mass billing screen since bradcast rders run fr 176

181 Hw D I... lng time perids. The user can als g t the Client Invice that this rder was prebilled nt and bill the new spts. Traffic Spt infrmatin can be added t an rder t prvide a statin with infrmatin n specific ISCI cdes t run n the rder and the specific run percentages. Main Table: tpurchaseordertraffic Display Name ISCI Cde Enter the ISCI cde fr this specific spt. Cmments Run Percentage Enter a number fr the percentage that this ISCI Cde shuld run n this rder. Start Date Enter the date this ISCI cde shuld start running fr this rder. End Date Enter the ending date that this ISCI Cde shuld end n this rder. 177

182 Creative Manager Dcumentatin Cmments Enter any ther cmments needed by the statin. Buttns Save Cancel New Delete Actin Descriptin Saves a new traffic line r saves changes since the last edit. Cancels any edits made t the line. Clears the page t let the user enter a new line. Deletes the current line being edited. Actins Actin Print Traffic Descriptin Prints the Bradcast Order s Traffic reprt, entered n the Traffic tab. Vendr Invices Tab Any vendr invices that have been applied against this BC will shw up under the Vendr Invices tab and can be drilled dwn t by clicking n the pencil icn. Use the Purchasing System Purchasing Overview 178

183 Hw D I... Creative Manager allws yu t manage the entire life cycle f the purchasing prcess. The whle purchasing prcess can be used tgether t allw infrmatin t flw frm ne part t anther, r yu can use just ne part f the system. Creative Manager allws yu t create different types f purchase rders. On each type f purchase rder, yu can create custm fields at bth the header and line item level. This allws yu t add additinal infrmatin that may be required fr different types f purchases and standardize infrmatin that is cllected when peple are entering purchase rders. The request fr qutes system allws yu t gather prices frm several vendrs electrnically. Entering a request fr qute is much the same as entering a purchase rder, but the system allws yu t specify multiple vendrs t send this request fr qute t. Each vendr can then respnd t yur request fr qute simply by clicking n a link in an and entering the apprpriate infrmatin. Once yu have selected a vendr, a purchase rder can be quickly and easily created frm their qute. Yu can set different apprval limits fr each persn t cntrl the maximum amunt that a persn can apprve. Once a purchase rder is set fr apprval, the persn wh is apprving the purchase rder will receive an and the persn creating a purchase rder will receive an nce it is apprved r rejected. When the invice is received frm the vendr, yu can easily pull the details f the purchase rder nt the vendr invice. This makes entering and recnciling invices t purchase rders fast and easy. Once the vendr invice is entered, yu can select different peple t apprve the vendr invice. This allws yu t send a vendr invice t the accunt manager t make sure that the wrk is perfrmed t their satisfactin prir t paying the invice. Creative Manager has a flexible system fr selecting invices fr payment and creating checks frm different bank accunts. Yu can als custmize the layut and printing style f a check t match yur existing check frmats. Vendr Overview This sectin allws users t manage Vendrs in the system. T View a Vendr 1. Select Vendr frm the main Purchasing menu. 2. Click the icn in the listing next t the crrespnding vendr t view the vendr detail 3. Click the icn in the listing next t the crrespnding vendr t view the vendr dashbard. 179

184 Creative Manager Dcumentatin T Edit a Vendr 1. Select Vendr frm the main Purchasing menu. 2. Click the icn in the listing next t the crrespnding vendr t view the vendr detail 3. Frm the Address Inf screen yu will be able t view the fllwing using the tab menu items: 1. Dashbard: Vendpr specific dashbard parts and infrmatin 2. Address Infrmatin: Can nly be edited by users in a grup with the right t "Edit Accunting Infrmatin" 3. Qutes Displays a listing f qutes related t the vendr. 4. POs: Displays any Purchase Order assciated with the vendr in the system. 5. Invices: Displays a listing f invices fr the vendr. 6. Payments: Displays a list f payments fr the vendr. T Add a Vendr 1. Select Vendrs frm the main Purchasing menu. 2. Click the icn in the listing next t the crrespnding vendr t view the client detail 3. Click the [New] buttn frm the vendr listing page r the Edit Vendr screen. 4. In the Basic Infrmatin Sectin 1. In the Cmpany text bx, enter a required cmpany name fr the vendr. 2. Frm the Primary Cntact drp dwn, select a cntact fr the vendr. 3. T make the vendr active select the Active check bx. 4. Select the Is Vendr check bx, t de-active the vendr as an active vendr. If the vendr is currenlyt part f a prject, invice r billing the check bx cannt be de-selected. 5. In the Vendr ID text bx, enter a required id fr the vendr. 6. In the Terms sectin: 1. Enter a valid percentage fr Terms Percent. 2. Enter a valid numeric value fr Days 3. Enter a valid value fr Net. 7. In the Default Expense GL Accunt lkup, select an accunt. 8. In the 1099 Frm drp dwn, select a value. 9. In the Bx Frm drp dwn, select a value. 10. In the EIN/SSN text bx, enter a value fr the cmpanies Entity ID r Scial Security Number. 11. Frm the Cmpany Type select frm a value frm the values defined in the system setup. 5. In the Cntact Infrmatin Sectin 1. In the Mailing Address Sectin 1. In the Address text bxes, enter up t 3 lines fr the cmpanies mailing address infrmatin. 2. In City text bx, enter the mailing city fr the cmpany. 3. In the State text bx, enter the mailing state fr the cmpany. 4. In the Pstal Cde text bx, enter the mailing pstal cde fr the cmpany. 180

185 Hw D I In the Cuntry text bx, enter the mailing cuntry fr the cmpany. 2. In the Phne Numbers Sectin 1. In the Main Phne text bx, enter a main phne number fr the client. 2. In the Main Fax text bx, enter a main fax number fr the client. 6. In the Other Infrmatin sectin 1. In the Web Site text bx, enter the url f the cmpanies web site. 2. In the Cmments text area, enter any ptinal cmments fr the client. 3. Check the Dwnladed check bx, if this cmpany's infrmatin has been dwnladed in t anther accunting system. 4. The Date Added and Date Updated labels will be updated autmatically. 7. Click the [Save] buttn. Standards Standards fr Defaulting Infrmatin nt Expense Transactins When entering in infrmatin fr expense transactins, there are a standard set f fields available n all transactins: Prject Number, Task, Item, Shrt Descriptin, GL Class, Expense Accunt, Lng Descriptin, Tax 1, Tax 2. The purpse f this sectin is t define what infrmatin is defaulted int dcuments as peple enter transactins. Other fields are determined at time f psting such as Cmpany, Office, Department. Many transactins have defaults set n the header f the dcument. If a prject number is set n the header f a transactin, yu will nt be able t change the prject number n the lines. If yu need t enter a multiple prject transactin (such as a PO fr several prjects), leave the prject number blank n the header f the transactin. Field Prject Number Task Item Change The system determines where t get the markup frm. The prject Number defaults in the Cmpany, Office and GL Class. If the Prject is changed after the item has been selected, then a new markup is retrieved and the current markup is changed based n the prject setting. The system will then recalculate the unit rate based n the new markup. If the prject is set t get the markup frm the task, then the markup is retrieved frm the task. After the markup is set the line is recalculated. When the Item is selected, the Shrt Name, Lng Descriptin, Unit Cst, Department, Expense Accunt, Tax 1 and Tax 2 are retrieved. The unit cst and markup are special values that are determined based n the prject. If the specified prject des nt use the item t determine the markup, then the markup frm the item is ignred. If the prject des use the item r the item rate sheet t determine the markup, then use the markup frm the item r rate sheet. Cases where values are nt defaulted in: If the Lng Descriptin r the Expense Accunt are blank, then d nt default in these values. If the Unit Cst r Unit Rate is 0 n the item, then leave the current value. There is a special case regarding markups when a cmpany decides that it wants t charge a standard price fr an item regardless f its cst. In this case the item has an ptin checked called Always use standard rate. This ptin used t be set at the cmpany level and was called Frce Standard Unit Rate. When this ptin is selected n an item, the standard rate is always defaulted in fr an item regardless f the prject settings. This als has ne exceptin. If the prject specifies t get the rate frm an item rate sheet, then the rate shuld be defaulted frm the item rate sheet. Always use standard rate is nly available n purchase items and expense reprt items. Since the standard unit rate and cst are always defaulted, if the standard item unit rate r cst is zer, then the current values are nt mdified. S, if the transactin has a net rate f 2 and 181

186 Creative Manager Dcumentatin grss rate f 3 and yu change the item and the new item has a 0 net rate and grss rate, then the system will keep the existing numbers. Standards fr Quantity, Unit Cst/Rate and Net Grss Calculatin The calculatin f the fields is adjusted based n the item preference Always Use Standard Rate If this is checked, the Unit Rate will remain the same, and the Markup will be recalculated if the Unit Cst is changed. This effectively has the system ignre the standard markup percentage specified n the prject. The Markup is always calculated based n the Unit Cst and Unit Rate n the screen. This ptin is mst typically used fr peple wh charge a standard rate fr their items and the cst may vary when purchased, but is always billed at the same rate. If this is unchecked, the Markup will remain the same and the Unit Rate will be recalculated. This setting is determined n an item by item basis. When yu change the fllwing fields, the related fields are changed as fllws: Field Quantity Unit Cst Change Update Net t be Quantity * Unit Cst If the Markup = 0 and the Unit Rate = 0 then set the Unit Rate = Unit Cst If the quantity is 0 then the net = unit cst Otherwise, Net = Quantity * Unit Cst If Always Use Standard Rate is checked fr the item If the unit cst is 0 then the markup is set t 0 Otherwise Markup = ((Unit Rate &endash; Unit Cst) / Unit Cst ) * 100 Otherwise the Unit Rate = Unit Cst * ( 1 + (Markup / 100)) If the Markup = 0 and the Unit Rate = 0 then set the Unit Rate = Unit Cst Markup Set Unit Rate = Unit Cst * ( 1 + (Markup / 100)) Billable Flag If the billable flag is nt checked, the Grss amunt is always 0. This des nt affect Billable vs Nn Billable analysis in the system. Unit Rate If the Unit Cst = 0 then set the Markup = 0 Otherwise set Markup = ((Unit Rate &endash; Unit Cst) / Unit Cst ) * 100 Net If the Quantity = 0 then the Unit Cst = Ttal Cst Otherwise, Unit Cst = Ttal Cst / Quantity If r;always Use Standard Rate is checked fr the item If Unit Cst = 0 then set the Markup = 0 Otherwise set Markup = ((Unit Rate &endash; Unit Cst) / Unit Cst ) * 100 Otherwise the Unit Rate = Unit Cst * ( 1 + (Markup / 100)) Grss If the Quantity = 0 then the Unit Rate = Ttal Grss Otherwise the Unit Rate = Ttal Grss / Quantity If the Unit Cst = 0 then the Markup = 0 Otherwise set Markup = ((Unit Rate &endash; Unit Cst) / Unit Cst ) *

187 Hw D I... After any changes have been made, the fllwing change are dne: If the Billable flag is checked If they did nt just change the Grss If the Markup = 0 then set the Grss = Net Otherwise If the Unit Cst = 0 set the Grss = Net * ( 1 + (Markup / 100)) Otherwise Otherwise set Grss = 0 If the Quantity = 0 then set Grss = Unit Rate Otherwise set the Grss = Quanity * Unit Rate Quantity, Net, Grss are runded t 2 decimal places Unit Rate and Unit Cst are runded t 4 decimal places When entering transactins in Creative Manager, the system will default GL Accunts frm several setup screens based n yur ptins. Expense Accunts: The expense accunt n a transactins can cme frm either the item, the vendr a default frm the cmpany. If yu have yur transactin preferences set up t default the expense accunt frm the item, then the system will: Try and find an expense accunt n the item. If nne exists, it will lk fr a default accunt n the vendr. If nne exists, it will get a default expense accunt frm the Cntrl Accunts screen. If yu d nt have this ptin selected: It will lk fr a default accunt n the vendr. If nne exists, it will get a default expense accunt frm the Cntrl Accunts screen. Request fr Qutes Overview The Request fr Qutes screen allws the user t create a qute and send it electrnically t several vendrs at nce. If the vendrs are given access t the system, then they can even enter respnses t the Qute and the system will track the respnses, r yu can enter it frm a printed respnse. Once these respnses are reviewed yu can autmatically create a Purchase Order frm the qute f yur chice. Qutes are created t request cst infrmatin frm varius vendrs fr a certain item and n receiving respnses; the user can chse the best qute and create a Purchase Order fr it. The system sends ut s t vendrs requesting fr a qute, keeps track f vendr respnses, and the user can finalize the respnse received, print qutes, and print the vendr replies. The Vendrs need t be set up with a Client/Vendr lgin (there is a charge assciated with regular user lgins) t be able t access the system t enter their respnses. If nt the user can take printed respnses received thrugh mail and enter them int the system. A qute usually ties back t a Prject. While it is nt required, it helps in budgeting and estimating prject csts. Hence a Qute can als be created frm the Prject estimate screen s Expenses tab t. Clicking n the "Create" link under the Qute clumn in the grid will autmatically create a Qute and a ppup with the Edit Qute screen will shw up. The Create Qute actin is als anther way t d it. See belw fr a snapsht f the Prject Estimate s Expenses tab - 183

188 Creative Manager Dcumentatin The Qute header cnsists f general infrmatin abut the whle Qute including defaults fr the Line Items. The Line Items detail each item that a qute is requested fr with descriptin, quantity etc. and als allws the user t change the defaults cming thrugh frm the header. The Vendrs tab allws the user t select and add Vendr(s) t whm this Request fr Qute will be sent ut t. Once the request fr Qute is sent ut, the Vendrs tab is replaced with the Replies tab and the status f the Qute changes t r;sent. Any changes t the qute can be made nly if this request is r;recalled. After necessary changes are made, the user will have t send ut the request fr qute again. s are sent t Vendr cntacts (if they exist) at bth times, when a request is sent ut r when it has been recalled. The Replies Tab nw displays a list f all Vendrs, the status f their respnse alng with the qute amunt. Each reply can further be drilled dwn int by clicking n the pencil icn. It has infrmatin abut the Qute and the Line Detail. If the reply status is either r;reply Nt finalized r r;n Reply then the line detail infrmatin can be edited such as the Unit Cst, Ttal Cst and Cmments and be saved. The vendr wh lgs in will be able t see these changes/additins made t their reply. This feature is available s that the user can enter Vendr respnses fr thse withut access t the system r t update existing vendr respnses that haven t been finalized yet. If the Status f the Reply is r;reply Cmpleted, the nly thing that can be dne is t create a purchase rder by clicking n the r;create PO cmmand buttn and if the Qute was created frm the Estimates screen, the Update Estimate cmmand buttn is als available s it can update the estimates n the Prject. Once a PO is created frm the Qute the status f the Qute is set t r;clsed. The Qute can be repened and updated r added t. It is available fr use as any Open Qute is and anther PO can be created frm the Qute t. Prcess Flw The prcess f creating a Qute is as fllws - Qute Header &endash; Apart frm creating a Qute frm the Prject Estimate, a user can create a Qute by ging t the Purchasing drp dwn menu and selecting the Qutes->New ptin. The screen will lk as belw. The 184

189 Hw D I... Qute header level infrmatin is entered here. The user can enter the Prject and the task f the Prject that this Qute is requested fr; the Item that is required frm the Vendrs, the date the Qute is due. The Subject, Qute and Send Replies T fields are required; the replies will be ed back t the user selected in the Send Replies T drp dwn. When multiple quantities are selected, the Vendr will be able t qute fr up t 6 different quantities f the item as pricing may vary based n quantity. This will allw the user t enter a chice f varius quantities and at least ne f the six ptins must be entered. Once this infrmatin is saved, the system generated Qute Number will shw up and the initial Status f the Qute will be set t r;nt Sent. The Line Items and Vendrs tabs are nw available t the user. The user can als add an attachment/file t the Qute t be sent t the Vendr. Line Items &endash; The Line Items tab lets the user enter the item(s) that this Qute is being requested fr. Sme f the data n this tab is defaulted frm the Qute Header like the Line Type, Prject, Task and Item. They culd hwever be changed n each line if chsen. Multiple items can be added, each item being a different line. Each items can have a different quantity/r multiple quantities, different unit f measure. Mst f the actins frm the Qute Header are available here except the r;add an Attachment. Vendrs Tab &endash; On this tab the user can select frm a list f all active vendrs t add t the Request fr Qute. Each Vendr will receive an (if the cntact infrmatin has been set up n the Vendr) when the user clicks n the 'Send fr Qute actin frm the Qute/Line tab. Special cmments can be added fr each Vendr t view separately. Replies Tab - Once the Qute is sent, the Vendrs tab is replaced by the Replies tab. (If the user wants t make any changes t the Qute it has t first by recalled using the 'Recall Qute actin.) The Vendrs can then lgin using their Client/Vendr lgin t the system and respnd t the qute. As each user cmpletes their respnses by clicking n the 'Reply Cmpleted cmmand buttn n their screen, the Status f their reply is updated n the Replies tab fr that cmpany. The user can create a PO ff the Qute they re interested in, r even several PO(s) ff f each qute, say fr varius quantities. This wuld then clse the Request fr Qute t all Vendrs. If the Qute was created ff an Estimate, the 'Update Estimate buttn lets the user update Prject Estimates t. Data Flw Qute Inf Tab 185

190 Creative Manager Dcumentatin Display Name Qute Number Status PO Type Cmments Autmatically assigned by the system n save. Has values Nt Sent, Sent and Clsed. (Values 1, 2 and 3 respectively). If the qute status is <= 2, the status f the reply is set t 1(N Reply) and if the qute status is 3, the reply status n tqutereply is set t 2(Reply Cmpleted). Adds the custm fields belnging t the chsen PO Type t the page fr the user t enter infrmatin int. Cannt be changed nce the qute is saved. PO Type is defined in the Admin->System Setup->Define PO Types sectin. The PO Type allws the user t have additinal/custm fields n the header f the Purchase Order and n each line item. Prject Cmpany Brings up a list f all Active prjects, the prject is defaulted t the lines but can als be changed at the line level. This is the cmpany that this qute is related t. The cmpany is defaulted frm the prject yu enter n the header. If a prject is selected, yu will nt be able t change the cmpany n the rder. If there is n prject, yu can mdify the cmpany drpdwn. When a cmpany is selected, and there is n prject number n the header, yu can set a different prject number n each line. But the prjects n the lines must be in the same cmpany as n the header (have the same cmpany n the prject setup screen) Once there are line items entered, yu cannt change the cmpany. Task The Task f a prject that this qute is fr. It defaults t all the lines and can be changed n each line. 186

191 Hw D I... Item Subject Qute Date Due Date Standard Header Text Standard Fter Text Send Replies T Descriptin Chse an Item ID fr this qute, it will be defaulted t each line item but can als be changed at the line level. A descriptive subject fr the Qute. Date f the Qute. The date that the respnse frm the Vendrs is required by. Standard Header/Fter Text is defined under Admin->System Setup->Standard Text page f the Purchasing sectin. Same as the standard header text except that it appears a the bttm f the qute. Drpdwn is ppulated with the list f all Users fr the Cmpany, defaults t the User wh s lgged in. The descriptin entered here will appear at the tp f the Qute. Allw Multiple Quantities Check t enter multiple quantity ptins n each line item. Once checked, yu must enter at least ne label fr the ptins belw. Yu will be able t enter a quantity fr each ptin label that yu enter. Linked Specificatins This allws the users t link in specificatins frm ther prjects. Multiple specificatins can be attached t the PO t be sent t the vendrs. These specificatins will be printed n the tp f the PO. Linked specificatins are defined under Admin->System Setup->Define Specificatin Sheets. The fields can be created n this screen. Actins Actin Print Qute Send fr Qute Add an Attachment Recall Clse Print Replies Repen Descriptin Prints the Qute Sends the Qute t the selected Vendr(s) via . The system sets the status f the Qute t r;sent. Once the Qute is sent ut, the Vendrs tab changes t the Replies Tab and the Qute cannt be edited unless it is recalled. Vendrs can respnd t the Qute by lgging n t the system. If n vendrs are selected; the user can enter Vendr respnses t the Qute t update the system. Allws the user t add an attachment/file t send t the Vendr(s). Attached files will shw at the bttm f the Qute screen, with icns t dwnlad and delete. Allws the user t Recall the Qute and make changes t it. When the Qute is recalled, an is sent t the vendrs ntifying them f the recall. The qute is clsed fr any vendr respnses. Allws the user t print Replies sent by Vendrs. Lets the user repen a clsed qute, Send fr Qute, Print Qute and Add an Attachment actins are active again. The Qute can be used as any Open Qute. Line Items Tab 187

192 Creative Manager Dcumentatin Display Name Line Type Prject Task Item Class Office Department Descriptin Cmments Quantity Unit f Measure Cmments Defaults frm the PO Type f the qute header and can be changed t be f a different line type. Adds the custm fields belnging t the chsen Line Type t the page fr the user t enter infrmatin int. Once the line is saved, it cannt be changed. Defaults frm the qute header, but can als be changed fr each line. Defaults frm the qute header but can be changed fr each line. Item is Required, defaults frm the qute header, can be changed fr each line. The GL class that this line will refer back t. The ffice is defaulted frm the prject. If a prject is selected, yu are nt able t mdify the ffice. If n prject is selected, yu can change the ffice. The department is defaulted frm the item. Yu can change the department at any time n any line. A descriptin fr the line item can be entered here. Detailed cmments fr the line are entered here. Quantity needed fr each line item is entered here s the vendr can qute the unit cst and ttal cst. If Multiple quantities are selected, the quantity fr each Optin must be entered. The unit f measure fr the item can be entered here. If Multiple quantities are selected, each f them can have a different unit f measure if desired. Vendrs Tab 188

193 Hw D I... This tab is used t specify which vendrs yu wuld like t send the request fr qute t. Yu can specify a vendr and a specific cntact at that vendr. If yu select a persn, yu can the request fr qute directly t the persn. Display Name Reply Number Vendr Cntact Cmments The reply number is assigned t each Vendr that s added t the Qute, it s an incremental value starting frm 1. Select the Vendr(s) that the Qute needs t be sent t. Select the Vendr cntact that this qute will be sent t via . If the cntact has an id set up, this will shw up in the grid. Special Cmments Enter any special cmments fr each Vendr separately. Actins Actin Print Qute Send fr Qute Descriptin Prints the Qute. Sends the Qute t the selected Vendr(s) via . The system sets the status f the Qute t r;sent. Once the Qute is sent ut, the Vendrs tab changes t the Replies Tab and the Qute cannt be edited unless it is recalled. Vendrs can respnd t the Qute by lgging n t the system. If n vendrs are selected; the user can enter Vendr respnses t the Qute t update the system. Once the Send fr Qutes actin is selected the Vendrs tab is replaced with the Replies tab. 189

194 Creative Manager Dcumentatin The user can either enter respnses fr each f these Vendrs by themselves frm a printut sent via mail r let the Vendr respnd if they have access t the system and are set up with a Client/Vendr lgin. The Vendr will be able t see the Qute request nce they lgin as fllws &endash; The Vendr can review the Qute and dwnlad any attachments. If the Qute has any specificatins, the Vendr can click n the Specificatins link and a ppup will appear with the details. The vendr can respnd t the qute by entering required cst details, cmments and then clicking n the Save buttn. These changes entered by the Vendr can be seen by the user frm their end t. The Qute des nt get int a Reply Cmpleted status until the Vendr clicks n the Cmplete Yur Qute cmmand buttn. The replies tab nce a Vendr has respnded - Display Name Vendr Cmments Name f the Vendr(s) chsen t respnd t the Qute. Status Status f the Reply. Has values N Reply, Reply Nt Finalized and Reply Cmpleted (1, 2 and 3 190

195 Hw D I... respectively). Status is set t 'N Reply initially when the Vendrs are added in. There are tw ways in which the status f a reply gets t 'Reply Cmpleted. Once the Qute has been filled in by the Vendr, the Vendr can click n the Reply Cmpleted cmmand buttn. This wuld set the status f the Reply t Reply Cmpleted indicating t the user that the Reply is nw ready fr review. If the user is entering in a reply fr the Vendr that has respnded with a print ut sent in mail, the user can manually enter the reply and click n the Finalize Reply t Qute actin. This t wuld set then set the status f that Qute t Reply Cmpleted. The status is set t r;reply Nt Finalized when the User/Vendr has entered sme infrmatin int Reply f the Qute, but either the Vendr hasn t clicked n the Reply cmpleted cmmand buttn with the Vendr lgin r the user hasn t clicked n the Finalize Reply t Qute actin. Ttal Ttal amunt Quted by the Vendr n each f the 6 Quantity Optins. (Mre than ne ttal is shwn if Multiple Quantities were selected - Ttal 2 thrugh 6). Actins Actin Print All Replies Descriptin Prints all the replies t the Qutes frm the Vendrs. Clicking n the pencil icn f a line n the replies tab allws the user t edit the replies sent fr the Qute and these changes will be seen by the vendr t. Display Name Vendr, Status, Subject, Qute Date, Due Date, Descriptin, Cmments This display shws the data entered n the Vendrs tab fr each line, alng with a status f the respnse. 191

196 Creative Manager Dcumentatin Cmments Qute Attachments Any attachments that were added t the Qute can be seen here and can be dwnladed by clicking n the dwnlad link. Optin This is the text entered when creating the Qute fr the Multiple Quantities Optin. 1 thrugh 6 indicated the 6 Optins. Qty Units Unit Cst Ttal Cst Cmments This is the Quantity fr which the Qute has been requested, entered n the Qute detail line. This is the unit f measure entered in fr the Qute detail line. Enter the Unit Cst f the current line item, when multiple quantities are selected, the grid shws multiple lines fr the user t enter the cst. Ttal Cst is a calculated value stred in the database f the UnitCst times Qty. If the value f the ttal cst is entered first, the reverse is dne and n tabbing ff the bx, the Unit Cst will be ppulated. Enter cmments fr the Qute reply. Buttns Actin Save Cancel Create PO Update Estimate Descriptin Saves the replies entered in by the user fr the Qute. Changes can be viewed by the vendr t when the Vendr lgs in. The qute reply is lcked fr changes when either the Vendr clicks n the Cmplete Qute cmmand buttn r when the user clicks n the Finalize this Qute actin. Cancels edits t the Qute since the last save and ges back t the listing page f the replies tab. Creates a Purchase Order frm the selected Vendr s Qute Reply and takes the user t the Purchase Orders screen. (When Multiple quantities are selected, ne f the quantity ptins that the Qute is requested fr has t be selected frm the drpdwn next t the Create PO buttn which says r;select an ptin befre creating a PO.) All the infrmatin frm the Qute is autmatically entered int the apprpriate fields f the PO header and lines. The user can then save the PO t the system by clicking n the save cmmand buttn. The Update Estimate buttn shws n a vendr reply if the Qute was riginally created frm the Expenses tab f the Prject Estimates screen. Clicking this buttn updates the estimate frm which this Qute was riginally created with the selected Vendr, cst, ttal cst and a calculated billable cst. 192

197 Hw D I... Actins Actin Add Attachment Finalize Reply t Qute Repen Reply Print Reply Print All Replies Descriptin Lets the user add an attachment sent by the Vendr nt their reply. It shws up under the Yur Attachment header when viewed. The Vendr hwever at this pint f time will nt be able t directly add r view the attachment if lgged in. When the user is entering r editing a respnse fr the qute, apart frm being able t save the respnse, the user can als cmplete the respnse frm this end by clicking n the Finalize Reply t Qute actin. This will set the status f the Qute t Reply Cmpleted. The same happens when the Vendr is entering respnses via the Client/Vendr lgin when the vendr clicks n the Cmplete Yur Qute cmmand buttn. Once the Reply has been cmpleted either by the Vendr r the user, it is lcked dwn fr further updates. If it needs t be edited, the user can click n the Repen Reply actin. Prints the reply t Qute frm the current vendr. Prints replies frm all the vendrs. Purchase Orders Overview Purchase Orders can be created directly n this screen r can be created by clicking n the Create PO buttn n the Request fr Qutes screen s Replies Tab. A purchase rder is used t tell a vendr that yu want t purchase sme item; it acts like a cntract with the vendr. It is helpful in tracking expenses incurred tward a prject. It allws the cmpany t set cntrls n things like wh culd purchase items r hw much can be spent n smething and therefre is gd fr budgeting and expense tracking purpses. Purchase Orders can help yu track yur utstanding purchases that have nt been inviced t give yu a better view f pending expenses n a prject. They can als help ensure that yu are nt inviced mre than yu shuld be by creating a tracking dcument that can be cmpared nce the invice cmes in. A Purchase Order can be created that can be linked t several prjects, r yu can link it t just ne. Each purchase rder is entered against a specific vendr that must be setup in the cntact management system. 193

198 Creative Manager Dcumentatin Each purchase rder must be apprved befre it is sent t a vendr. If yu print an unapprved purchase rder, the system will place an unapprved watermark acrss the page. Each persn is assigned a specific purchasing limit which allws them t apprve purchase rders under that dllar amunt. If yu're purchasing limit is zer, yu will nt be able t apprve any purchase rders. As yu enter line items nt a purchase rder, the system will try and determine if yu have the right t apprve the purchase rder and that dllar limit. If yu d nt have the right, the system will try and find the persn frm the prject n the header f the purchase rder. If the AE has an apprval limit greater than the amunt f the purchase rder, the system will autmatically assign them as the apprver. If the AE r the persn entering the purchase rder des nt have sufficient limits t apprve the purchase rder, the purchase rder will be assigned t n ne. When a purchase rder is assigned t n ne fr apprval, anyne in the cmpany with apprval limit abve that f the purchase rder will be able t apprve it. When the purchase rder is set fr apprval, everyne with that apprval limit will receive an . Once the purchase rder is apprved, the persn entering a purchase rder will receive an back. Once a purchase rder is apprved, yu cannt edit it. If yu need t edit the purchase rder, yu will need t unapprve the purchase rder. Ding s will increase the revisin number n the purchase rder. Once yu have cmpleted the revisin f a purchase rder, yu will need t either apprve it r resubmit it fr apprval. A vendr invice can nly be applied against apprved purchase rders. Once a vendr invice is linked t the purchase rder, yu will nt be able t unapprve the purchase rder. The vendr Invices tab shws a list f the vendr invices that have been applied t this purchase rder. Special Fields There are several fields in the system that yu may r may nt see based n yur ptins, but yu will see mentined in the help guide. These include: Cmpany Office Department Item Task Class If yu d nt see these fields in yur system, but d see them in the help guide, dn t wrry. These ptins are used fr advanced financial tracking ptin in the general ledger. These ptins are cvered in yur initial setup training. If yu dn t see them nw, yu prbably dn t need them. Prcess Flw This is hw the screen lks when a new PO is being created. 194

199 Hw D I... The header level infrmatin fr the purchase rder is entered here like the Vendr ID, Prject, Task, Item, Class etc. which get defaulted nt the lines but can be changed n the lines t. The PO Number is a system assigned number if it is left blank, r it can be entered int. Once the PO is saved, the Address/Instructins, Line Items and Vendr Invices tabs becme visible, alng with details f amunts, status f the PO, Linked specificatins and the Send Order Cpies t link n the PO Inf tab. If a PO is created frm a Qute, the header and line level infrmatin is autmatically filled in frm the Qute. It can be added r mdified except fr a few things like the PO Type, Line Type. New lines can be added fr which the Line Type can be changed but since the PO was created frm a Qute with a preset PO Type, that cannt be changed. Once the PO is saved, it will take the user t the Line Items tab. The items that need t be purchased are entered here with details f quantity, Unit cst, a markup percentage, etc. If there is Prject n the header f the PO, the Billable check bx is autmatically checked. It can be unchecked if desired. When yu've cmpleted entering yur purchase rder, yu may either submit it fr apprval r if yu have sufficient purchasing apprval limits, yu may apprve the purchase rder n this screen. Once a purchase rder has been apprved, yu may either print purchase rder directly frm the purchase rder entry screen, r yu may apprve multiple purchase rders frm the listing screen. The Address / Instructins tab is fr the address f the Vendr and any shipping instructins. The default cmpany address is shwn and if there are multiple addresses entered in the system, the user can select ne f thse if desired. The Vendr Invices tab is display nly. Any invices applied against this PO will shw n this tab and can be drilled dwn t by clicking n the pencil icn. The PO Inf tab 195

200 Creative Manager Dcumentatin Display Name PO Number PO Type Cmments System assigned if left blank. Defaulted frm the Qute r can be selected fr a new PO. Yu can als set up a default PO Type fr new purchase rders in the transactins preferences. Adds the custm fields belnging t the chsen PO Type t the page fr the user t enter infrmatin int. Cannt be changed nce the PO is saved. PO Type is defined in the Admin->System Setup->Define PO Types sectin. The PO Type allws the user t have additinal/custm fields n the header f the Purchase Order and n each line item. Vendr Cntact Prject Cmpany Enter the vendr ID that this purchase rder is fr. Yu may either type it directly int the field r press the lkup buttn t search fr ne. This is a text field where yu can type in any name. This name is printed n the rder. If yu als select peple t send cpies t, this name will be replaced with the name f the peple wh yu send the cpies t. This prject number can be any prject yu are assigned t that is in an Active fr Expenses status. This status is set in the prject status setup screen. When yu put a prject number n the header f a transactin, this prject number will be used fr all line items. Once yu enter line items, the prject n the header cannt be changed. If yu leave it blank, yu can select different prjects n each line. This is the cmpany that this rder is related t. The cmpany is defaulted frm the prject yu enter n the header. If a prject is selected, yu will nt be able t change the cmpany n the rder. If there is n prject, yu can mdify the cmpany drpdwn. 196

201 Hw D I... When a cmpany is selected, and there is n prject number n the header, yu can set a different prject number n each line. But the prjects n the lines must be in the same cmpany as n the header (have the same cmpany n the prject setup screen) Once there are line items entered, yu cannt change the cmpany. Class PO Date Due Date Ordered By Revisin Standard Header Text Standard Fter Text Sales Tax Rate Sales Tax Rate(2) Ttal Net Sales Tax Amunt Sales Tax Amunt (2) Ttal Net with Taxes Ttal Grss Applied t Invices Status Send t Fr Apprval Printed Date Added Date Updated The Class ID fr this PO. This GL class is defaulted in frm the prject. This GL class is defaulted nt new line items. Transactin date fr the PO. Date the purchase rder needs t be delivered by. Required data; enter the name f the Persn wh rdered the PO. When a PO is unapprved in rder t make changes, the revisin n. is incremented by the system. Standard Header/Fter Text is defined under Admin->System Setup->Standard Text page f the Purchasing sectin. This is the same as the standard header text except that it appears a the bttm f the purchase rder. Select a sales tax if needed. On each line item yu can select if this tax applies A secnd sales tax can be selected if needed. The Net amunt n all the PO lines. Sales Tax amunt n the PO. If tw sales tax rates were selected, this is the secnd sales tax amunt n the PO. Shws the ttal cst incurred by this PO. Sum f Ttal Cst fr all lines f the PO. Sum f Billable Cst fr all the lines. This is the grss ttal f all items put tgether. Sum f Applied Cst fr all lines. This is the amunt applied t invices. This is the Status f the Purchase Order, has values 1-Nt Sent fr Apprval, 2-Sent fr Apprval, 3-Rejected and 4-Apprved. Select an apprver frm the list which cntains all available apprvers fr this cmpany with a PO spending limit greater than the Order Amunt. The default is r;anyne apprved fr this limit. The user can set this flag t Printed by checking the bx. This can be used in a listing t search fr any POs that need t be printed. Date added t the system Date the PO was updated Buttns Actin Save Cancel New Descriptin Click the Save buttn t add the PO. When the PO is added, the system cpies the address infrmatin frm the vendr recrd. Yu will then be directed t the Line Items tab t enter the details f the PO. On an existing PO, this buttn saves the changes frm the last save. Cancels changes since the last save and ges back t the Purchase Orders listing page. Creates a new PO, ges t the PO Inf tab. 197

202 Creative Manager Dcumentatin Delete Deletes the PO currently being edited. Actins Actin Print Apprve Cpy Order Unapprve Clse Prebill Order Repen Submit fr Apprval Descriptin Prints the PO The Apprve actin can be seen when Net Amunt n the PO is less than r equal t the purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the PO, but if the user des nt have a purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive purchasing limit. Cpies the current PO and its lines t a new Purchase Order with a new PO Number and redirects the user t the PO Inf tab n the newly created PO. The Unapprve actin is available t a user when all f the belw are satisfied. 1. The PO is apprved. 2. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been prebilled. An apprved PO can be clsed if it is nt n an pen/active billing wrksheet. T prebill the entire rder, click n the Prebill Order actin at the tp f the page. The Prebill Order actin is available again nly if - 1. The PO is apprved. 2. N vendr invice has been applied t it. It s nt n a billing wrksheet r has nt been billed. This actin is available when a PO is clsed and needs t be repened fr sme reasn, the PO will need t be unapprved befre any lines are added t it, and again the same rules apply fr the Unapprve actin t be available t the user. This actin is available t the user when the Purchasing limit f the user has been reached and the status f the PO is either 1-Nt Sent fr Apprval r 3-Rejected. PO Apprval Prcess A PO can be apprved by anyne wh has the purchasing limit. Yu can set different apprval limits fr each persn t cntrl the maximum amunt that a persn can apprve. Once a purchase rder is sent fr apprval, the persn wh is apprving the purchase rder will receive an and the persn creating a purchase rder will receive an nce it is apprved r rejected. A persn whse PO limit has been reached cannt apprve but still will be able t unapprved a PO. By default, the persn entering the PO is set as the apprver. As they enter line items, if the ttal amunt f the rder exceeds their purchasing limit, the apprver is set t r;anyne with this limit. If this setting is left, the system will all peple with this spending limit that an rder has been sent fr their apprval. Yu can als specify smene frm the drpdwn list wh des have the right t apprve an rder f this amunt. If a specific persn is selected in this case, nly they will get the . Linked Specificatins This allws the users t link in specificatins frm ther prjects. Multiple specificatins can be attached t the PO t be sent t the vendrs. These specificatins will be printed n the tp f the PO. Linked specificatins are defined under Admin->System Setup->Define Specificatin Sheets. The fields can be created n this screen. Send Order Cpies T 198

203 Hw D I... This pp up windw allws yu t select several cntacts frm the selected vendr t send cpies f this rder t. Select the apprpriate names frm the lkup list and press Add Selected Users. This will cause the system t print ne cpy f the rder and specificatin sheets fr each persn in the list. The persn's name will replace the cntact name frm the header f the rder n the print ut. When the rder is printed, there is ne cpy fr each persn selected. When ed, if the persn has an address in the system, they will be sent a ntificatin . Address / Instructins Tab The address infrmatin tab allws yu t enter a different address fr the purchase rder t be mailed t. The mailing address frm the vendr is cpied by default nt the purchase rder. Yu can then mdify it frm here. Display Name Select an Address t Cpy Address City State Cmments Shws a list f all addresses entered fr the selected Vendr. The three rws fr entering/mdifying the address City State 199

204 Creative Manager Dcumentatin Zip Cde Cuntry Special Delivery (Cpy frm Client) Deliver T Delivery Instructins Special Instructins Zip cde Cuntry If the materials purchased need t be delivered t a different address, enter the address in the Deliver T bxes. Yu can utilize up t fur different lines t enter the address. This is the name and address f the alternate Cmpany t deliver purchased materials t. If nt cpied frm client, it can be entered in here. Any delivery instructins. Special delivery instructins are entered here. Actins Actin Apprve Print Unapprve Descriptin The Apprve actin can be seen when Net Amunt n the PO is less than r equal t the purchasing limit fr the user wh s lgged in. Usually, the Apprver is set t the creatr f the PO, but if the user des nt have a purchasing limit f less than r equal t the Net amunt, the user will nt see the Apprve actin and will have t submit it fr apprval t anyne in the cmpany with a psitive purchasing limit. Prints the PO The Unapprve actin is available t a user when all f the belw are satisfied. 1. The PO is apprved. 2. N vendr invice has been applied t it. 3. It s nt n a billing wrksheet r has nt been prebilled. Clse An apprved PO can be clsed if it is nt n an pen/active billing wrksheet. Line Items Tab The Line Items tab enables the user t enter the item detail that is being purchased. Sme f them are defaulted frm the header and can be changed n each line. Belw is a screensht - 200

205 Hw D I... Main Table: tpurchaseorderdetail Display Name Cmments Line Type Use this drp dwn list t select a type f line fr this transactin. This field is defaulted based n the rder type selected n the Order Inf tab. The line type defines which custm fields are available n the line. This can be used t track additinal infrmatin n an rder such as specificatins. Prject Task Item ID Office Department Class Descriptin Defaulted frm the Qute lines and can be changed r selected fr a new PO Line. Brings up a list f all Active prjects, the prject is defaulted t the lines frm the PO header, but can als be changed at the line level. The Task f a prject that this item is fr. It defaults frm the header and can be changed n each line. This field is nly visible if yu have the ptin t use Tasks n expenses enabled. Chse an Item that needs t be purchased, it will be defaulted frm the PO header, but can als be changed at the line level. This field is nly visible if yu have the ptin t use Items n expenses enabled. The ffice is defaulted frm the prject. If a prject is selected, yu are nt able t mdify the ffice. If n prject is selected, yu can change the ffice. This field is nly visible if yu have the Use Offices ptin enabled. The department is defaulted frm the item. Yu can change the department at any time n any line. This field is nly visible if yu have the use Departments ptin enabled. The Class ID fr this PO. It is the GL class that this line will refer back t. This field is nly visible if yu have the Use GL Class ptin enabled. Shrt descriptin f the item. 201

206 Creative Manager Dcumentatin Cmments Tax 1 Applies Tax 2 Applies Prebilled Quantity Unit Cst Unit Desc Net Cst Billable Markup Unit Rate Grss Any cmments fr this line r item. Sales tax selected n the PO header can be applied if needed fr each line by checking these bxes. Sales tax selected n the PO header can be applied if needed fr each line by checking these bxes. If the PO has been prebilled, the Client Invice number with the pencil icn and the Grss amunt billed will be seen here. The Quantity needed fr this line The net Unit Cst fr this line The unit descriptin fr this line. (ie. Ft, Inches, Each, Bundle) The Quantity needed fr this line The Quantity needed fr this line The Quantity needed fr this line The Quantity needed fr this line The Quantity needed fr this line Buttns Actin Save Cancel New Delete Cpy Line Prebill Line Descriptin Saves changes t the line item since the last save r saves it if it is a new line. Cancels edits since the last save and lets the user add a new line item. Clears the data n the screen and lets the user add a new line item. This buttn is nly available when the user is n an existing line. Deletes the current line item being edited frm the PO. Only available when the user is n an existing line. Cpies the line that the user is currently editing and sets fcus t the new line fr the user t edit/save. Available when the user is currently editing a line. T prebill a specific line item, select the purchase rder, then select the line item that needs t be billed. Then click n the Prebill Line buttn. The Prebill line buttn is nly available if the line has been saved, there are n vendr invices applied t the line and if the line is nt n a billing wrksheet r has been billed. Clse Line Open Line Clses the line, dne usually after vendr invices are applied against that line. After all the lines are clsed, the PO als gets clsed. Repens the line allwing the user t edit it. Pre-billing an Order It is pssible t pre-bill the client fr a purchase nce the PO is created and has been apprved. T be able t prebill a PO ne has t have the security right t create new client invices have a prject number n the header f the PO have a client assigned t the prject that appears n the header f the rder. 202

207 Hw D I... When an rder is pre-billed, either the entire rder can be pre-billed (if n line items were previusly pre-billed) r a specific line item can be pre-billed. Once the pre-bill actin is selected, it takes the user t the invice that was just created. Once yu pre-bill an rder, the system will nt let yu mdify it. Pre-billing a Line Pre-billing a line is very similar t pre-billing the entire rder except that it is nly dne fr the ne line. The system will use the prject number n the line t determine the client. Frm there, the invice is created based n the defaults n the client. Once yu have pre-billed the line, yu cannt mdify it. The Vendr Invices Tab This tab is display nly. Clicking n the pencil icn will take the user t the Vendr Invices &endash; Line Items tab. Any invices applied against this PO will shw n this tab with a summary f the Invice Number, Invice Date, Ttal and Amunt Applied. Vendr Invices Overview The vendr invice system integrates tightly with the purchase rder system s that purchase rder details can be easily pulled nt a vendr invice. It helps the Accunts Payable prcessing system fr recrding expenses t prjects as well as administrative invices. Each vendr invice has an apprval status n it. Only apprved vendr invices can be paid using the check prcessing system. It is pssible t set up yur system t bypass the apprval prcess if desired. In the System Setup screen, Transactin Preferences ptins, yu're able t set yur apprver ptins which allw yu t autmatically apprve vendr invices when they are created. In rder t use this functinality, yu must als have the ability t edit accunting transactins after they have been apprved. Once a vendr invice has been apprved, yu may select it fr payment and add individual line items nt client invices. Vendr credits are als entered as vendr invices t the system. T create a vendr credit, yu nly need t make the vendr invice amunt negative. If the ttal amunt f the vendr invice is negative, yu'll be able t apply this vendr invice t ther vendr invices as a credit r add the vendr credit nt payments t reduce the verall amunt f payment. New Vendr Invice screen sht 203

208 Creative Manager Dcumentatin Screen sht nce a Vendr Invice is saved, ges t the Line items tab and lets the user select the lines f the chsen PO t be inviced if an Order number was entered n the header. The Invice tab Display Name Vendr Invice Date Psting Date Invice Number Cmments The vendr lkup page displays fr a new invice and nce saved, the vendr cannt be changed, displays the Vendr ID and Name. Required. The date n the Invice is entered here, required. The date that this invice shuld use fr psting t the GL. Required. Enter an invice number fr this invice frm the ne sent by the Vendr. 204

209 Hw D I... Date Received Terms The date the invice was entered int the system. The system defaults this t the current date. In the Terms bxes: In the first bx, enter the percentage discunt that yu will receive if the invice is paid early. In the secnd bx, enter the number f days yu have frm the invice date t pay the invice t receive the discunt. Default is 10 days. In the third bx, enter the number f days until the vendr invice is due. Changing this date will update the due date. Default is 30. Due Date Prject Number Cmpany This is the date the invice must be paid by based n the vendr terms. This will be the default prject number fr this invice. If yu enter a prject number in this field, the system will restrict the purchase rders yu can select frm t the purchase rders charged t the specified prject. This is the cmpany that this vendr invice is related t. The cmpany is defaulted frm the prject yu enter n the header. If a prject is selected, yu will nt be able t change the cmpany n the invice. If there is n prject, yu can mdify the cmpany drpdwn. When a cmpany is selected, and there is n prject number n the header, yu can set a different prject number n each line. But the prjects n the lines must be in the same cmpany as n the header (have the same cmpany n the prject setup screen) Once there are line items entered, yu cannt change the cmpany. Yu can als nly select rders with the same Cmpany n the rder. Office AP Accunt The ffice is used n the aging reprts t grup payables by ffice. It is nt used t pst t the ledger. Enter an Accunts Payable accunt number that the amunt n this Invice will pst t. This accunt number will default frm the accunt specified in the Cntrl Accunts screen. Cntrl Accunts are defined under System Setup->Cntrl Accunts link under the GL Settings sectin. It is called the Vendr Invices Accunt (AP) under Default GL Accunts. Class Descriptin Sales Tax Rate Sales Tax Rate (2) Status Sectin Invice Ttal The class id fr this invice is entered here. This class ID will default nt each f the line items as they are entered. It is the GL class that this vendr invice will refer t. A descriptin fr the Vendr Invice can be entered here. Chse a sales tax rate t be applied t the Invice Amunt. A secnd sales tax rate can be chsen t be applied t the Invice Amunt. This is the Invice ttal amunt withut the sales tax. A Vendr Invice can be created with a negative invice amunt. Such invices are used t create a vendr credit. If the ttal amunt f the vendr invice is negative, yu'll be able t apply this vendr invice t ther vendr invices as a credit r add the vendr credit nt payments t reduce the verall amunt f payment. Sales Tax Amunt This amunt is derived frm the sales tax rate selected frm the drp dwn, can als be entered when n rate was selected. Sales Tax Amunt(2) This amunt is derived frm the sales tax rate selected frm the drp dwn, can als be entered when n rate was selected. Ttal With Taxes Ttal amunt n this invice including taxes. 205

210 Creative Manager Dcumentatin Applied Credits Applied Payments Amunt Open Apprver Status Once the vendr invice is apprved, the Apply Credits tab is available fr the user t select any credit mems available which can be applied against this invice. This field displays the ttal amunt credits and payments that have been applied t the vendr invice. This field displays the ttal amunt f the invice less applied payments This field is used t select the persn wh is suppsed t apprve the vendr invice. This field shws the current status f the transactin. Pssible values include: Nt Sent fr Apprval, Sent fr Apprval, Rejected, Apprved Dwnladed This check bx is checked if the data n this Vendr Invice was exprted t be fed int a different sftware like Quickbks r Peachtree. If the user needs t dwnlad it again, this check bx needs t be unchecked s that the exprt rutine can grab this Vendr Invice. Clicking n the Select Orders cmmand buttn brings up the Select Orders page as belw &endash; On saving the first time n the Invice tab, the user is redirected t the Select Orders page t allw initial selectin f rders n the invice, the selectin will be based n Prject entered n the Invice header. The user can get back t this page by clicking n the Select Orders cmmand buttn n the Line Items tab. Selecting Purchase Orders As yu select the purchase rder line items t add t the vendr invice, yu can mdify the amunt n the selectin screen. The selectin screen has each purchase rder and its line items gruped tgether in the list. Yu can either select individual line items by selecting the check bx at the left side f the list r yu can click the check bx t the left f the purchase rder number t select all f the line items n the purchase rder. If yu wuld like t select all f the line items in the list, click the check bx at the tp f the list. If yu wuld like t view a purchase rder, click the pencil icn t the left f the purchase rder number. This will take yu directly t the purchase rder. Once yu have selected all f the line items that yu wuld like t add t the vendr invice, click the save buttn and the system will add all f the line items and take yu t the line item entry screen. Only rders frm the same cmpany as specified n the header f the transactin will be visible. Changing the amunts n the Select Orders page If yu change amunts n this page, this is what will be defaulted nt the vendr invice when yu bring them ver. Make sure that the amunts lk crrect befre clicking the Save buttn s that yu d nt have t edit the transactins after they have been added t the vendr invice. When yu click Save, all f the selected rder lines are brught nt the vendr invice. All f the values n the rder will be defaulted nt the line f the vendr invice. As yu enter infrmatin int these fields, the system will default infrmatin based n the field yu just entered. Display Name Cmments Validatin / Calculatin 206

211 Hw D I... Prject Date Item Open Qty Prject Number and name f that particular line item. Transactin Date f that line. The item n this transactin line. The Quantity f this line item that was n the rder. Unit Cst Open Net Markup Unit Rate Open Grss Net Grss Prebilled The amunt that was prebilled t the client fr this line item. Clse Line Clse All PO Lines Buttns Actin Save Cancel Descriptin The Save buttn saves the selected rders nt the Vendr Invice and takes the user back t the Line Items tab. The Cancel buttn cancels any selectins made and ges back t the Line Items tab. The Line Items Tab The line items n a Vendr invice can be pulled in frm Purchase Orders, Insertin r Bradcast Orders via the Select Orders buttn/page r can be entered in manually. When entered manually the line is nt necessarily linked t a PO/BC/IO. 207

212 Creative Manager Dcumentatin Display Name Client Cmments Yu nly need t enter a Client ID if yu d nt want t enter a prject but still want t link this expense t a Client. If yu enter a Client ID, this will verride the Client ID frm the prject when the transactin is psted. If yu leave it blank, the system will get the Client ID frm the prject. Prject Task Item ID Office Department GL Accunt Class Descriptin Select the prject yu want t link this vendr invice t. The prject must be an active prject that the user is assigned t. Enter the Task ID t charge the expense t fr this prject. If a prject is selected, the task ID is required. Enter the Item ID fr this line item. This can then be utilized fr reprting n purchases ver the year. The item is als used fr tracking WIP expense adjustments based n billing at the end f the mnth (if yu are tracking WIP). The ffice is defaulted frm the prject. If a prject is selected, yu are nt able t mdify the ffice. If n prject is selected, yu can change the ffice. The department is defaulted frm the item. Yu can change the department at any time n any line. Enter the expense accunt fr this line. The system will default the expense accunt based n the default expense accunt n the Vendr recrd. If yu are tracking WIP in the general ledger and a prject number is n the line item, the system will default the Prductin Wrk in Prgress accunt which is defined in the cntrl accunts screen. Enter a Class ID fr this line item. Enter a descriptin fr this line item. Tax 1 Applies Tax 2 Applies Last Invice 208

213 Hw D I... Quantity Unit Cst Unit Desc Net Cst Billable Markup Unit Rate Grss Cst Line Items Display (PO, Line #, GL Accunt, Prject, Task ID, Class, Item, Net, Grss, Last Invice) Applied t Expenses, Applied t Orders, Ttal Payment Buttns Actin Save Enter a quantity needed f this line item. Enter a unit cst fr this item. The system will then extend the ttal n the line fr yu. Enter a descriptin fr this unit f measure (Each, Bx, Dzen, etc.) Enter the ttal cst fr this line item. The system will then update the unit cst and grss amunt. Select the Billable checkbx if this item will be billable t the client. The checkbx assists with extending the grss amunt f the line item. It des nt actually restrict this item frm ending up n an invice. It will just cause the Grss Cst t extend t a 0 dllar amunt. Yu can still select this item t be added t an invice if yu want t. In the Markup text bx, enter the markup fr this item. The system will autmatically determine the standard markup fr the line based n the Prject, Task and Item yu have selected abve. Enter the unit rate f the item required. Changing the unit rate will change the markup and grss cst. Enter the Grss amunt that the client shuld be billed. Changing this clumn updates the cmmissin percentage n the line. This grid is a summary f all lines with sme f the details as shwn n the left. Descriptin Saves changes t the current line the user is editing. Cancel New Delete Select Orders Cancels edits since the last save and clears the frm fr the user t be able t enter a new line. Clears the page t let the user enter a new line item. Deletes the current line ff f the vendr invice. Existing PO r Media rder lines can be selected again t be put nt ther vendr invices r this ne t. The Select Orders buttn lets the user select purchase rders t be applied t this invice. Mark Unbilled Applying a Credit t the Invice T apply a credit t the invice, select the Apply Credits tab. Any credits that are available fr yu t be applied t the invice will be in the list. Select the checkbx n the left hand side t apply the credit t the vendr invice. Yu may als enter a descriptin fr the reasn that this credit is being applied. The user can edit the credit amunt t be applied t this Vendr Invice t and it needn t be less than r equal t the Open Invice Amunt but will need t be less than the pen amunt f the credit. Click the save buttn t update the invice. Restrictins: Only Credits frm the same cmpany are visible in the list. Validatins: 209

214 Creative Manager Dcumentatin The ttal amunt applied t the vendr invice must be less than r equal t the ttal f the Credits and the applied payments. The amunt available t apply is the ttal amunt f the Credit less the amunt applied ut t ther invices. The ttal applied t ther invices cannt exceed the ttal amunt f the credit. Vendr Credits Vendr credits are input int the system as negative invices. The system allws yu t select purchase rders nt a vendr invice and still put in a large negative line item t create an verall vendr credit. When the ttal amunt f a vendr invices negative, yu'll be able t apply the pen amunt f the credit t ther invices. Yu can als take a vendr credit n a payment t a vendr. This will reduce the verall amunt due t the vendr. The system allws yu t apply a part f the credit directly t anther invice and anther part f the invice t be taken n a payment t a vendr. Recurring Yu can use the recurring tab t generate additinal invices at a specified interval. Only invices that are nt linked t a purchase rder can be used in recurring invices. When generating a recurring invice, yu have the ptin t select the time interval (Mnthly, Quarterly r Yearly) and the number f recurring invices t create. The invice date f the current invice is used as the starting pint fr generating future invices. Then click n the Create Invices buttn. After the invices have been generated, the system will shw all invices and will allw yu t perfrm several actins and give yu quick access t all related recurring invices. Initially, all invices are created with the same status as the initial invice. Yu nly need t submit the first invice fr apprval and all ther invices will be apprved with it. Yu can then g t any ther invice in the list, unapprve it and change it if needed. There is n difference between a recurring invice and a nrmal invice. Once changes have been made, that invice will need t be apprved separately. 210

215 Hw D I... If yu change ne invice, yu can select t apply these changes t selected invices if they have nt been psted r have been mdified t be linked t purchase rders applied t them. Select the Update Using this Invice frm the drp dwn list, check the invices yu want t update and click n the GO cmmand buttn. The system will update these selected invices with the details frm the current invice. Yu can als delete selected invices by clicking the checkbx next t each invice t delete and then select Delete frm the drp dwn bx and click n GO. Display Name Vendr Invice Number Recurring Interval Cmments The ID + Name f the Vendr fr whm this invice is being generated. If Invice numbers are numeric in the system, the next invice number is generated by the system. If they are character, a hyphen is added t the end f the parent Invice Number and numbers starting frm 1, 2 etc. are appended after the hyphen fr each f the newly generated invices. Chse between Mnthly, Quarterly and Yearly t generate invices with thse intervals, Invice date f the current invice is used t calculate dates fr the recurring invices. # f Recurrences Number f recurring invices t create. Check Item Actin 1. Update Using this Invice &endash; Lets the user update all invices based n the current invice being updated if it is nt psted. Check the checkbx next t each invice that needs t be updated and chse this actin t apply the changes. 2. Delete &endash; Deletes selected invices. If all child invices are deleted, shws the recurrence page t let the user create new recurrences. Grid after generating the recurring invices &endash; Vucher #, Invice Date, Ttal, Open, Status A summarized grid is shwn f the recurring invices with the Vucher number, Invice date, Ttal, Open amunt n the invice and the status f each invice. Each invice can be edited separately by clicking n the pencil icn. If ne f the invices is changed, the Update Using this Invice cmmand frm the drpdwn can be used t update the selected invices with changes just like the current ne. Data Maintenance Actin Get Special Actins Reads frm tvucher, the RecurringParentKey has the key f the Invice n the Parent Invice and the child invices t will have the same key value. 211

216 Creative Manager Dcumentatin Insert Update Delete Actins Actin Apprve / Submit fr apprval On the Create Invices cmmand, creates new invices at the specified interval with dates beginning frm the Parent Invice Date and Parent Invice s Due date and calculated with the interval specified by the user. Each f the child Invices will have a ParentInviceKey equal t that f the Parent Invice. Vendr Invices cannt be updated if either the surce r the target have been assciated with a PO r have been psted r have had payments made against them. The update actin updates the Invice header, deletes any assciated lines n the Invice and inserts new rws again frm the Invice lines in the tvucherdetail table fr the target Invice. If all child invices f a parent invice are deleted, the RecurringParentKey in the Parent recrd is als blanked ut. Descriptin If the user is editing the parent invice, Apprve will apprve all ccurrences f the invice, if it s a child invice that the user is editing, the apprve actin will apprve nly that invice and nt all f them. The user is able t see the apprve actin if the r;add and Edit Vendr Invices Security right is given t the grup that the user belngs t, therwise the user will have t submit the Vendr t smene with that right fr apprval and the Submit fr Apprval actin is shwn instead. Unapprve Unapprve will unapprve nly the current invice the user is editing even if it is the parent invice, t apply the same t the rest f the ccurrences the r;update Using This Actin actin frm the drpdwn will have t be selected. Pst Unpst The Payments Tab The Payments tab has tw sectins, the Applied Prepayments sectin and the Applied Payments. The applied prepayments shws up when there are any payments fr the vendr with unapplied pen amunts but have been psted t the GL t an Unapplied Payment Accunt. T apply a prepayment r cash advance t an invice, yu can select the payments tab. Any psted payments will appear in this list. T pst a payment withut applying it t an Invice, the user will have t select an Unapplied Payment Accunt. The users can then select payments and apply them t the invice t reduce the pen amunt. Restrictins: Only psted payments are visible. Only payments fr the same cmpany are visible. Yu can nly select prepayments befre the vendr invice is psted. Validatins: The ttal amunt applied t the vendr invice must be less than r equal t the ttal amunt f credits applied and the ttal amunt f payments applied (either as prepayments r as payments). The ttal amunt applied frm a particular payment must be less than r equal t the ttal amunt f the payment less the amunt already applied t vendr invices. 212

217 Hw D I... The applied Payments sectin will shw any payments that have been applied t this vendr invice. Display Name Ref # Cmments Applied Prepayments Data Grid Receipt Date Amunt Open Applied Descriptin Check # Applied Payments Grid Check Date Psting Date Discunt Amunt Paid Psted Payments Printing Checks T print checks 1. Select the bank accunt that yu want t print checks frm. The system will determine the next check number (which yu can verride). 2. Select frm the apprpriate check frmat based n yur printed checks. 3. Select the payments that yu want t print. 4. Click the [Print Checks] buttn. The system creates a PDF file that yu can then use t print yur checks. 213

218 Creative Manager Dcumentatin Imprtant Printing Settings When printing the PDF, make sure that yu have all resizing ptins turned ff. The checks need t print exactly as they are rendered n the page. Yu will find these settings when yu print the PDF with the latest versin f Adbe Acrbat Viewer. Cnfirming Printing After yur checks have printed and yu have cnfirmed that they printed crrectly, yu need t tell the system that they printed crrectly. The system will shw yu a list f all checks printed and the assciated check number. Verify these are crrect and click cnfirm printing. If any checks did nt print crrectly, yu can uncheck the bx next t the check number and these checks will nt have the check number assigned. Yu can nt pst yur checks until yu have cnfirmed the printing, but yu can select the ptin t pst and cnfirm the checks yu just printed in ne step. Use the Billing System Billing Overview 214

219 Hw D I... When client invices are created, there are several different frmatting and creatin ptins. Invices can include anywhere frm nine t several different prjects n a single invice. When invices are being created, there are several ptins fr autmatically creating invices in predefined frmats. Depending n hw yu set up the system, yu can use either the tasks n a prject, r billing items t generate invices in very specific frmats. Yu can als use ur integrated bill wrkflw system t help enable and speed up yur billing cycle. This is mst ften used by larger agencies with lts f invices and peple t crdinate. When the client invice t be psted t the general ledger, there are several different methds t assign general ledger accunts t the client invice. Yu can specify different sales accunts n each line item f an invice, r yu can have the system determine the sales accunt fr each individual detail transactin n the client invice. This gives yu an extreme amunt f flexibility in determining hw different types f wrk within the cmpany will get recrded as incme in the general ledger. The system als allws yu t track yur receipts frm clients thereby allwing yu t track the utstanding balances fr each client as well as yur ttal utstanding accunts receivable. Yu can als review ur Billing Guide fr a mre detailed verview f the billing prcess and the Billing Wrksheet Guide fr mre infrmatin n using the autmated billing wrksheet prcess. Client Overview This sectin allws users t manage clients in the system. T View a Client 1. Select Clients frm the main Billing menu. 2. Click the icn in the listing next t the crrespnding client t view the client detail 3. Click the icn in the listing next t the crrespnding client t view the client dashbard. T Edit a Client 1. Select Clients frm the main Billing menu. 2. Click the icn in the listing next t the crrespnding client t view the client detail 3. Frm the Address Inf screen yu will be able t view the fllwing using the tab menu items: 1. Dashbard: Client specific dashbard parts and infrmatin 2. Address Infrmatin: Can nly be edited by users in a grup with the right t "Edit Accunting Infrmatin" 3. Prjects: Displays a listing f prjects related t the client. 4. Invices: displays a listing f invices fr the client.. 5. Receipts: Displays a list f receipts fr the client. T Add a Client 1. Select Clients frm the main Billing menu. 2. Click the icn in the listing next t the crrespnding client t view the client detail 3. Click the [New] buttn frm the Client listing page r the Edit Client screen. 4. In the Basic Infrmatin Sectin 1. In the Cmpany text bx, enter a required cmpany name fr the client. 215

220 Creative Manager Dcumentatin 2. Frm the Primary Cntact drp dwn, select a cntact fr the client. 3. T make the client active select the Active check bx. 4. Select the Billable Client check bx, t de-active the client as a billable custmer. If the client is current part f a prject, invice r billing the check bx, cannt be de-selected. 5. In the Client ID text bx, enter a required id fr the client. 6. Frm the Accunt Manager drp dwn select an accunt manager fr the client frm a list f current emplyees. This user can be respnsible fr client invices. 7. Frm the Cmpany Type select a value frm the list values which yu defined in the system setup. 5. In the Billing Defaults sectin 1. In the Next Prject Number text bx, enter a numeric value fr the next prject number fr the client 2. Frm the Default Sales Tax Cde drp dwn, select frm the values defined in the Sales Tax Cdes sectin f the system set up. 3. Frm the Default Sales GL Accunt lkup, click the icn t select a default GL accunt 4. Frm the Invice Template, select a default invice template fr the client frm the values entered in Invice Templates sectin in the system setup. 5. Frm the Estimate Template, select a default estimate template fr the client frm the values entered in Estimate Templates sectin in the system setup. 6. Frm the Default Line Item Frmat drp dwn, select the default frmat that shuld be used when creating invices fr this client. 6. In the Prject Defaults sectin define the values that will by default be cpied t new client prjects. 1. In the Labr sectin 1. Frm the Get Rate Frm drp dwn, select a value 2. Frm the Rate Sheet drp dwn, select a value frm the values defined in the Service Rate Sheets sectin f the system setup. 2. In the Purchasing and Media Markups sectin 1. Frm the Get Rate Frm drp dwn, select a value 2. Frm the Rate Sheet drp dwn, select a value frm the values defined in the Service Rate Sheets sectin f the system setup. 7. In the Cntact Infrmatin Sectin 1. In the Mailing Address Sectin 1. In the Address text bxes, enter up t 3 lines fr the cmpanies mailing address infrmatin. 2. In City text bx, enter the mailing city fr the cmpany. 3. In the State text bx, enter the mailing state fr the cmpany. 4. In the Pstal Cde text bx, enter the mailing pstal cde fr the cmpany. 5. In the Cuntry text bx, enter the mailing cuntry fr the cmpany. 2. Billing Address click the [Cpy Mail Address] link t cpy the billing address frm the mailing address sectin. 1. In the Address text bxes, enter up t 3 lines fr the cmpany's mailing address infrmatin. 2. In City text bx, enter the mailing city fr the cmpany. 3. In the State text bx, enter the mailing state fr the cmpany. 216

221 Hw D I In the Pstal Cde text bx, enter the mailing pstal cde fr the cmpany. 5. In the Cuntry text bx, enter the mailing cuntry fr the cmpany. 3. In the Phne Numbers Sectin 1. In the Main Phne text bx, enter a main phne number fr the client. 2. In the Main Fax text bx, enter a main fax number fr the client. 8. In the Other Infrmatin sectin 1. In the Web Site text bx, enter the url f the cmpanies web site. 2. In the Cmments text area, enter any ptinal cmments fr the client. 3. Check the Dwnladed check bx, if this cmpanies infrmatin has been dwnladed in t anther accunting system. 4. The Date Added and Date Updated labels will be updated autmatically. 9. Click the [Save] buttn. Billing Wrksheets Billing Wrksheet Overview Creative Manager Pr allws yu t define billing preferences by custmer and prject s that when it cmes time t create invices, it can largely be dne autmatically. Yur current billing wrkflw prbably cnsists f printing f a budget fr all f the necessary prjects and a detailed billing wrksheet reprt. These are typically ruted t the different accunt executives. They then review the details and the budget and determine what needs t get billed. The reprts are marked up and passed back t Accunting wh then needs t key all this in. Yu can als review ur Billing Wrksheet Guide fr mre detailed infrmatin. Our integrated billing prcess allws yu t cmplete the review prcess faster and with fewer mistakes and missed billing pprtunities. The billing prcess ges thrugh the fllwing steps. 1. Generatin In this step, the accunting department generates the billing wrksheets. These wrksheets are brken up depending n hw yu have set up the system. On each client, yu can specify hw invices shuld be gruped (One per prject, client, divisin, prduct, parent client) as well as ther default ptins. Each prject is identified by hw it shuld be billed (Time and materials, Fixed Fee r Retainers). These tw cmpnents tell the system hw t generate a billing wrksheet. If yu have specified an invice gruping ptin ther than One per Prject, the system will create a separate wrksheet fr each prject and ne master billing wrksheet that ties the detailed wrksheets tgether fr ne invice. During the generatin prcess, the system determines what shuld be billed r marked as billed based n the prject settings. When the billing wrksheet is generated, it is assigned t the prject's Accunt Executive fr review. 2. Review Each wrksheet must be reviewed and sent fr apprval prir t billing. During the review prcess, yu will have quick access t the budget and the ability t drill dwn t the details and write ff, mark as billed, transfer and edit transactins. Nne f the changes made at this stage actually affect transactins in the system. A wrksheet must be apprved befre anything happens. When they are dne, a wrksheet is submitted fr apprval. 3. Apprval Any persn with the right t create invices can apprve a billing wrksheet. During the apprval prcess, yu have access t the same screens as in the review prcess. Yu can reject a wrksheet r mdify and apprve it. Once a wrksheet has been apprved, yu can create an invices frm it. 4. Create Invices This step shws all wrksheets that have been apprved and are ready t be turned int client invices. Select the wrksheets t cmplete and create invices autmatically frmatted accrding t yur specificatins. If yu have several billing wrksheets gruped underneath a master wrksheet, the master wrksheet will nt shw up in this step until all linked billing wrksheets are apprved 217

222 Creative Manager Dcumentatin T prperly use the billing wrksheets in yur billing prcess, we recmmend that yu try a smaller run f invices r a specific Accunt Executive first. There are sme significant setup issues that may cme up depending n yur billing needs. S be sure t review yur setup with ut supprt grup prir t ging live with the system. When yu use the billing wrksheets, there are fur different kinds f wrksheets, each with a different set f ptins. 1. Time and Materials 2. Fixed Fee 3. Retainer 4. Master Wrksheets There are a cuple new ptins that can be set at the prject level t help determine hw the prject shuld be billed. 1. Billing Methd When yu set up a prject, yu can specify hw the prject shuld be billed (Time and Materials, Fixed Fee r Retainer (yu must specify a retainer t tie the prject t). These ptins can als be set n the client and defaulted nt the prject when it is created. This simplifies the setup and standardizes hw things are set up. 2. Billing Schedule On a Time and Materials r Fixed Fee prject, yu can specify a billing schedule. An entry in the schedule can be tied t either a specific date r the cmpletin f an assignment. When the date cmes up and yu g t generate billing wrksheets, the system will add an entry t the list s that yu knw it needs t get billed. On Time and Materials prjects, this billing wrksheet is in additin t the nrmal wrksheet created fr the time and materials entries and it is created as an advance billing invice. Time and Material Wrksheets A time and material wrksheet assumes that yu are billing the client fr each transactin n a prject. Sme cmpanies will create a larger advance billing and then generate an internal time and material invice and apply the advance billing t it. This allws them t present the client with an invice with a nice rund amunt n it. Later the internal invices are used t recgnize revenue t the crrect sales accunt and relieve the pen advance billing. Yu can have the system prmpt yu t create an advance billing based n the billing schedule set up n the prject. On the Wrksheet Settings tab yu can change the fllwing ptins Status [Read Only] This is the current status f the wrksheet. Statuses include: In Review This is the initial status after generatin. This is als the status in which an AE can review the wrksheet. If a persn with the right t create invices were t view a wrksheet in this status, they wuld see the Apprve actin. Clicking this ptin effectively jumps the status ver the Sent fr Apprval status and takes it right t being ready t invice. Wrksheets in the In Review status shw up under the Review tab in billing wrksheets and n the apprvals page f the persn assigned t the wrksheet. In the review tab, yu can als mass change wh is suppsed t review a wrksheet. Check the bx next t the wrksheets yu want t change and then select the new persn at the bttm f the page. Sent fr Apprval. This is the status in which the accunting department is suppsed t review the wrksheet fr accuracy. Once they agree with the changes, they wuld click the Apprve actin t make the wrksheet ready fr invicing. Wrksheets in this status shw up under the Apprve tab. Yu can als mass apprve wrksheets frm the Apprve tab in billing wrksheets. Rejected This is the status used when a wrksheet is rejected. It basically ges back t the same status as In Review, except peple can tell it was rejected. Apprved. This is the status when a wrksheet is ready t be turned int an invice. Client [Read Only] Each wrksheet is tied t a specific client and prject. Reviewer This is the persn respnsible fr reviewing the wrksheet. When billing wrksheets are generated, we first lk fr the AE n the prject. If nne exists, we will use the persn generating the wrksheets. 218

223 Hw D I... Due Date [Read Only] This date is set when the wrksheet is first generated. It is determined by the number f days yu specified n the generate screen after the day the wrksheets is generated. Wrksheet Cmment This is a cmment that shws up nly n the wrksheet. Line Frmat This determines hw the lines n the invice will be created when the invice is generated. This is nt the same as hw the detail will appear underneath a line item. This detail is determined by the invice template. Class The class is used t classify transactins in the general ledger. The class entered here will be defaulted n t each line item f the invice. Invice Cmment The invice, and appears at the tp f the invice ne is printed. the cmment and turn here is cpied nt the invice in the invice cmment field. Sales Tax 1 & 2 The sales tax fields are cpied frm the bill in wrksheet nt the invice. These settings are defaulted frm the client recrd when the wrksheet is generated. Terms The payment terms are als cpied frm the billing wrksheet nt the invice. The settings are defaulted frm the client recrd when the wrksheet is generated. Default Sales Accunt The default sales accunt is cpied nt each invice line that des nt use the pst using detail ptin. When an invice kit is generated, the system lks at the preferences yu have set up and determines if each f the line item shuld be generated using the pst using detail ptins said. If this ptin is nt set, the system will use the default sales accunt specified here n each line item. The GL accunt specified here is defaulted frm the client recrd. Als n the wrksheet settings tab, yu can select different pen invices t apply t this invice. nly actual pen advance billing invices will shw up in this list. If yu have created a different billing wrksheet as an advance billing, it will nt shw up in this list. Yu must first generate the invice in rder t apply it t a billing wrksheet. On the details tab, yu can edit the individual transactins and review what is ging t be billed versus the budget. At the bttm f the screen, there is a summary f the transactins that are ging t be billed, marked as bill, written ff r transferred. The system stres the riginal amunt that was ging t be billed when the billing wrksheet is first generated. This allws yu t cmpare what is actually ging t be billed versus what the system determined shuld get billed. When yu view the details screen f a time and materials billing wrksheet, yu can quickly and easily see the current budget fr the prject and drill dwn t specific transactisn. Yu can view the prject budget by Task r by service and item. Yu can drill dwn n the actuals clumn t view all f the transactins n a particular task r service. If yu wish t edit the transactins that are ging t be bill n the wrksheet, Yu can either click n the tw bill clumn in the budget yu r at the bttm f the screen n any f the different transactin categries. This will pp up a new screen that yu can use t edit, transfer, write ff, bill r remve frm the billing wrksheet. When a billing wrksheet is generated, the system will put all f the transactins within the date range f specified that are ready t be billed n the billing wrksheet. after reviewing the wrksheet, yu may decide that there are additinal transactins that yu wuld like t add n t the wrksheet that have nt been included. At the tp f the details page, yu can select t add additinal transactins t the wrksheet. Frm this ppup windw, yu can select the different transactins that yu wuld like t add t the wrksheet. If yu wuld like t change all f the transactins that are t be billed n a wrksheet in ne step, yu can select the mass change buttn n the details screen. Frm the mass change screen, yu can Write Off, Mark as Billed r select t N Bill all f the T Bill transactins n the wrksheet. There's als an ptin t mdify the ttal amunt t bill t a specific amunt. This allws yu t mdify an invice that may have the ttal amunt f the transactins equal t an dd number. This allws yu t mdify every transactin that is t be billed n the invice and adjusted up by eight percentage. The percentage is determined by the difference between the current amunt t bill and the amunt yu specify. If the current invice amunt was $4, and yu wanted t mdify every transactin s that the invice came ut t $5, the system wuld increase every transactin by 20%. Fixed Fee Wrksheets Sme prjects will be billed t the client regardless f the amunt f labr r expenses n the prject. In Creative Manager, we call these fix fee prjects. Yu can use a fixed the billing wrksheet fr a number f different purpses. When setting up the prject, yu can specify a billing schedule which will tell the system when it shuld ntify yu t create a fix fee invice. On the Billing schedule, yu can specify a date r tie it int the cmpletin f a specific assignment. When the date fr assignment arrives and yu g t generate yur billing wrksheets, the system will add an entry fr yu t generate a fixed fee billing wrksheet fr that prject. Yu can enter a billing schedule fr bth a fixed the prject and a time and materials prject. When the fix the wrksheet is created fr a time and materials prject, the wrksheet is flagged as an advance billing wrksheet. Typically yu can nly have ne 219

224 Creative Manager Dcumentatin pen billing wrksheet per prject in the system. The exceptin t this is if yu create an advance billing fixed fee billing wrksheet fr a prject. When creating a fixed fee invice fr prject, the system will als grab any transactins n the prject and will flag them t be "Mark as Billed". If yu d nt mark these transactins as billed, yu will thrw ff yur prductivity reprts and metrics in the system. Yu can als specify n the prject that expenses are nt included in the fixed fee. In this case the system will add any expenses n the prject as billable and will add them nt a separate line. if yu have created a fixed fee billing wrksheet and specified that it is fr an advance billing, yu can nt had any transactins nt the wrksheet. the fields n retainer wrksheet include: Status [Read Only] This is the current status f the wrksheet. The status f the retainer wrksheet is set t apprve by default. The system assumes that since the amunt cmes frm a retainer recrd that yu have previusly set up with the crrect amunt n the retainer, that this part f the retainer billing shuld be autmatically apprved. Statuses include: In Review This is the initial status after generatin. This is als the status in which an AE can review the wrksheet. If a persn with the right t create invices were t view a wrksheet in this status, they wuld see the Apprve actin. Clicking this ptin effectively jumps the status ver the Sent fr Apprval status and takes it right t being ready t invice. Wrksheets in the In Review status shw up under the Review tab in billing wrksheets and n the apprvals page f the persn assigned t the wrksheet. In the review tab, yu can als mass change wh is suppsed t review a wrksheet. Check the bx next t the wrksheets yu want t change and then select the new persn at the bttm f the page. Sent fr Apprval. This is the status in which the accunting department is suppsed t review the wrksheet fr accuracy. Once they agree with the changes, they wuld click the Apprve actin t make the wrksheet ready fr invicing. Wrksheets in this status shw up under the Apprve tab. Yu can als mass apprve wrksheets frm the Apprve tab in billing wrksheets. Rejected This is the status used when a wrksheet is rejected. It basically ges back t the same status as In Review, except peple can tell it was rejected. Apprved. This is the status when a wrksheet is ready t be turned int an invice. Client [Read Only] Each wrksheet is tied t a specific client and prject. Reviewer This is the persn respnsible fr reviewing the wrksheet. When billing wrksheets are generated, we first lk fr the AE n the prject. If nne exists, we will use the persn generating the wrksheets. Due Date [Read Only] This date is set when the wrksheet is first generated. It is determined by the number f days yu specified n the generate screen after the day the wrksheets is generated. Wrksheet Cmment This is a cmment that shws up nly n the wrksheet. Create as Advance Billing When yu select this ptin, the system will create the invice as an advance billing. This ptin is nly available when the billing wrksheet is nt tied t a master wrksheet. If yu select this ptin, yu will nt be able t add any transactins nt the billing wrksheet fr any purpse. Yu will als nt be able t apply ther advanced Billings t this billing wrksheet. Keep in mind that an advance billing wrksheet is nt available fr selectin frm ther billing wrksheets as an advance bill. Yu must first create the invice befre it will be available t be applied as an advance bill. Class The class is used t classify transactins in the general ledger. The class entered here will be defaulted n t each line item f the invice. Invice Cmment The invice, and appears at the tp f the invice ne is printed. the cmment and turn here is cpied nt the invice in the invice cmment field. Sales Tax 1 & 2 The sales tax fields are cpied frm the bill in wrksheet nt the invice. These settings are defaulted frm the client recrd when the wrksheet is generated. Terms The payment terms are als cpied frm the billing wrksheet nt the invice. The settings are defaulted frm the client recrd when the wrksheet is generated. 220

225 Hw D I... Default Sales Accunt The default sales accunt is cpied nt each invice line that des nt use the pst using detail ptin. When an invice kit is generated, the system lks at the preferences yu have set up and determines if each f the line item shuld be generated using the pst using detail ptins said. If this ptin is nt set, the system will use the default sales accunt specified here n each line item. The GL accunt specified here is defaulted frm the client recrd. On the Fixed Fee tab yu have several ptins fr hw yu want t create yur fixed the invice. Yu can create the line items either as ne line item, ne line item per task r ne line per service and item. Estimate Yu can select tw bill nly a prtin f a specific estimate r change rder. This will mdify the estimate amunts that are visible n the billing screen. Invice By Yu can select different line item frmats fr yur invice. Percentage f Estimate This frmat will create ne line item fr the entire invice. Percentage f Task This frmat will create ne line item fr each selected task n the prject. Percentage f Service This frmat will create ne line item n the invice fr each selected service r item. Bill As This ptin cntrls what amunt is used when yu enter a percentage t bill. Percentage Remaining When yu use the percentage remaining ptin, the system will calculate what percentage f the remaining tw bill amunt yu want t add n t the invice. If the riginal estimate was fr $10, and yu have already billed $3, If yu use the percentage remaining ptin and enter 50%, the system will determine that yu want t bill $3, (10,000-3,000 = 6,000 *.5 = 3,000) Percentage f Estimate Ttal When yu use the percentage f estimate ttal, the system will calculate the amunt based n the entire estimate amunt. If the riginal estimate was fr $10, and yu have already billed $3, If yu use the percentage f estimate ptin and enter 50%, the system will determine that yu want t bill $5, (10,000 *.5 = 5,000) Retainer Wrksheets The retainer billing wrksheet is the simplest f the three. when a set f wrksheets is generated fr a particular retainer, there is ne wrksheet fr the actual retainer amunt, ne wrksheet fr each prject that is linked t the retainer that has sme amunt t either bill r mark as billed and ne master wrksheet that ties all f these wrksheets tgether. The retainer billing wrksheet is similar t the ther billing wrksheets and many f its ptins. The ne main difference is that n the retainer billing wrksheet yu can specify the amunt f the retainer t be billed. When billing wrksheets are generated fr a retainer, all f the prjects that are tighter than retainer als have a billing wrksheet created fr them. typically n a retainer setup, all f the prjects linked t the retainer wuld have all f their transactins marked as billed. if yu have specified that n a particular retainer that the expenses are nt included in the retainer amunt and that they need t get billed t the client, the system wuld find any apprved expenses that are ready t be billed and had them nt the billing wrksheet fr each f thse prjects. Since all f the prjects fr a particular retainer billing are tying tgether by a single master wrksheet, when the invice is generated the system will create ne line item fr the retainer amunt and ne line item fr each additinal prject t be billed. Hw the line items underneath each prject shw up are determined based n the settings n each f the billing wrksheets. Each billing wrksheet has a line item frmat n it that the term ends hw line items are created fr that prject n the invice. When multiple prjects are tying tgether by master wrksheet, the system will create ne summary invice line item fr each prject and then create the line items based n the settings n that particular billing wrksheet underneath that summary line item. This gives yu great flexibility in terms f hw yu want yur invices t wrk and get autmatically generated by the system. the fields n retainer wrksheet include: Status [Read Only] This is the current status f the wrksheet. The status f the retainer wrksheet is set t apprve by default. The system assumes that since the amunt cmes frm a retainer recrd that yu have previusly set up with the crrect amunt n the retainer, that this part f the retainer billing shuld be autmatically apprved. Statuses include: In Review This is the initial status after generatin. This is als the status in which an AE can review the wrksheet. If a persn with the right t create invices were t view a wrksheet in this status, they wuld see 221

226 Creative Manager Dcumentatin the Apprve actin. Clicking this ptin effectively jumps the status ver the Sent fr Apprval status and takes it right t being ready t invice. Wrksheets in the In Review status shw up under the Review tab in billing wrksheets and n the apprvals page f the persn assigned t the wrksheet. In the review tab, yu can als mass change wh is suppsed t review a wrksheet. Check the bx next t the wrksheets yu want t change and then select the new persn at the bttm f the page. Sent fr Apprval. This is the status in which the accunting department is suppsed t review the wrksheet fr accuracy. Once they agree with the changes, they wuld click the Apprve actin t make the wrksheet ready fr invicing. Wrksheets in this status shw up under the Apprve tab. Yu can als mass apprve wrksheets frm the Apprve tab in billing wrksheets. Rejected This is the status used when a wrksheet is rejected. It basically ges back t the same status as In Review, except peple can tell it was rejected. Apprved. This is the status when a wrksheet is ready t be turned int an invice. Client [Read Only] Each wrksheet is tied t a specific client and prject. Reviewer This is the persn respnsible fr reviewing the wrksheet. When billing wrksheets are generated, we first lk fr the AE n the prject. If nne exists, we will use the persn generating the wrksheets. Due Date [Read Only] This date is set when the wrksheet is first generated. It is determined by the number f days yu specified n the generate screen after the day the wrksheets is generated. Wrksheet Cmment This is a cmment that shws up nly n the wrksheet. Retainer Amunt This is the amunt that will be added t the line item fr the retainer amunt. This amunt is specified n the retainer setup screen. Invice Line Cmment The cmment entered here will be cpied t the invice line descriptin. This descriptin cmes frm the retainer setup screen when the billing wrksheet is generated. Default Sales Accunt The default sales accunt is added t the line item fr this retainer amunt. Yu can set up the sales accunt n the retainer and it will be cpied t the billing wrksheet when it is generated. This is the sales accunt where the retainer amunt will be psted frm the invice. Creating Invices Prject Transactins The prject transactins screen can be used t edit, write ff, transfer and bill transactins n a prject. The transactins that shw up in this list are all apprved billable transactins. This means that yu will nt see time entries frm unapprved time sheets r unapprved vendr invices. The prject transactins screen is lcated in the prject in the same area as the prject budget and estimates. Yu can access this screen by ging t Prject > Last Prject > Budget and Estimates > Prject Transactins. The prject transactins screen has several gruping and search ptins that allw yu t view nly the transactins that yu need t bill. Yu can grup transactins by: Transactin Type Item (i.e. Service, Expense Type, Purchase Item) Task Billing Status Invice Number Yu can als limit the list f transactins based n several criteria: Task ID Item ID (the ID assciated with the service, expense type r purchased item) Transactin Type 222

227 Hw D I... Date Range Invice Number Limit the list t nly unbilled transactins In additin t the search criteria, yu can als srt the list by clicking n a clumn header. Editing a Transactin Yu can edit a transactin if it has nt been billed, written ff r psted t WIP in the GL. T edit a transactin and change its billable amunt, click n the Edit link at the far right f the list. Yu will then see a screen where yu can change the billable amunt. Fr labr transactins yu can als change the service. Write Off Transactins Select Write Off frm the drp dwn f pssible actins frm the frm actins bx at the tp right crner f the screen. Then click n Prcess wrksheet buttn in the upper right hand crner. Yu can then und the write ff by clicking the link n the far right f the screen. When writing ff a transactin, yu can specify the date that will be used in psting WIP. Marking Transactins As Billed Yu can mark transactins as billed withut actually adding them t an invice. This is typically dne if yu are tracking WIP in the general ledger r yu are just tracking yur prject WIP using the Prject WIP Reprt. Yu may decide t bill a prject as a fixed fee prject and enter the billable amunts right n the invice line item. Yu culd then select all transactins and mark them as billed which wuld remve them frm WIP. Yu must mark all transactins as billed, write them ff r bill them in rder t clse a jb. (Clsing a jb is different than setting its status t an inactive prductin status.) Yu can als specify a psting date. Marking Transactins As On Hld Yu can select transactins that yu want t put n hld and nt bill at this time. On hld transactins can be hidden n the prject transactins screen and can nt be billed frm the mass billing screen. Once a transactin is n hld, yu can either select each individual transactin t take ff hld, r use the Mark All n hld transactins as Billable t make all On Hld transactins billable. Transferring a Transactin Yu can select a set f unbilled transactins and transfer them frm ne prject and task t anther. Enter the new prject and task ID int the bxes. These prjects must allw new time r expense entries t be added t them. This will change the prject number and task ID n the riginal transactin and als add a cmment that allws yu t see where the transactin was transferred frm. Billing Transactins T bill transactins, select the transactins yu want t bill using the check bx at the right side f the grid. Yu must als select t Bill Transactins frm the prcessing ptins at the tp f the screen. The system will autmatically generate a new invice fr yu and create invice lines based n the frmat yu select. One Line Item: This will put all transactin n ne line item with the prject name as the subject. Task: This will create a structure n the invice that will mirrr the task setup n the prject. Service: This will create an invice with ne line item per service fr the labr transactins and all the expense entries n a separate line item. Billing Item: This will use the billing items tied t the services, expense reprt items and purchased items t create the line items. This will als default the sales accunt based n the billing item. This will allw yu t autmatically generate sales invices t recrd sales based n the type f wrk r item purchased. 223

228 Creative Manager Dcumentatin Yu can als elect t adjust all f the amunts n an invice based n a percentage f the base amunt. If yu want t create an invice at 90% f billable amunt, when the invice is created, all f the transactins billable amunt will be reduced by 10%. Fixed Fee Billing Yu can als bill prjects using the Fixed Fee billing screen. This screen shws yu the details f the prject budget and actual csts t date. Yu can create an invice based n the percentage f the entire budget fr the prject r yu can select individual tasks and bill a percentage f each tasks budget. This screen reflects the amunts fr the current active prject. The fixed fee billing screen is lcated in the prject in the same area as the prject budget and estimates. Yu can access this screen by ging t Prject > Last Prject > Budget and Estimates > Fixed Fee Billing. At the tp f the screen yu can select t either bill a percentage f the ttal budget r t bill a percentage f each task. If yu select t bill by a percentage f the prject, the system will take the percentage yu enter and calculate the ttal percentage f the prject budget. It will then create an invice with ne line item with the prject name as the subject. Yu can als select a specific estimate t bill. This allws yu t select a specific change rder t bill the client. If yu select t bill as a percentage f each task, the system will allw yu t select the tasks t bill using the checkbx next t the task name. Then enter the percentage f the ttal budget fr that task. The system will update the amunt t bill fr that line item and the ttal amunt t be billed. When yu create the invice, the system will create ne line fr each task selected t be billed. It will als create lines n the invice fr any necessary summary tasks. The resulting invice will lk the same as the task layut n the prject. Based n the invice template used, yu can then select t rll values up t the summary tasks r hide the detail tasks. The billing screen als shws a list f prir invices with their line items t give yu a better idea f what has already been billed. Yu can view the details f the invice by clicking n the magnifying glass next t the name. The prject snapsht is als visible (if yu have security rights t see it). This gives yu an idea f prfitability and amunts already billed. Mass Billing Mass Billing is useful fr peple that have lts f prjects and typically bill n a time and materials basis. The screen allws yu t pull up prjects that have been set t a particular billing status as well as search fr transactins thrugh a certain date. This gives yu the cntrl t lk fr prjects that may have a billing status f &rdqur;prgress Bill and search fr transactins thrugh the end f the mnth. Yu can get t the Mass Billing feature by clicking n Billing in the main menu and then clicking n the Mass Billing link n the Billing menu. All f the prjects t bill will be listed with the amunt that the invice will be created fr. This creates ne invice fr each prject. Select the prjects t invice using the check bxes at the right f the screen and click Generate Invices t create the client invices. Yu have several selectin ptins t determine hw the line items will appear n the invice. These ptins are the same as the ptins in the billing wrksheet. Yu can als select the type f transactins t bill. Retainers Retainers are a fixed billing arrangement between yu and yur client. They include billing the client n a regular basis fr a fixed amunt in exchange fr perfrming wrk fr them. Retainers can include either labr r expenses as part f the retainer fee. Creative Manager allws yu t set up all f yur retainer settings in ne place and quickly bill ut all yur retainers autmatically. There are security settings that allw sme peple t set up and edit a retainer while allwing thers t view the status f the retainer. T set up a new retainer: 1. Select Billing frm the Main Menu 2. Select Retainers and then New frm the sub menu. 3. In the Client text bx, select a client that this retainer belngs t. 4. in the Title text bx, enter a descriptive title fr this retainer. This title is als used when generating an invice as the line descriptin fr the retainer. 5. in the Start Date text bx, enter when this retainer is effective. The system will nt generate retainer invices prir t this date 6. in the Frequency drp dwn, select hw ften the retainer amunt shuld be added t an invice. Yu can generate retainer invices mre ften than this setting. Yu may bill a retainer quarterly, but als generate invices fr additinal 224

229 Hw D I... expense n a mnthly basis. In this case, the system wuld generate an invice with n retainer amunt, but with additinal lines fr any expenses. If yu bill mnthly, the system will lk fr any invice in the current calendar mnth t determine if it shuld add the retainer amunt. 7. In the Number f Perids text bx, yu can enter hw many times a retainer amunt shuld be generated. Fr a ne year retainer, yu can enter Mnthly fr frequency and 12 fr the number f perids. If yu leave the number f perids as 0, it will use an unlimited number f perids. 8. In the Amunt per Perid text bx, enter the retainer amunt t be billed. 9. Using the Inv Apprved By drp dwn, select an apprver fr this retainer invice. This will be defaulted nt the invice when retainers are generated. 10. Using the Extra Line Frmat drp dwn, select hw yu wuld like extras fr the retainer added t the invice. If yur retainer nly cvers labr and expenses are billed in additin t the retainer, this will cntrl hw they are added t the invice. The system will either put them all n ne line r break them ut s that each prject is n a separate line. 11. The Last Billing Date is maintained by the system and is used t determine when the next retainer amunt shuld be billed. 12. Select the Include Labr checkbx if the retainer amunt cvers labr (ie. yu d nt bill direct labr) When the retainer invice is generated, the system will nt include any labr. It will mark all unbilled labr as billed when the invice is generated. 13. Select the Include Expense checkbx if the retainer amunt cvers expenses (ie. yu d nt bill direct expenses) When the retainer invice is generated, the system will nt include any expenses. It will mark all unbilled expenses as billed when the invice is generated. The mst cmmn setting is t include labr and nt include expenses. 14. Select the Active checkbx t make this retainer active. If the retainer is nt active, the system will nt generate invices fr it. Billing Retainers T generate retainer invices: 1. Select Mass Billing frm the Billing main menu ptin 2. Select the Retainers ptin frm the sub menu 3. In the Client text bx, enter a client id if yu want t search fr retainers fr a specific client. 4. In the Thrugh Date text bx, enter a date t search fr transactins thrugh. If yu nly want t bill expenses thugh the end f last mnth, The thrugh date wuld be the last day f last mnth. 5. In the Invice Date text bx, enter the invice date that shuld be used n the generated invices 6. In the Psting Date text bx, enter the psting date that shuld be used n the generated invices 7. Click the Search buttn t find all retainers t be billed. 8. Select the check bx next t each retainer that yu want t bill 9. Click the Generate Invices buttn at the bttm f the list. This will create the invices and send them fr apprval. Client Invices The client invice can be used t create several different types f invices. Advance Billings This type f invice is the same as a nrmal invice, but can be applied t ther invices, it's main purpse is t reduce the amunt pen n future invices. Yu wuld use this type f invice when pre-billing a client fr wrk t be perfrmed. Yu may pre-bill fr 25% f the estimated prject budget. Client Credits This type f invice is als the same as a nrmal invice, except that the ttal amunt f the invice is negative. 225

230 Creative Manager Dcumentatin Client Invice This is a nrmal invice that yu wuld use t bill a client fr a prject. Yu can apply Advance Billing invices and Credits t an Invice t reduce the pen amunt due n the invice. Yu can als create recurring invices if the same invice needs t be created several times. T Create an Invice 1. Click n the Billing drp dwn menu 2. Select the Client Invices ptin frm the Billing menu 3. Click n the [New Invice] buttn t add a new invice. 4. In the Client ID text bx, enter the client ID that this invice is fr. 5. In the Primary Cntact drp dwn, select a cntact name that this invice is fr. This field als cntrls if a client can see this invice and als allws yu t select address frm the cntact when printing the invice. 6. In the Printed Name text bx, enter the name f the persn wh yu are sending the invice t. 7. In the Invice # text bx, enter a unique number fr the invice. If yu leave this number blank, the system will assign a number based n the settings in the Transactin Preferences screen. 8. In the Prject text bx, enter a prject number that this invice is fr. This prject number will then be defaulted nt each line item. The system will als assign the Accunt Manager as the apprver when the invice is created. 9. Select the Advance Billing check bx t make this invice an advance billing invice. There is n difference between an Advance Billing invice and a nrmal invice except that an advance billing invice can be applied t ther invices t reduce the amunt pen n nrmal invices. 10. In the Invice Date text bx, enter the date f the invice. This will default t the current date. This is the date used when aging an invice. 11. In the Psting Date text bx, enter the date yu wuld like this invice t pst n. 12. In the Due Date text bx, enter the date that this invice shuld be paid by the client. 13. In the AR Accunt text bx, enter the Accunts Receivable accunt that the invice will be psted t. The system will default the GL accunt specified in the cntrl accunts. 14. In the Class text bx, enter the class that is used when psting the transactin. It is als defaulted n each line item. 15. In the Terms drp dwn bx, select the terms descriptin that will shw up n the invice. It des nt currently affect prcessing in any way. 16. In the Invice Cmment text bx, enter a cmment that will print at the tp f the invice. 17. In the Template drp dwn, select the template that yu wuld like t apply t this invice. The system will default the template frm the client recrd. Any User Defined fields will them shw up belw the template name fr yu t enter infrmatin t print n the invice. 18. In the Sales Tax Rate drp dwn, select the tax rate t be used fr this invice. This will als default frm the client recrd. 19. In the Dwnladed check bx, select this bx if yu d nt want this invice included in the next client invice dwnlad. Yu dwnlad invices if yu are exprting them t an external accunting system. 20. In the Printed check bx, select this bx if yu want this invice t be cnsidered printed. This flag is used t mass print invices. Frm the main listing screen, yu can print multiple invices. Yu can then use the custm listing engine t select all apprved, un-printed invices. 226

231 Hw D I Click the [Save] buttn t add the invice. The system will then redirect yu t the line items screen. The system will default the apprver n the main screen. Line Items When yu create line items, there are tw types f line items: Summary and Detail. Summary line items are used t grup detail line items tgether and summarize line items tgether n the printed invice. When yu create a detail line item, yu can enter the amunts directly n the line item r yu can link the line item t a prject and select transactins nt the invice. T add a Summary Line Item 1. In the Line Type drp dwn, select the Summary Line ptin. 2. In the Line Subject text bx, enter the line subject that yu want printed n the invice. 3. If yu have ther summary line items added, yu will be able t see the Part f Summary Line drp dwn list. Use this drp dwn t select which summary line item this line item shuld appear under. This will cause the line item t be indented and gruped under the related summary line item. 4. In the Descriptin/Cmments text bx, enter a lnger descriptin that will appear under the subject n the invice. 5. Click the [Save] buttn t add the line item. T add a Detail Line Item 1. In the Line Type drp dwn, select the Detail Line ptin. 2. In the Line Subject text bx, enter the line subject that yu want printed n the invice. 3. In the Prject text bx, enter the prject number t link this line item t. Yu will need t select a prject if yu want t pull detailed transactins nt the line item. Once the line item is saved, yu will nt be able t change the prject number. 4. In the Task ID text bx, enter the task that yu wuld like t link this line item t. This will then shw this billable amunt in the budget screen n the specified task. 5. If yu have ther summary line items added, yu will be able t see the Part f Summary Line drp dwn list. Use this drp dwn t select which summary line item this line item shuld appear under. This will cause the line item t be indented and gruped under the related summary line item. 6. In the Billing Item drp dwn, select the billing item fr this line item. Yu nly need t use the billing item if yu are exprting yur invices t Quickbks. Quickbks requires that each invice line item has an Item ID n the line item. The Billing Item ID is added t the exprt and must match an Item ID in Quickbks. 7. Use the Get Billable Amunts Frm drp dwn t select hw the line amunt will be put in. When yu select the N Transactins ptin, yu enter the amunt right n the line. This wuld be the case in Fixed Fee invices, Advance Billing invice r a client credit. If yu select the Use Transactins ptin, yu can pull transactins nt the invice line item. 1. If yu select N Transactins 1. In the Quantity text bx, enter the quantity fr this line item. 2. In the Unit Amunt text bx, enter the unit amunt fr each line item. 3. In the Ttal Amunt text bx, enter the ttal billable amunt fr this line item. 2. If yu select Use Transactins 1. Click the [Save] buttn. Yu will then see links n the screen that allw yu t select frm labr and expense transactins. 2. Select the Labr link 1. T add a transactin t the line item, select the checkbx at the left f the screen. Yu can als mdify the Hurs, Rate and Ttal Amunt n each transactin. 227

232 Creative Manager Dcumentatin 2. Click the [Save] buttn t save yur changes. Yu can then click n the Expenses tab t select any expenses n t the line item r click n the Invice Number in the ckie crumb t return t the line item. 3. Click the Edit invice link abve the Labr and Expense tabs t get back t the invice line that yu came frm. 3. Select the Expense link 1. T add a transactin t the line item, select the checkbx at the left f the screen. Yu can mdify the grss amunt n the transactin. 2. Click the [Save] buttn t save yur changes. 3. Click the Edit invice link abve the Labr and Expense tabs t get back t the invice line that yu came frm. 8. Select the Taxable check bx t make this line taxable and t add the line item t the taxable amunt. The system will then calculate the taxable amunt fr the invice, based n the sales tax rate, and add it t the ttal fr the invice. 9. Select the Taxable2 check bx t make this line taxable and t add the line item t the taxable amunt using the secnd tax rate. The system will then calculate the taxable amunt fr the invice, based n the sales tax 2 rate, and add it t the ttal fr the invice. 10. If yu need t add additinal taxes t this line item, click the Add Other Taxes link. Yu can then use the selectin bxes t select the additinal sales taxes needed fr this line item. Yu can select as many additinal sales taxes as yu need. 11. Select the Pst t Sales Using Detail t have the system determine the sales accunts frm the related billing items. 12. In the Class text bx, enter the class fr this line item. The class will default frm the header. 13. Use the Item Type drp dwn t select the type f item yu wuld like t link this line item t. Yu can nly link a line item t ne type f item. Once yu have selected a type f item, select the specific item frm the Item Descriptin Drp Dwn. 14. In the Descriptin/Cmments text bx, enter a lnger descriptin that will appear under the subject n the invice. Applying Advance Billing Invices When creating an invice, yu may need t reduce the invice based n retainer payments r based n advance billings fr things such as large expenses r fr a dwn payment. When yu generate the actual invice based n wrk perfrmed, yu will need t reduce the invice by the amunt f the prir advance billing. Advance billings shuld get bked t a liability accunt (this is specified in the cntrl accunts sectin f system settings). 1. T apply an advance billing, select the Apply Advance Billings tab. 2. Select the checkbx t the left f the invice number t apply the advance billing t the invice. 3. In the Amunt text bx, enter the amunt t apply t the invice. This amunt can nt exceed the pen amunt n the invice. 4. Click the [Save] buttn. Applying Client Credits When yu create a client credit (negative invice) yu can apply it t ther invices t reduce the amunt pen amunt. T take a credit, yu can either apply it t a receipt r apply the credit directly t anther invice. T apply a credit directly t the invice: 1. Click n the Apply Credits tab. 2. Select the checkbx t the left f the invice t apply the credit t the invice. 3. In the Amunt text bx, enter the amunt t apply t the invice. This amunt can nt exceed the pen amunt n the invice. 4. In the Descriptin text bx, enter a descriptin as t why this credit is being applied t the invice. 228

233 Hw D I... Creating Recurring Invices Yu can use the recurring tab t generate additinal invices at a specified interval. Only invices that d nt use detail t build the line items can be used in recurring invices. When generating a recurring invice, yu have the ptin t select the time interval (Mnthly, Quarterly r Yearly) and the number f recurring invices t create. The invice date f the current invice is used as the starting pint fr generating future invices. After the invices have been generated, the system will shw all invices and will allw yu t perfrm several actins and give yu quick access t all related recurring invice. Initially, all invices are created with the same status as the initial invice. Yu nly need t submit the first invice fr apprval and all ther invices will be apprved with it. Yu can then g t any ther invice in the list, unapprve it and change it if needed. There is n difference between a recurring invice and a nrmal invice. Once changes have been made, that invice will need t be apprved separately. If yu change ne invice, yu can select t apply these changes t selected invices if they have nt had payments r advance billings applied t them. Select the Update Using this Invice frm the drp dwn list, check the invices yu want t update and press GO. The system will update these selected invices with the details frm the current invice. Yu can als delete selected invices by clicking the checkbx next t each invice t delete and then select Delete frm the drp dwn bx and press GO. Adding Prepayments t an Invice Yu may have already received a check fr part f the invice amunt. Yu can select frm payments already entered in the system but nt applied t ther invices. T add a payment t an invice, g t the invice tab and then click n the Payments tab. Yu will see any applied payments in the list. Yu can search fr unapplied checks by clicking n the icn t the right f the check ref # bx. Once the check number t apply has been entered, enter the amunt t apply t this invice. Yu can select multiple checks t apply t an invice. The ttal amunt due n the invice will be reduced by the applied payment amunt. Yu can nly apply psted payments t an invice. Once applied as a prepayment, yu can nt unpst the payment. Yu can nly apply up t the unapplied amunt f the cash receipt. Receiving Payments Receipts Use the Receipts screen in Creative Manager t recrd payments frm yur clients. When entering a receipt, yu may either apply the receipt t pen invices r yu may enter amunts directly t sales accunts. Receipts can either be cmpletely applied t invices like a nrmal receipt, r yu may elect t nt apply the entire amunt f the receipt at the right nw., since yu may nt have an invice t apply the check t the right nw. The system allws yu t enter the receipt and nt apply the amunt t an invice. When yu are putting in the client invice at a later date, the system allws yu t apply this receipt t the invice as a prepayment. Yu can nly applied psted receipts as a prepayment. If yu have applied the receipt as a prepayment, yu can nt unpst the receipt until yu have unapplied it as a prepayment frm the invice. T add a new receipt 1. Click the Billing drp dwn menu 2. Select Receipts frm the billing menu 3. Click n the [New Receipt] buttn. 4. In the Payment Methd drp dwn, select the apprpriate payment methd. 5. In the Client text bx, enter the Client ID that this receipt is frm. 6. In the Check Amt text bx, enter the ttal amunt f the receipt. 7. In the Receipt Date text bx, enter the date the check was received. This date is used n the aging reprts. 8. In the Psting Date text bx, enter the date yu want this check psted. 9. In the Ref # text bx, enter the check r reference number f the receipt. 229

234 Creative Manager Dcumentatin 10. In the Depsit ID text bx, enter the depsit ID fr this receipt. This is defaulted t tday s date. The depsit ticket is created autmatically based n the depsit ID r added t an existing depsit ticket if it exists. If yu leave this blank, yu can add it nt a depsit ticket later. 11. In the Class text bx, enter the class ID fr this transactin. The class ID is defaulted nt all f the line items. 12. In the Pst Unapplied Payments t text bx, enter the GL Accunt that shuld be used if the ttal amunt f a check has nt been applied t either an invice r sales accunt. When yu d nt apply the entire amunt the receipt t an invice nw, the system will allw yu t apply the remaining amunt t an invice at a later time as a prepayment. Prepayments are applied n the invice entry screen. 13. In the Descriptin text bx, enter a descriptin f this receipt fr reference purpses. 14. Click the [Save] buttn. 15. If this client has any pen invices, the system will take yu t the Applied t Invices tab. Otherwise the system will take yu t the Applied t Sales tab. 16. Applying a receipt t invices. 1. T apply the receipt t a specific invice, select the check bx t the left f the invice number. Yu may als mdify the amunt t apply t this invice in the amunt received text bx. 2. Click the [Save] t apply the receipt t the invices. 17. Applying a receipt t sales. 1. In the GL Accunt text bx, enter the Sales accunt that yu wuld like t apply the amunt t. 2. In the Class text bx, enter the class fr this line item. 3. In the Amunt text bx, enter the amunt t apply t this sales accunt. 4. In the Descriptin text bx, enter the descriptin fr this line item. 5. Click the [Save] buttn t add the line item. Getting Paid with a Credit Card Once yu have created a receipt, yu can get paid using a credit card by clicking the Credit Card actin n a receipt. The system will cpy in the default credit card infrmatin set up n the client recrd, r yu can manually enter it. If yu plan n using this feature, we highly recmmend using the https cnnectin t ur servers. 1. In the Card Hlder Name text bx, enter the name n the credit card. 2. in the Address fields, enter the billing address fr this credit card. This will be used fr avs verificatin n the card. 3. In the Credit Card Number text bx, enter the number frm the credit card. All credit card numbers are encrypted in ur database t prevent direct access t the numbers. 4. In the Card Expiratin Date (MM/YY) text bx, enter the mnth and year expiratin f the card. Be sure t enter a 0 in frnt f any mnths with ne digit (ie. 07) 5. In the Verificatin Cde text bx, enter the verificatin cde frm the back f the credit card. 6. Once this infrmatin is entered, yu can press Authrize. If the transactin is successful, yu will see the resulting authrizatin cde in the Authrizatin text bx. Viding a Receipt Once a receipt is entered, yu can vid a custmer receipt by ging t the specific receipt yu want t vid and click the Vid actin at the tp f the screen. This will create a duplicate, negative transactin linked t the riginal transactin. The vid transactin is dated with the current date, nt the date f the riginal transactin. The riginal transactin can nt be edited r deleted unless the vid transactin is deleted. Als yu will nt be allwed t delete the client invice if any receipts are still applied t it. In rder t remve the client invice, yu'll need t enter a client credit and apply it t the riginal invice. Depsits 230

235 Hw D I... When entering receipts frm a client, the system allws yu t specify a depsit batch ID n the receipt. Depsit tickets are created autmatically fr yu and will grup several receipts nt a single depsit ticket. Yu can then g t the depsits listing, select a specific depsit and print a depsit summary, which can be used t fill ut a depsit slip. Depsits are als used when recnciling GL accunts. When recnciling an accunt, the system will grup all f the receipts fr a specific depsit nt a single line item. This makes it easier t recncile the amunts back t yur bank statement. When yu clear a depsit in the recncile accunt screen, the system will autmatically clear all related receipts included in the depsit batch. T add a new depsit batch 1. Click the Billing drp dwn menu. 2. Select Depsits frm the billing menu. 3. Click the [New Depsit] buttn. 4. In the Depsit ID text bx, enter a unique ID fr this depsit. The depsit ID must be unique fr that GL accunt. 5. In the GL Accunt text bx, enter the GL accunt that this depsit will be made fr. All receipts included in a depsit must be linked t the same GL accunt. 6. In the Depsit Date text bx, enter the date f the depsit. 7. T add a receipt t the depsit, select the check bxes next t the receipt and click the [Save] buttn 8. T remve a receipt frm the depsit, select the check bx next t the receipt and click the [Save] buttn. Use the Accunting Functins GL Accunts General Ledger accunts frms the basis fr tracking yur financial recrds in the system. There are different types f GL Accunts that assist in tracking different types f financial infrmatin. They als cntrl hw and where recrds will appear n financial statements. The type f accunt cmbined with the Accunt Number cntrl the rder in which items will appear n yur reprts. Yu can als create rllup accunts that will rll up amunts frm sub accunts fr summarized reprting. Yu can nt pst values directly t a rllup accunt. Refer t the sectin "Setting up fr Accunting" fr details n maintaining yur Chart f Accunts. Psting Psting Transactins t the Ledger The psting prcess in Creative Manager is designed t wrk as either a ne by ne psting system r yu can manage the psting in mre f a batch prcessing manner. In rder t better cntrl what accunts are used in the system, yu may want t nt allw entry staff t be able t pst transactins t the system. Once yur staff has entered the transactins, yu can have a senir member f the staff print the pre-psting reprts and review the entries fr crrectness. We strngly recmmend this review be dne n either a daily r at least a weekly basis t make sure that any issues are quickly reslved while the infrmatin is still clear in peple's heads. Once the transactins have been reviewed and lk crrect, the psting prcess is as simple as clicking a buttn. The psting screen allws yu t select transactins frm a rage f dates by entering either a starting r ending date r bth. If yu leave a date blank, they system will select all transactins that have nt been psted. T pst transactins t the ledger 1. Click n the Accunting menu. 2. Select Pst Transactins frm the Accunting menu. 3. Enter the date range t select transactins frm. If yu leave the dates blank, the system will select all transactins. If yu want t pst everything thrugh the end f the mnth, enter the mnth ending date int the Thrugh Date text bx and 231

236 Creative Manager Dcumentatin leave the Starting Date text bx blank. This will find any transactin that has nt been psted yet prir t the end f the mnth. 4. Using the subledgers check bxes, yu can select which subledgers t pst. Typically, yu wuld pst all subledgers. Pre-Psting Reprts 1. Missing Transactins This reprt shws a list f any Client r Vendr invices that exist in the date range yu have selected, but have nt been apprved t be psted. 2. Pre-psting by Accunt This reprt shws the individual transactins by accunt that will ccur when yu pst. N actual transactins are created in the ledger. This reprt will grup psting entries by GL Accunt. 3. Pre-psting by Transactin This reprt is similar t the pre-psting by accunt, except that each transactin is gruped tgether s that yu can review hw each transactin will be psted. Psting Details Creative Manager Detailed Design Dcument Pst Client Invices This dcument cvers the detailed lgic invlved in psting a client invice. Client invices can be either part f a parent child relatinship (used t d split invices between clients) r just stand alne invices. Mst invices are standalne invices. It is pssible t set up a parent invice and specific splits fr that invice t ther clients. T d this, the client yu are making the invice has t be a parent cmpany and when creating the invice, yu have t specify it as a parent invice (this ptin is nly available fr clients that are a parent cmpany). Frm there yu can enter the invice nrmally, but yu als need t specify hw yu want t split the invice between child cmpanies. When the invice is apprved, yu can n lnger view the lines n the parent invice and the system creates several child invices based n the percentage split. The parent invice basically hlds the data and has n pen amunt. The child invices have an pen amunt, but n lines. But each f the child invices must be paid and psted separately. The are basically nrmal invice except that their parent hlds the details f the invice. Pre Validatin If any f the fllwing validatins fails, the invice is nt psted The Psting Date f the invice is greater than the GL Clse date. The Invice is apprved (status = 4) The Invice is nt currently psted If the Pst t GL ptin is turn n The AR accunt exists All invice lines that d nt pst using detail have a valid active GL accunt If there are prebilled rders n the invice, verify that there is a valid Accrual Accunt and Accrued Expense Accunt fr rders specified in the cntrl accunt screen. 232

237 Hw D I... If there are sales tax amunts, verify that all sales tax cdes used have valid Sales Tax Payable accunts specified. Determine if this is a parent invice. If this is a parent invice, get the line items frm the parent and apply the percentage t all calculatins. Every amunt shuld be multiplied by the percentage mdifier (fr mst invices this is 1 and has n effect) The header details cme frm the child invice, but the line items cme frm the parent with the percentage mdifier applied. Split Billing It is pssible in the system t create a split billing. This is a parent invice where the details are split between several different clients. This is typically used by internal agencies wh need t bill several departments fr a prtin f the invice. When a split billing is set up, a child invice header is created fr each split. The child has n lines. It gets its details frm the parent invice. When calculating all ttals, it is dne as a percentage f the parent invice. The parent invice will be set t have a 0 pen amunt and can nt be paid r have credits r advance billings applied t it. The system will als nt pst a parent invice. Yu must pst each individual invice. Fr the Psting rutines, when getting infrmatin frm the lines, this pertains t the lines n the parent invice. Any settings fr the header cme frm the child invice. All amunts shuld have the split percentage applied t it. Psting There are sme cmmn fields which are passed int every entry int the ledger GL Transactin Date The Psting date frm the client invice Client The client frm the invice header Entity Defines the type f transactin in the ledger 'INVOICE' Reference Cmpany Grups all the rws f a psting tgether and pints back t the surce transactin based n the entity. The invice number Cmpany n the client invice The client invice is psted in sectins AR Amunt Debit r Credit Debit GL Transactin Date Psting date frm the invice header GL Accunt The AR accunt frm the header f the invice Amunt Office Department Class Mem PstingType DetailLine Prject The ttal invice amunt including sales tax less any applied advance billing amunts Office Department The GL Class specified n the header f the invice Invice # + invice number Header Prject Advance Billing Amunt Debit r Credit Debit GL Accunt The Advance Billing accunt frm transactin preferences Amunt The ttal invice amunt f advance billings applied t the invice &endash; sales tax amunts 233

238 Creative Manager Dcumentatin Office Department Class Mem Psting Type DetailLine Prject Office Department The GL Class specified n the header f the invice Advance Billing fr Invice # + invice number Header Prject Advance Billing Sales Tax reversals Find the ttal frm the sales tax recrds entered during the advance billing and subttal tax amunt per Payable GL Accunt specified in the sales tax cde, class n the header f the advance billing, and the ffice n the header f the advance bill. (ne entry per gl accunt, class, ffice) Debit r Credit Debit GL Accunt The accunt specified n the sales tax cde Amunt Office Department Class Mem Psting Type DetailLine Prject The amunt f sales tax advance billings applied t the invice The ffice frm the header f the adv bill Department The GL Class specified n the header f the adv bill invice Advance Billing fr Invice # + invice number + Debit sales tax Sales Tax Prject Sales Tax 1 Debit r Credit GL Accunt Amunt Office Department Class Mem PstingType DetailLine Prject Credit The accunt specified n sales tax 1 frm the header f the invice The sales tax 1 amunt (this is precalculated n the invice) It is the ttal tax frm all lines using sales tax 1. This des nt include if they specified sales tax 1 again in the detail tax sectin n a line. The ffice frm the header Department The GL Class specified n the header f the invice. Sales Tax fr Invice # xx Sales Tax Prject Sales Tax 2 Debit r Credit GL Accunt Amunt Office Department Class Credit The accunt specified n sales tax 1 frm the header f the invice The sales tax 2 amunt (this is precalculated n the invice) It is the ttal tax frm all lines using sales tax 2. This des nt include if they specified sales tax 2 again in the detail tax sectin n a line. The ffice frm the header Department The GL Class specified n the header f the invice 234

239 Hw D I... Mem PstingType DetailLine Prject Sales Tax fr Invice # xx Sales Tax Prject Other Sale Tax Find the ttal sales tax frm the lines and subttal tax amunt per Payable GL Accunt specified in the sales tax cde. (ne entry per gl accunt) Debit r Credit Credit GL Accunt The accunt specified n the sales tax cde Amunt Office Department Class Mem PstingType DetailLine Prject The sales tax amunt (this is precalculated n the invice tinvicelinetax.salestaxamunt) This creates ne amunt fr all invice lines that use this Payable Accunt in the sales tax cde setup. The ffice frm the header Department The GL Class specified n the header f the invice Sales Tax fr Invice # xx Sales Tax Prject Prepayments One entry is created per payment applied. Debit r Credit Debit GL Accunt Debit: The prepayment accunt specified n the receipt header that was applied as a prepayment Credit: The AR Accunt specified n the header f the invice. Amunt The ttal amunt applied t this invice as a prepayment (tcheckappl.prepay = 1) Office Office Department Class Mem PstingType DetailLine Prject Department The GL Class specified n the header f the header f the receipt. Prepayment Reversal Check # xx Prepayments Prject One entry fr all prepayments Debit r Credit Credit GL Accunt The AR Accunt specified n the header f the invice. Amunt Cmpany Office Department Class Mem PstingType DetailLine Prject The ttal amunt applied t this invice The Cmpany specified n the header f the invice Office Department The GL Class specified n the header f the invice Prepayment Reversal Check # xx Prepayments Prject 235

240 Creative Manager Dcumentatin Prebill Accruals Only rders billed at grss r net are accrued. Orders billed at cmmissin nly will never get an invice and will never be reversed. There is a prebill Accrual Accunt (the asset) and a Accrued Cst Accunt (expense). There is als an ptin t accrue csts t item expense accunts. If this ptin is selected, an accrual entry will be made based n the expense accunt n the item. If n expense accunt is there, the default accunt is used. This is the entire prebill accrual amunt fr the asset accunt. There is ne entry per cmbinatin f GL Class frm the detail. Debit r Credit GL Accunt Amunt Office Department Class Mem PstingType DetailLine Prject Credit The Prebill Accrual Accunt specified in transactins preferences The ttal Net cst f all rders that are being prebilled n this invice that are nt billed at cmmissin nly Department The GL Class specified n the rder detail line. r;prebilled Order Accrual fr Invice Number xx Prebill Accruals Prject If the Accrue Csts t Item Expense Accunts ptin is NOT selected, the fllwing entries are made (ne per cmbinatin f Prject, Office, Department and GL Class frm the rder line.) Debit r Credit Debit GL Accunt The Accrued Cst Accunt specified in transactins preferences Amunt Office The ttal Net cst f all rders that are being prebilled n this invice that are nt billed at cmmissin nly The Office specified n the rder detail line Department Class Mem PstingType DetailLine Prject The department specified n the rder detail line The GL Class specified n the rder detail line Prebilled Order Accrual fr Invice Number xx Prebill Accruals The prject n the line f the rder. If the Accrue Csts t Item Expense Accunts ptin IS selected, ne entry is made fr each expense accunt n the items specified n the rder detail lines. If n expense accunt is specified, the default expense accunt is used. Debit r Credit Debit GL Accunt The expense accunt specified n the item n the rder detail line. PO Detail > Item > Expense Accunt. Amunt Office Department The ttal Net cst f all rders fr a specific GL accunt n the items that are being prebilled n this invice that are nt billed at cmmissin nly The Office specified n the rder detail line The department specified n the rder detail line 236

241 Hw D I... Class Mem PstingType DetailLine Prject The GL Class specified n the rder detail line r;prebilled Order Accrual fr Invice Number xx Prebill Accruals The prject n the line f the rder Line Items There are a cuple ptins that affect hw gruping and accunts are selected when psting line items. These ptins are: Pst Sales Using Detail Track Over and Under. When Pst Using Detail is selected, the GL accunt is determine based n the sales accunt n the item. If it is nt checked, then the GL accunt cmes frm the invice line. (see pen questins n gl class n this ptin as well) When Psting the lines, each line is psted separately. The lines are gruped per cmbinatin f Invice Line, Cmpany, Office, Department, Prject, GL Class and Sales Accunt N Transactins Debit r Credit GL Accunt Amunt Office Department Class Prject Mem PstingType DetailLine Credit Sales Accunt frm the invice line The ttal amunt n the invice line (withut the sales tax) The Office specified n the invice line The department specified n the invice line. The Class specified n the invice line The Prject specified n the invice line Invice # xx <Line Subject> Line Invice Line Using Transactins (detail under line) Track Over Under Separately: Turned Off Debit r Credit Credit GL Accunt Pst Sales using Detail: Get the GL Accunt frm the item. Otherwise: Get the Sales Accunt frm the line. Amunt Office Department Class Prject Get the amunt frm the sum f transactins (labr and expenses) fr each Cmpany, Office, Department, Prject, GL Class and GL Accunt The Office frm the prject n each transactin (Use Office / Department frm User: Off) Or the Office frm the user n each transactin when available (Use Office / Department frm User: On). The Department frm the item n each transactin (Use Office / Department frm User: Off) Or the Department frm the user n each transactin when available (Use Office / Department frm User: On) If Pst Sales Using Detail: GL Class cmes frm the prject. If the class is blank n the prject, the class cmes frm the Item If nt Pst Sales Using Detail: frm the invice line. The Prject frm the transactin. 237

242 Creative Manager Dcumentatin Mem PstingType DetailLine Invice # xx <Line Subject> Line Invice Line Track Over Under Separately: Turned On Standard Cst Part Debit r Credit Credit GL Accunt Pst Sales using Detail: Get the GL Accunt frm the item. Otherwise: Get the Sales Accunt frm the line. Amunt Office Department Get the amunt frm the sum f transactins (labr and expenses) fr each Cmpany, Office, Department, GL Class and GL Accunt Labr: Actual Hurs * Actual Rate Expenses: Ttal Grss n the transactin The Office frm the prject n each transactin (Use Office / Department frm User: Off) Or the Office frm the user n each transactin when available (Use Office / Department frm User: On). The Department frm the item n each transactin (Use Office / Department frm User: Off) Or the Department frm the user n each transactin when available (Use Office / Department frm User: On) Class Prject Mem PstingType DetailLine The Class frm the User (Use Class frm Detail: n) Otherwise, frm the item. The Prject frm the transactin Invice # xx <Line Subject> Line Invice Line Over Under Part Debit r Credit GL Accunt Amunt Office Department Credit Over/Under Incme Accunt Get the amunt frm the sum f transactins (labr and expenses) fr each Cmpany, Office, Department, GL Class and GL Accunt Labr: (Actual Hurs * Actual Rate) &endash; (Billed Hurs * Billed Rate) Expenses: Ttal Grss &endash; Amunt Billed fr each transactin The Office frm the prject n each transactin (Use Office / Department frm User: Off) Or the Office frm the user n each transactin when available (Use Office / Department frm User: On). The Office frm the prject n each transactin (Use Office / Department frm User: Off) Or the Office frm the user n each transactin when available (Use Office / Department frm User: On) Class Prject Mem PstingType DetailLine The Class frm the User (Use Class frm Detail: n) Otherwise, frm the item. The Prject frm the transactin Invice # xx <Line Subject> Line Invice Line 238

243 Hw D I... Pst Validatin Call the standard psting validatin rutine t ensure that debit = credits Pst Updates Determine If there are any cmmissin nly rders n the invice. If there are, clse them as there will never be a vendr invice psted against them. Update the invice and set the psted status = 1 Creative Manager Detailed Design Dcument Pst Client Receipts This dcument cvers the detailed lgic invlved in psting a receipt frm a Receipt. Pre Validatin If any f the fllwing validatins fails, the Receipt is nt psted The Psting Date f the Receipt is greater than the GL Clse date. The Receipt is nt currently psted If the Pst t GL ptin is turn n The Cash accunt exists The Unapplied Payment accunt exists All Receipt details have a valid active GL accunt Pre Prcessing Mark the Receipt as Psted t make sure it is nt duble psted Psting There are sme cmmn fields which are passed int every entry int the ledger GL Transactin Date The Psting date frm the Receipt Entity Defines the type f transactin in the ledger 'RECEIPT'. Grups all the rws f a psting tgether and pints back t the surce transactin based n the entity. Reference The Reference number n the Receipt GLCmpany GL Cmpany frm the Receipt The Receipt is psted in sectins Check Amunt Debit r Credit Debit GL Accunt The Cash accunt frm the header f the Receipt. Amunt Office Department Class Receipt Mem PstingType DetailLine The Check amunt Department The GL Class specified n the header f the Receipt NULL Reference Number + Reference number Header Unapplied Amunt (r Prepay Amunt) One entry Debit r Credit Credit 239

244 Creative Manager Dcumentatin GL Accunt Amunt Office Department Class Mem PstingType DetailLine Receipt Details Debit r Credit GL Accunt Key Amunt Office Department Class Mem PstingType DetailLine The Unapplied Receipt Accunt The amunt nt applied t this Receipt Department The GL Class specified n the header f the Receipt. Reference Number + Reference number Header Debit Sales Accunt frm the Receipt detail The Amunt n the Receipt detail The ffice specified n the detail line. The department specified n the detail line. The Class specified n the Receipt detail line. Reference Number + Reference number Line Receipt Detail Pst Validatin Call the standard psting validatin rutine t ensure that debit = credits Pst Updates Update the Receipt and set the psted status = 1 Creative Manager Detailed Design Dcument Pst Vuchers (Vendr Invices) This dcument cvers the detailed lgic invlved in psting a vendr Vucher. Vendr Vuchers need t take int accunt clsing rder and reversal f prebill accruals. Vendr Invices are called Vuchers. Pre Validatin If any f the fllwing validatins fails, the Vucher is nt psted The Psting Date f the Vucher is greater than the GL Clse date. The Vucher is apprved (status = 4) The Vucher is nt currently psted If the Pst t GL ptin is turn n The AP accunt exists All Vucher lines have a valid active GL accunt If there are prebilled rders n the Vucher, verify that there is a valid Accrual Accunt and Accrued Expense Accunt fr rders specified in the cntrl accunt screen. 240

245 Hw D I... If there are sales tax amunts, verify that all sales tax cdes used have valid Sales Tax Payable accunts specified. Verify the Prepay accunt if any payments are applied t this vendr invice as a prepayment (psted receipts with an pen amunt applied t the vucher frm the vucher screen after the check has been psted) Pre Prcessing Mark the vucher as Psted t make sure it is nt duble psted Lp thrugh lines and clse and purchase rder lines where the pen amunt is nw 0. Psting There are sme cmmn fields which are passed int every entry int the ledger GL Transactin Date The Psting date frm the Vucher Entity Defines the type f transactin in the ledger 'VOUCHER' Reference Cmpany Grups all the rws f a psting tgether and pints back t the surce transactin based n the entity. The Vucher number Cmpany frm the Vucher The Vucher is psted in sectins AP Amunt Debit r Credit Credit GL Accunt The AP accunt frm the header f the Vucher Amunt Office Department Class Client Mem PstingType Detail Line Prject Client The ttal Vucher amunt including sales tax less any prepayments Office Department The GL Class specified n the header f the Vucher NULL Vucher # + Vucher number Header Detail Line Prject n the vucher header Client n the Prject n the vucher header Sales Tax 1 Debit r Credit GL Accunt Key Amunt Office Key DepartmentKey ClassKey Mem PstingType Detail Line Prject ClientKey Debit The accunt specified n sales tax 1 frm the header f the Vucher The sales tax 1 amunt (this is precalculated n the Vucher) It is the ttal tax frm all lines using sales tax 1. The Office specified n the header f the Vucher NULL The GL Class specified n the header f the Vucher Sales Tax fr Vucher # xx Sales Tax Detail Line Prject n the vucher header Client n the Prject n the vucher header 241

246 Creative Manager Dcumentatin Sales Tax 2 Debit r Credit GL Accunt Amunt Office Department Class Mem PstingType DetailLine Prject Client Debit The accunt specified n sales tax 1 frm the header f the Vucher GLAccuntKey The sales tax 2 amunt (this is precalculated n the Vucher) It is the ttal tax frm all lines using sales tax 2. The Office specified n the header f the Vucher. OfficeKey Department The GL Class specified n the header f the Vucher Sales Tax fr Vucher # xx Sales Tax Detail Line Prject n the vucher header Client n the Prject n the vucher header Prepayments One entry is made per Cmpany, GL Class and GL Accunt specified n the payments as the prepay accunt. Debit r Credit Credit GL Accunt The prepayment accunt specified n the payment. Amunt Office Department Class Mem PstingType DetailLineKey PrjectKey ClientKey Fr a specific gl accunt, sum the ttal amunt f payments applied as a prepayment (prepay = 1) Office Department The GL Class specified n the header f the Payment Prepayment Reversal Check # xx Prepayments Detail Line Prject n the vucher header Client n the Prject n the vucher header One entry fr all prepayments Debit r Credit Debit GL Accunt Key The AP Accunt specified n the header f the Vucher. Amunt The ttal amunt applied t this Vucher Office Office Department Class Mem PstingType DetailLine Prject Client Department The GL Class specified n the header f the Vucher r;prepayment Reversal Check # xx Prepayments DetailLine Prject n the vucher header Client n the Prject n the vucher header Prebill Accrual Reversal 242

247 Hw D I... Only rders billed at grss r net are accrued. Orders billed at cmmissin nly will never get an invice and will never be reversed. There is a prebill Accrual Accunt (the asset) and a Accrued Cst Accunt (expense). There is als an ptin t accrue csts t item expense accunts. If this ptin is selected, an accrual entry will be made based n the expense accunt n the item. If n expense accunt is there, the default accunt is used. This is the entry fr the reversal ut f the asset accunt. There needs t be ne rw per cmbinatin f gl class frm the rder line Debit r Credit Debit GL Accunt The Prebill Accrual Accunt specified in transactins preferences Amunt The ttal Net cst f all rders that are being prebilled n this invice that are nt billed at cmmissin nly Cmpany The Cmpany specified n the header f the vucher Office Department Class Mem PstingType DetailLine Prject Client NULL NULL The GL Class specified n the line f the rder. Prebilled Order Accrual fr Invice Number xx Accrual Reversal Detail Line Prject n the vucher header Client frm the invice f the prebilled rder If the Accrue Csts t Item Expense Accunts ptin is NOT selected, ne entry per cmbinatin f gl class, department and ffice frm the rder line is made. Debit r Credit Credit GL Accunt The Accrued Cst Accunt specified in transactins preferences Amunt Cmpany Office DepartmentKey ClassKey Mem PstingType DetailLine Prject Client The ttal Net cst f all rders that are being prebilled n this invice that are nt billed at cmmissin nly The Cmpany specified n the header f the rder The Office specified n the line f the rder The department specified n the line f the rder The GL Class specified n the line f the rder Prebilled Order Accrual fr Invice Number xx Accrual Reversal The prject n the line f the rder Client frm the invice f the prebilled rder If the Accrue Csts t Item Expense Accunts ptin IS selected, ne entry is made fr each expense accunt, department, ffice and GL Class n the items specified n the rder detail lines. If n expense accunt is specified, the default expense accunt is used. Debit r Credit Credit GL Accunt The expense accunt specified n the item n the rder detail line. PO Detail > Item > Expense Accunt. Amunt Cmpany Office The ttal Net cst f all rders fr a specific GL accunt n the items that are being prebilled n this invice that are nt billed at cmmissin nly The Cmpany specified n the header f the rder The Office specified n the line f the rder 243

248 Creative Manager Dcumentatin Department Class Mem PstingType DetailLine Prject Client The department specified n the line f the rder The GL Class specified n the line f the rder Prebilled Order Accrual fr Invice Number xx Accrual Reversal Detail Line The prject n the line f the rder. Client frm the invice f the prebilled rder Line Items Debit r Credit GL Accunt Amunt Cmpany Office Department Class Mem PstingType DetailLine Prject Client Debit GL Accunt frm the Vucher line The ttal amunt n the Vucher line (withut the sales tax) The GL Cmpany specified n the Vucher line GLCmpanyKey The Office specified n the Vucher line OfficeKey The department specified n the Vucher line DepartmentKey The Class specified n the Vucher line ClassKey Vucher # xx <Line Subject> Line Vucher Line The prject n the line The Client n the line Pst Validatin Call the standard psting validatin rutine t ensure that debit = credits Pst Updates Update the Vucher and set the psted status = 1 Creative Manager Detailed Design Dcument Pst Payments t Vendrs This dcument cvers the detailed lgic invlved in psting a Payment t a vendr. Pre Validatin If any f the fllwing validatins fails, the Payment is nt psted The Psting Date f the Payment is greater than the GL Clse date. The Payment is nt currently psted There is a check number If the Pst t GL ptin is turn n 244

249 Hw D I... The Cash accunt exists All Payment details have a valid active GL accunt If there are sme discunt amunts, verify that there is a valid Discunt Accunt specified in the cntrl accunt screen. If there is an unapplied amunt, verify that there is a valid Unapplied Payment Accunt entered n the Payment header. Pre Prcessing Mark the Payment as Psted t make sure it is nt duble psted Psting There are sme cmmn fields which are passed int every entry int the ledger GL Transactin Date The Psting date frm the Payment Entity Defines the type f transactin in the ledger 'PAYMENT' Grups all the rws f a psting tgether and pints back t the surce transactin based n the entity. Reference The Check number Cmpany GL Cmpany frm the header f the Payment The Payment is psted in sectins Check Amunt Debit r Credit Credit GL Accunt The Cash accunt frm the header f the Payment Amunt Office Department Class Client Mem PstingType DetailLine The Check amunt Office Department The GL Class specified n the header f the Payment Nne Check Number + Check number Header Nne Discunt Amunt One entry fr all discunts Debit r Credit Credit GL Accunt Key The Discunt Accunt Amunt The ttal discunt amunt applied t this Payment Office Office Department Class Mem PstingType DetailLine Unapplied Amunt One entry Debit r Credit GL Accunt Department The GL Class specified n the header f the Payment Discunts taken frm Check Number + Check number Header Debit The Unapplied Payment Accunt 245

250 Creative Manager Dcumentatin Amunt Office DepartmentKey Class Mem PstingType DetailLine Payment Details Debit r Credit GL Accunt Amunt Cmpany Office Department Class Mem PstingType Detail Line The amunt nt applied t this Payment Office Department The GL Class specified n the header f the Payment Unapplied amunt frm Check Number + Check number Header Debit GLAccuntKey The Pay Amunt + Discunt Amunt n the Payment detail The Cmpany specified n the Payment The ffice specified n the line The department specified n the line. The Class specified n the Payment Line <Line Subject> Line Payment Detail Pst Validatin Call the standard psting validatin rutine t ensure that debit = credits Pst Updates Update the Payment and set the psted status = 1 Creative Manager Detailed Design Dcument Pst Jurnal Entries Revisin Summary Versin Number Date Wh Cmments Jurnal entries are psted int the system t accrue different kinds f csts, make adjustments t accunts, set up beginning balances in the system and ther accunting related needs. Jurnal entries can be psted dwn t the prject. Psting There are sme cmmn fields which are passed int every entry int the ledger Entity Defines the type f transactin in the ledger 'GENJRNL' EntityKey Grups all the rws f a psting tgether and pints back t the surce transactin based n the entity. This is the Jurnal Entry Key Reference The Jurnal Number GL Cmpany Key The GL Cmpany specified n the header f the jurnal entry 246

251 Hw D I... The client invice is psted in sectins Each Line Debit r Credit Debit GL Transactin Date Psting date frm the invice header GL Accunt Key The GL Accunt specified n the line Debit The debit amunt frm the line Credit The credit amunt frm the line Client The client specified n the line Office Key The ffice specified n the line DepartmentKey The department specified n the line ClassKey The class specified n the line Mem &rdqur;gl Jurnal # &rdqur; + invice number PstingType NULL DetailLineKey NULL Pst Wrk In Prgress Creative Manager allws yu t ptinally track yur wrk in prgress in yur general ledger. This sectin explains the entries that are made by the system. There are ne set f entries that are made when transactins are entered and a different set when they are billed r written ff. The psting can be run as ften as yu want and is run as a batch prgram frm the accunting tab. Yu can pst transactins t the general ledger as ften as yu wish and pstings can als be unpsted. T pst transactins t the GL, g t the Accunting tab and click n Pst WIP. Overview Cmpanies that d nt bill their prjects each mnth need a way t accrue the revenue generated in that mnth t the general ledger. This allws them t mre clsely recgnize the revenue they are generating in the mnth it ccurs. Otherwise, if they did nt bill a prject fr 3 mnths, they wuld see tw mnths with lts f csts and little revenue and then ne mnth with a tn f revenue. This makes it hard t evaluate trends and makes it difficult t recgnize prblems earlier in the life cycle. When the WIP Psting rutine is run, the system analyzes transactins and will add entries int the specific WIP accunts based n a set f simple rules. 1. If it is nt psted in, dn t pst it ut 2. If it is nt psted in, and it is billed, d nt pst it in. When WIP is psted, yu enter a Cmpany (if yu are using them), a Psting Date, a Select Transactins Thrugh Date and a Psting Cmment. The system will find all transactins that ccurred thrugh the Thrugh Date (even if it ccurred in a prir perid) and the psting entry is made as f the psting date. Psting entries are nt made int past perids. It is a single entry n the specified psting date. Psting Lgic Labr Psting In Unbilled Transactins: (Reference: WIP LABOR IN) If linked t a prject that is n a retainer, the item n the labr transactin cannt be ne f the nes cvered under the retainer The prject must be marked as billable. If the timesheet is apprved If the wrk date f the labr transactin is n r befre the As Of Date If it has nt been billed in sme way (Date Billed (psting date frm the invice) is blank r is greater than the As Of Date) It has nt been psted int WIP 247

252 Creative Manager Dcumentatin If nt written ff If Written ff Debit WIP Labr Asset, Credit WIP Incme Debit Labr Write Off Accunt, Credit WIP Incme Accunt Psting Out Transactins: (Reference: WIP LABOR OUT) It has been psted in Has nt been Psted ut The Date Billed <= As Of Date. If nt written ff If Written ff Debit Labr WIP Incme Accunt, Credit Labr WIP Asset Accunt Debit Labr Write Off Accunt, Credit Labr WIP Asset Accunt Misc Cst and Expense Reprts Psting In Unbilled Transactins: : (Reference: WIP MISC COST IN) Currently nly Misc Csts will get psted int WIP. Expense reprts can be cnverted t vendr invices. Once cnverted, the vendr invice. In rder t prperly relieve expense reprts psted in under the ld rutine, the system will reverse ut any expense reprts that have been psted int WIP. If linked t a prject that is n a retainer, the item n the transactin cannt be ne f the nes cvered under the retainer The prject must be marked as billable. The expense reprt must be apprved If the expense date f the transactin is n r befre the As Of Date If it has nt been billed in sme way (Date Billed (psting date frm the invice) is blank r is greater than the As Of Date) It has nt been psted int WIP If nt written ff If Written ff Debit Inside Cst WIP Asset Accunt, Credit Inside Cst WIP Incme Accunt Debit Inside Cst Write Off Accunt, Credit Inside Cst WIP Incme Accunt Psting Out Transactins: (Reference: WIP MISC COST OUT) It has been psted in Has nt been Psted ut Date Billed <= As Of Date If nt written ff If Written ff Debit Inside Cst WIP Incme Accunt, Credit Inside Cst WIP Asset Accunt Debit Inside Cst Write Off Accunt, Credit Inside Cst WIP Asset Accunt 248

253 Hw D I... Vendr Invices When vendr invices are entered, they will always have the default expense accunt n them. The WIP Accunts t be used are determined based n the type f item used n the line. In the cntrl accunts screen yu can specify separate Asset and Write Off accunts fr prductin, Media and Expense Reprts that are cnverted t Vendr Invices. Psting In Unbilled Transactins Purchase Items and Expense Reprt Items The prject must be billable If linked t a prject that is n a retainer, the item n the transactin cannt be ne f the nes cvered under the retainer The Vendr Invice must be apprved (Des nt have t be psted) The psting date is n r befre As Of Date It has nt been psted int WIP If it has nt been billed in sme way (Date Billed is blank r is greater than the As Of Date) If nt written ff Debit WIP Prductin Expense, Credit Expense Accunt n the line. If Written ff and Optin t Pst In Write Off's is selected. Debit WIP Write Off Expense Accunt, Credit Expense Accunt n the line f the vendr invice. Media Items If the settings are t get the client frm the Prject The prject must be billable If linked t a prject that is n a retainer, the item n the transactin cannt be ne f the nes cvered under the retainer If the setting are t get the client frm a Media Estimate then it is always cnsidered billable The vendr invice must be apprved (Des nt have t be psted) The psting date is n r befre As Of Date It has nt been psted int WIP If it has nt been billed in sme way (Date Billed (psting date frm the invice) is blank r is greater than the As Of Date) If nt written ff Debit WIP Media Expense Accunt, Credit Expense Accunt n the line f the vendr invice. If Written ff Debit WIP Write Off Expense Accunt, Credit Expense Accunt n the line f the vendr invice. Psting Out Billed Transactins It has been psted in. Has nt been Psted ut. Date Billed <= As Of Date If Nt Linked t a PO (prductin invice) r linked t a prductin rder If nt written ff 249

254 Creative Manager Dcumentatin Debit Expense Accunt n the line, Credit WIP Prductin Expense If Written ff Debit Prductin Cst Write Off Accunt, Credit WIP Prductin Expense If Linked t a Media PO If nt written ff Debit Expense Accunt n the line, Credit WIP Media Expense If Written ff Chart &endash; Psting Int WIP Lgic Debit Media Cst Write Off Accunt, Credit WIP Media Expense Class The surce f the class depends n the field r;use Class frm Detail in System Setup/Cntrl Accunts. If Use Class frm Detail is selected, the system will get the class frm the emplyee instead f frm the item Jurnal Entries Yu use the Jurnal Entry screen t enter thse types f transactins that are nt supprted thrugh the ther types f transactins (such as payables, payments, invices, and receipts). Depreciatin wuld be an example f smething that wuld be entered int the Jurnal Entry screen. Here, yu can als edit adjustments made in accunt recnciliatin. In the jurnal entries, yu enter bth debits and credits, and when the amunts balance, yu can pst the jurnal entries. 250

255 Hw D I... T Add a Jurnal Entry 1. Click n the Accunting menu 2. Select Jurnal Entries frm the Accunting menu 3. T add a new Jurnal Entry, click the [New Jurnal Entry] buttn. 4. In the Psting Date text bx, enter the date that yu wuld like this transactin t pst n. 5. In the Jurnal Number text bx, the system will default the next jurnal number frm the GL Cntrl Accunts screen. The Jurnal Number must be a unique number. 6. In the Descriptin text bx, yu can enter a descriptin f the jurnal entry t make it easier t find and reference in the future. 7. Click the [Save] buttn t enter the details f the Jurnal Entry. 8. Click the Details Tab 9. In the Accunt text bx, enter the GL Accunt yu wuld like t pst this entry int. 10. In the Class text bx, enter a Class ID fr this line entry. 11. In either the Debit r Credit text bx, enter the amunt fr this line. Yu can nly enter a value int ne f the text bxes. Yu can enter a negative number. 12. In the Mem text bx, enter a descriptin fr this line item that wuld pst int the ledger fr this line. 13. Select the Aut Reversing Entry check bx if yu wuld like the system t create an autmatic reversal f this entry n the first day f the next calendar mnth. 14. Click the [Save] buttn t save yur changes. 15. When yu are dne entering the jurnal entry, yu can click the Pst actin. Befre the transactin will pst, the balance amunt at the bttm f the list f line items, the balance must be equal t 0. T Unpst the transactin, click the Unpst actin. Yu can nt pst a transactin prir t the GL Clsing Date set in the GL Cntrl Accunts. Cpy a Jurnal Entry Yu can cpy a jurnal entry at any time. G t the jurnal entry yu want t cpy and press the cpy buttn. The system will assign the next available number and cpy all f the detail entries. Yu will then be lking at the header fr the cpied jurnal entry and yu are ready t edit the detail. Recurring Jurnal Entries Yu can create a recurring jurnal entry frm any existing jurnal entry. Click n the recurring tab f the jurnal entry. When generating a recurring jurnal entry, yu have the ptin t select the time interval (Mnthly, Quarterly r Yearly) and the number f recurring invices t create. The psting date f the current jurnal entry is used as the starting pint fr generating future jurnal entries. After the jurnal entries have been generated, the system will shw all jurnal entries and will allw yu t perfrm several actins and give yu quick access t all related recurring jurnal entries. Initially, all jurnal entries are created as nt psted. Each jurnal entry must be psted separately. If yu change ne jurnal entry, yu can select t apply these changes t selected jurnal entries if they have nt been psted. 1. Select the Update Using this Jurnal Entry frm the drp dwn list 2. Check the jurnal entries yu want t update and press GO. 3. The system will update these selected jurnal entries with the details frm the current jurnal entry. Yu can als delete selected jurnal entries. 1. Click the checkbx next t each jurnal entry t delete 2. Select Delete frm the drp dwn bx and press GO. 251

256 Creative Manager Dcumentatin Recnciling GL Accunts Creative Manager recnciles the selected G/L accunt against yur mnthly statement. Yu can recncile any general ledger accunt in Creative Manager. Typically, yu wuld recncile bank accunts, cash accunts (such as petty cash), and credit card accunts. Yu shuld systematically recncile accunts each perid s that yu can quickly detect bank errrs, match real-wrld data with Creative Manager data, and identify pssible fraudulent activity. The recnciling run is saved fr each accunt recnciled. This allws yu t print prir recnciliatins prir t starting a new ne. T Add a New Recnciliatin 1. Click n the Accunting menu. 2. Select Recncile Accunts frm the Accunting menu. 3. Click the [New] buttn t start a new recnciliatin. 4. In the Statement Start Date text bx, enter the beginning date frm yur statement. 5. In the Statement Ending Date text bx, enter the ending date frm yur statement. 6. In the Beginning Balance text bx, enter the beginning balance frm yur statement. 7. In the Statement Balance text bx, enter the ending balance frm yur statement. 8. The recnciliatin screen shws additins n the left hand side and deductins n the right hand side. The utstanding difference is shwn at the tp f the screen. If yu need t enter any adjusting entries, yu can click save (nt save and finalize) at the tp f the screen. This will save yur wrk up t this pint and allw yu t g and enter ther entries int the system. Yu may need t enter jurnal entries fr bank charges r ther adjustments. Yu can then cme back later and select the accunt frm the list f recnciled accunts and resume yur wrk Once yu have cmpleted yur recnciliatin and the difference amunt is equal t 0, yu may click n the save and finalize buttn. This will save yur wrk and mark all selected transactins as cleared. Financial Budgets The system allws fr Financial Budgets t be put int the system at a number f different levels. The budget is used n financial reprts ut f the system n the P&L. The fllwing dimensins are allwed n a budget: GL Cmpany, Office, Department, GL Class and Client. In rder t accmplish this, the entry screen allws yu t set a series f drp dwns t see different infrmatin and input the budget at different levels. If a particular dimensin is nt used in the system, it will nt be seen in this screen (s, if yu dn t use cmpanies, yu dn t see the ptin) Each ptin fr the budget has several standard ptins t select (except Cmpany which is limited because ff special requirements) These ptins are: N Specific XX: This ptin is used when yu want t enter a budget, but it is nt specific t a certain categry. S, if yu want t enter revenue numbers fr a specific Office, but nt at the department level, yu wuld set the department t N Specific Department. The cmpany ptin des nt have this chice. Rllup: When any ptin is set int a rllup setting, the grid ges int a read nly mde and displays the budget rlled up t different levels. If the settings n the budget were t shw Cmpany A, Office B, Department (rllup), GL Class (rllup), Client (rllup), it wuld shw the budget fr the specific ffice, fr the specific cmpany and rll the budget numbers fr every specific department, gl class and client tgether fr viewing purpses. When the user duble clicks n the grid, they see a drilldwn f the details that make up that cell. Specific Selectin: When the user selects a specific ptin, they are entering the budget t that entry. Yu may enter an amunt in the year clumn and press the arrw t allcate this amunt evenly ver the 12 mnths. Yu can als mdify the budget amunt fr any GL Accunt (except rllup accunts) fr any mnth and have it update the ttals. Yu can filter yur GL Accunts by All Accunts, Only Incme Accunts and Only Expense Accunts using the radi buttn at the tp f the screen. The ttals rw will nly shw at the bttm if yu are viewing Incme Only r Expenses Only. 252

257 Hw D I... Clicking the find buttn brings up a list dialg shwing all budgets in the system. After yu select ne, the entry windw will g t that budget. When the grid is in rllup mde, and yu duble click n the grid in a cell, it will shw this grid. This needs t shw all the entries that make up that rll up fr that cell. If a particular clumn is nt used based n system settings, it will nt shw in the grid. 253

258 Creative Manager Dcumentatin Clicking the cpy buttn will shw this windw. If yu select r;frm This Budget, the system will duplicate the current budget based n the current budget. The entry grid will then shw the new budget. If yu select r;frm Actuals the user must enter a specific year t cpy frm. The system will then calculate the budget numbers (dwn t cmpany, ffice, department, client and class based n yur summarizatin ptins.) based n GL Transactins frm the year specified. An actual number needs t be calculated fr each mnth. If yu select t summarize by GL Cmpany and Office, the system will create an budget entry fr each cmbinatin f GL Accunt, Mnth, GL Cmpany and Office it finds in the ledger. In the New Name field yu can specify what yu want t call the new budget. Labr Budgets Labr Budgets allw yu t plan the amunt f wrk and billable dllars yur staff will generate during the year. This is helpful fr frecasting labr revenue when peple may wrk mre than a standard wrk week. These labr budgets are then used in the chargeability summary graphs n the main dashbard. This als allws yu t calculate revenue per emplyee in situatins where yu have emplyees that are strictly verhead and d nt fill ut timesheets directly t a prject. Fr each budget, yu can specify the ttal available hurs, target billable hurs and ttal billable dllars that a staff persn is expected t generate each mnth. Once yu create a standard labr budget fr a persn, it is pssible fr the staff persn t review their labr budget and make changes based n their availability during the year. Staff peple can access their labr budgets thrugh the My Inf screen. Once a persn's labr budget has been reviewed, a manager can lck the budget s that it can nly be viewed by staff members. T Add a Labr Budget 1. Click n the Accunting drp dwn menu. 2. Select Labr Budgets frm the Accunting menu. 3. Click the [New] buttn the create a new labr budget. 4. In the Name text bx, enter a descriptive name fr the labr budget. 5. Select the Active checkbx t make this budget available n graphs and reprts. 6. Click the [Save] buttn. When creating the details f a labr budget, yu can either add peple ne by ne, r have the system aut generate a basic estimate and mdify it frm there. If any peple have been added t the labr budget, yu will nt be able t aut generate the budget. The best apprach is t create a basic budget fr everyne and then mdify specific budgets. T Aut Generate a budget. 254

259 Hw D I In the Available Annual Hurs text bx, enter the ttal number f available hurs a persn has t wrk. This wuld typically the ttal hurs including vacatins and ther nn billable time. 2. In the Target Billable % text bx, enter the % f time that shuld be used as a target fr billable time. I yu are shting fr a 70% billable percentage, yu shuld enter 70 in the bx. 3. Click the [Generate Budget] buttn. The system will create the budget fr each persn and use their standard hurly rate frm their emplyee recrd t determine the target billable dllars. T edit a specific entry, click the pencil icn. There are security rights which may prevent yu frm seeing peple frm ther ffices r departments. This way each department manager can enter a budget fr each f his emplyees. T add a single persn 1. Find the desired labr budget. 2. Click the Add a Persn actin. 3. In the Staff Persn drp dwn bx, select frm the available peple. Only active emplyees with n budget entry n this labr budget will be visible. 4. Select the Reviewed By Staff Persn check bx if the staff persn agrees with the labr budget. 5. Select the Lcked checkbx if yu d nt want the staff persn t be able t make changes t this budget entry. 6. In the Cmments bx, enter any specific cmments related t this budget entry. 7. T Allcate Hurs 1. In the Available Hurs Bx, enter the ttal number f available hurs a persn has t wrk. This wuld typically be the ttal hurs including vacatins and ther nn billable time. 2. In the Target Billable % text bx, enter the % f time that shuld be used as a target fr billable time. I yu are shting fr a 70% billable percentage, yu shuld enter 70 in the bx. 3. In the Standard Billing Rate text bx, enter the rate yu wuld like t use t calculate the target dllars. This rate will default t the standard rate fr the emplyee. 4. Click the [Allcate] buttn t spread the hurs ver the entire year. 5. Yu can then edit any f the hurs r dllar figures as needed. Imprt and Exprt Infrmatin Outlk Synchrnizatin Tl The CMSync tl allws yu t synchrnize yur cntacts and calendar frm Outlk t the main Creative Manager database. The system allws yu t synchrnize all f yur calendars and cntact flders r yu can select a specific flder t be used. It is recmmended that yu sync with a specific flder in yur system. This will allw yu t keep certain meetings and cntacts private s that they will nt be synchrnized with the server. Yu can dwnlad the sync tl frm It is recmmended that yu create a separate flder fr cntacts and calendar events that will be synchrnized with Creative Manager. It is typically best t start with a blank flder in Outlk and pull all events and cntacts int that ne flder. (see the instructins belw n selecting a specific flder t sync with). This will give yu better cntrl ver the initial sync. Then yu can add any events and cntacts frm yur existing calendar and cntact file int it. This als give yu a way f expsing nly the cntacts and events that yu want shared with the rest f the cmpany. Setting Up The Tl Befre yu can synchrnize data yu will need t set up sme ptins in the system. 1. Start CMSync 2. Select Views > Optins and Registratin 255

260 Creative Manager Dcumentatin 3. Under the Synchrnizatin tab, yu can select ptins t cntrl hw the system will synchrnize changes. The ptins are the same fr bth sectins but yu will need t set the ptins fr each sectin separately. 1. Use the Sync Directin ptin t cntrl the flw f changes. 2. Under the ptins yu can select a specific flder t sync. If yu d nt select a specific flder, the system will try and sync all cntact/calendar flders in yur utlk system with the server. Any new items frm the server will be put int yur default cntacts/calendar flder. It is recmmended that yu select a specific flder t sync with. This will allw yu t keep certain items private and cntrl wh shws up in yur Creative Manager database. Yu must select a flder under bth ptins (calendar and cntacts) 4. Under the Registratin and Strage tab yu can select ptins fr yur strage file. This versin f the CMSync tl des nt require a registratin cde but it is als restricted t synchrnizing between Creative Manager and Outlk. The full versin f the sftware wuld als allw yu t sync between tw cpies f utlk (fr a desktp and laptp situatin). 1. Yu can enter a different name fr the strage file if yu want. The strage file stres a snapsht f the system between syncs. This is used t help identify changes and deletins n bth sides f the system. 2. Yu can select t encrypt yur strage file fr security reasns if yu want t 5. Under the Misc. Tab, yu can select if yu want the system t try and verride the utlk security ptin fr yu. This is an ptin built int utlk that pps up a dialg bx asking if yu want an external prgram t access Outlk. This feature is used t prevent a virus frm accessing yur address bk and sending ut tns f s. If yu select this ptin the system will attempt t push the buttns fr yu. It is a time saver, but nt required. 6. Under the Web Synch tab are the ptins fr cnnecting t the server. 1. in the URL t the server, yu will need t enter the full path t the sync page. Fr the hsted site that address is " If yu have a lcally installed versin, yu wuld change the app.crmgr.cm t yur lcal web address fr the system. 2. In the Lgin Name bx, enter yur Creative Manager User ID 3. In the Passwrd bx, enter yur Creative Manager Passwrd 4. In the additinal Synchrnizatin parameters bx yu can enter additinal settings t cntrl which cntacts will be retrieved. There are fur different ptins and yu can enter as many as yu want separated by a cmma. If yu leave the bx blank, yu will retrieve all cntacts that yu have access t frm the server. 1. Vendrs: This will retrieve all vendrs frm Creative Manager 2. Clients: This will retrieve all clients frm Creative Manager 3. MyCntacts: This will retrieve nly cntacts that yu wn in Creative Manager 4. Everybdy: This will retrieve all cntacts frm the system. If yu leave the bx blank, this ptin is sent by default. Running the Synchrnizatin In rder t run the synchrnizatin, all yu have t d is press the Overview buttn in the main tlbar Then press the Synchrnize All Items buttn n the main view windw. Fr detailed instructins n hw t run the synchrnizatin please review the detailed help n the Cursft Web Site Mac Calendar and ICal Synchrnizatin Tl Creative Manager allws yu t synchrnize yur cntact and calendar infrmatin with ff-line systems and update this infrmatin while nt cnnected t the system. Yu can then peridically update the main server with all f yur lcal cntact and calendar infrmatin. The tls and capabilities differ depending n yur perating system (Mac r PC). The system uses a small applicatin that reads yur lcal infrmatin and cmpares it t the main server. The applicatin lks fr differences n bth sides and updates each side with the mst current infrmatin. Yu can dwnlad the CMSync applicatin at 256

261 Hw D I... Calendar Creative Manager uses the built in capability f the ical applicatin t subscribe t a calendar and autmatically get infrmatin updated lcally. This prduces a read nly calendar lcally that must be updated n the server. But the subscriptin capability allws yu t view nt nly calendar events, but als prject tasks, tracking frms and even ther peple s calendars that yu have rights t view. In rder t subscribe t a calendar, yu must use the subscribe ptin frm the menu. In the Calendar URL prperty type (website address)/calendar/ical.aspx?(ptins) The web site address is the website address where yu g t lg int Creative Manager (fr hsted users, this is ) There are several different ptins that yu can specify in the query string (the part after the? ) that will allw yu t synchrnize different parts f yur calendar r ther peple s calendar. Each ptin shuld be separated by an & using nrmal html query string frmatting. Query String ID Calendars This ptin allws yu t specify what type f calendar event t pull Tasks Frms UserID Pssible Values Mine Prject Cmpany All Mine All Mine All A valid lgin ID fr the system. This ptin allws yu t view a different persn s calendar and is nt needed t view yur wn calendar r tasks. This assumes that yu have rights t view the calendar. If yu can nt see this persn s calendar nrmally 257

262 Creative Manager Dcumentatin PrjectNumber thrugh the calendar in Creative Manager, then yu d nt have rights t see their calendar. A valid prject number fr yur cmpany. When a prject number is included, all frms, calendar events and tasks will be limited t this prject. Examples webcal://app.crmgr.cm/calendar/ical.aspx?calendars=mine This wuld dwnlad nly calendar events frm yur calendar (n cmpany r prject related events) webcal://app.crmgr.cm/calendar/ical.aspx?calendars=mine&userid=abc This wuld dwnlad nly calendar events frm the persn with a lgin ID f ABC (n cmpany r prject related events) webcal://app.crmgr.cm/calendar/ical.aspx?tasks=mine&prjectnumber=bcd-123 This wuld dwnlad all prject tasks assigned t yu fr the prject BCD-123 webcal://app.crmgr.cm/calendar/ical.aspx?tasks=mine This wuld als dwnlad all tasks assigned t yu, but fr every active prject yu are assigned t. webcal://app.crmgr.cm/calendar/ical.aspx?tasks=mine&frms=mine&calendars=all This wuld dwnlad all tasks assigned t yu, frms assigned t yu and all calendar events that are visible t yu. Cntacts With Creative Manager, yu can synchrnize yur cntacts frm the Address bk n a Mac with OS X r higher. The sync applicatin can be easily installed and setup. Once yu have set up the preferences, it is as easy as pressing the green sync buttn. The sync tl des nt currently allw fr synchrnizing n a schedule, s yu will need t start the prcess by clicking the buttn. T set the preferences, select CMSync frm the menu bar and then click n Preferences. 258

263 Hw D I... Shw CMSync in menu bar: This will disable the system frm shwing up in the system tray as an applicatin. Web Site Address: This is the web site address where yu lg int Creative Manager. D nt include the n the frnt f the address. Fr a hsted user, the address wuld be app.crmgr.cm Yu can als specify an alternate prt if yur web server is cnfigured t use a prt ther than 80. UserID: The user ID yu lg int Creative Manager with. Passwrd: The passwrd yu lg int Creative Manager with Synchrnizatin Optins: Everybdy: If this ptin is selected, yu will receive a list f every cntact that yu have access t in the system. All ther ptins are disabled as Everybdy includes the ther ptins. My Cntacts: These are cntacts where yu are listed as the cntact wner. Clients: Cntacts that are listed as a client Vendrs: Cntacts that are listed as a vendr. D nt uplad lcal cntact: The system will nrmally add any cntacts it finds in yur address bk that are nt n the Creative Manager server. When this ptin is set, the system will cntinue t synchrnize thse cntacts that exist in bth places, but will nt add any new cntact t the Creative Manager server frm yur address bk. D nt delete lcal cntacts: This setting will prevent a cntact frm being remved frm yur lcal cntact database if they are remved frm the main server. This way yu can ensure that yu will nt lse a cntact. Hw the Sync Thinks When synchrnizing infrmatin, the system cmpares each field t determine if they are different. If ne side des nt have a piece f infrmatin, but the ther side des, then the missing infrmatin is added t the system. If the system finds tw fields with data in the same field, but they are different, then it will lk at the last date that the data was updated. The data that was updated last will win and update the lder infrmatin. If the data is different and it was updated n the same day, the server always wins and will update the lcal client. Keeping Cntacts Private If yu have cntacts in yur cmputer s address bk that yu d nt want synchrnized with the Creative Manager server, yu can add these cntacts t a grup named &rdqur;cm Private. The system will cmpletely ignre any cntacts in this grup. If any f yur private cntacts have already been added t the Creative Manager server, they will be remved during the next sync. This ptin has almst the same effect as &rdqur;d nt uplad lcal cntacts described abve except that that ptin will cntinue t update all lcal cntacts that exist n the server. Lcal cntacts that belng t the &rdqur;cm Private address bk grup will never be altered r sent t the Creative Manager server. 259

264 Creative Manager Dcumentatin Perfrming a Clean Sync A clean sync (available frm the applicatin s File Menu r the CMSync system menu icn) allws yu t perfrm a sync with the Creative Manager server withut cnsideratin fr any changes that have been made since the last sync. This ptin shuld be used in situatins where yu delete lcal cntacts by accident and yu d nt want them deleted n the main server r if yu change yur settings fr what type f cntact yu want t receive. When synchrnizing, the system nrmally finds lcal cntacts that have been deleted since the last sync, and deletes them frm the Creative Manager server. It des the same thing with deleted server cntacts. If yu perfrm a clean sync, the system will disregard these pending deletins when synchrnizing, as if yu are ding it fr the first time. If yu were t accidentally delete several entries frm yur address bk r n the Creative Manager server, yu can perfrm a clean sync and CMSync will cmbine lcal cntacts and server cntacts s that the deleted cntacts are restred t bth lcatins. Imprting Imprting Overview The data exchange allws yu t imprt and exprt infrmatin frm Creative Manager. The main methd f exchanging infrmatin is dne using text files created by the Creative Manager system r by sme ther prgram. Imprting data is dne by creating a text file frm yur applicatin and then uplading it t Creative Manager. The imprts wrk by using a set f key wrds in the first rw f the imprt t tell Creative Manager where t put the data. The system des nt care abut the rder f the fields in yur imprt file, just as lng as it can find the key wrds in the first rw f the imprt file. When creating the imprt file, mst peple will use Micrsft Excel t review and edit their file. The system can easily accept the CSV (cmma separated values) frmat r the tab (Tab delimited frmat) frm Excel. When using the Mac versin f Excel, it is imprtant t make sure that when yu save the file, yu select the Windws frmat fr the file, since the Macintsh versin uses a different line feed character that will nt be recgnized in the imprt. When imprting a file, g t the Admin menu sectin and select Data Exchange. Then select the apprpriate imprt ptin fr the data yu want t imprt. On the imprt screen, select the file yu want t imprt using the brwse buttn n the file ptin. Then select the apprpriate delimiter fr yur file. Yu can als select either n text qualifier r duble qutes fr a text qualifier. Mst CSV files will put duble qutes arund a field if there are any cmmas r qutes in the field. This helps the system determine where the infrmatin starts and stps. All files are validated prir t imprting and if there are any errrs in the file, n infrmatin will be imprted. Belw is a list f the key wrds fr each imprt and a descriptin f where the infrmatin ges. Yu can imprt any f the fllwing types f infrmatin Master Files Cntacts Cntact Histry Staff GL Accunts Services Expense Reprt Items Purchased Items Payment Terms Prject Types Classes Prject Status Cdes Billing Status Cdes Departments 260

265 Hw D I... Billing Items Sales Tax Cdes Prject Files Prjects Prject Tasks Creative Briefs Estimates Change Orders Transactins Calendar Events Timesheets Expense Reprts Miscellaneus Prject Csts Jurnal Entries Purchase Orders Vendr Invices Vendr Payments Client Invices Client Payments Other Imprts Tracking Frms Master Files Imprting Cntacts Yu can use this imprt t bring in new cntacts r update existing nes. The file can cntain bth cmpanies and cntacts and uses infrmatin in the file t find existing cntacts. T find an existing cmpany the system will first use the CmpanyName and Address1 field. If it des nt find a match, it will just use the CmpanyName. If there is mre than ne match n just the CmpanyName, the system will select the first ne in the system as the ne t update. If there is n match, the system will add the cntact. The imprt will nly update the infrmatin that is sent in the file. T find a cntact under a cmpany, the system first tries t find the cmpany using the methd abve. This means that if yu want t update Jane De at cmpany ABC, yu need t have bth the cmpany name and first and last name f the persn in yur imprt file. If yu d nt include a CmpanyName, the system will use first and last name as the cmpany name. 261

266 Creative Manager Dcumentatin Once the system has fund the cmpany, it tries t find that cntact using the first name, last name and phne1 f the persn. If n cntact is fund, it uses just the first and last name. If multiple cntacts are fund at this time, the system will use the first ne. If n cntacts are fund, the system will add the cntact. Yu can dwnlad a sample file here Key Wrd CmpanyName Descriptin If nt supplied, Cntact_FirstName and Cntact_LastName are used. Address1 Address2 Address3 City State PstalCde Cuntry Vendr YES r NO &endash; Defaults t N if the clumn is present, therwise it is nt updated. VendrID Required if Vendr is YES 1099Frm The valid values are nne, MISC and INT. Nne is the default 1099Bx Fr MISC the valid values are (01, 02, 03, 05, 06, 07, 08, 09, 13, 14 ) Frm INT the valid values are (01, 02, 03, 05, 06) EINNumber The tax ID number / SSN number fr the persn / cmpany Client YES r NO &endash; Defaults t N if the clumn is present, therwise it is nt updated. ClientID Required if Client is YES DefaultExpenseAccunt GL Accunt number DefaultSalesAccunt GL Accunt number HurlyRate TermsPercent The discunt percentage given if invices are paid early (used n vendr invices) TermsDays Number f days that the discunt is valid. (used n vendr invices) TermsNet Number f days until the invice is due (used n vendr invices) BAddress1 Billing address used fr invicing. If it is nt prvided, and Address1 is prvided, the system will use Address1 fr this field. (The ther BAddress2 BAddress3 BCity BState BPstalCde BCuntry Website Phne Fax UserDefined1 UserDefined2 UserDefined3 UserDefined4 UserDefined5 UserDefined6 UserDefined7 UserDefined8 UserDefined9 UserDefined10 Cmments The fields belw relate t the cntact fr a cmpany. Cntact_FirstName Cntact_LastName Required if n Cmpany name is supplied. Required if n cmpany name is supplied. First and last name 262

267 Hw D I... Cntact_Salutatin Cntact_Phne1 Cntact_Phne2 Cntact_Cell Cntact_Fax Cntact_Pager Cntact_Title Cntact_ Cntact_SystemID Cntact_HurlyRate Cntact_HurlyCst Cntact_UserDefined1 Cntact_UserDefined2 Cntact_UserDefined3 Cntact_UserDefined4 Cntact_UserDefined5 Cntact_UserDefined6 Cntact_UserDefined7 Cntact_UserDefined8 Cntact_UserDefined9 Cntact_UserDefined10 are required tgether. If n first and last name is prvided, n cntact infrmatin is inserted. The system als allws yu t imprt custm fields. The field name (nt the captin) needs t have a prefix n it. CFCOMPANY_FieldName CFCONTACT_FieldName Add the CFCmpany_ prefix t a field name t imprt a cmpany specific custm field Add the CFCntact_ prefix t a field name t imprt a cntact specific field Imprting Cntact Histry Yu can imprt additinal ntes nt a cntact frm yur prir cntact management system. This allws yu t bring ver yur cntact histry r ther detailed ntes. Key Wrd CmpanyName Address1 FirstName LastName Type Pririty Descriptin Required. This is required and is used t find the cmpany. Nt required but is used the same way as the cntact imprt t find a specific cntact. Required. Using the first and last name, the system will find the cntact fr the cmpany and link them t the activity Required. Call, Appt, Next Actin, Other are the pssible values. Call is defaulted if n value is supplied. 1-High, 2-Medium, 3-Lw are the pssible values. 2-Medium is the default if n value is supplied. Subject A subject fr the call is required. (200 character max) AssignedT The user ID r system id f the emplyee wh these shuld be assigned t. Required Status Open r Cmpleted are the pssible values. Cmpleted is the default. Outcme Successful r Unsuccessful are the tw pssible values. A blank will be inserted if n value is given. 263

268 Creative Manager Dcumentatin FllwUpDate FllwUpTime DateCmpleted Ntes The date f the activity. Required. This is a text value fr the time. The date the activity was cmpleted. These ntes can be up t 4000 characters. Imprting Staff All emplyee recrds are inserted. There is n attempt t find an existing staff persn. Key Wrd FirstName LastName Salutatin Phne1 Phne2 Cell Fax Page Title SystemID HurlyRate HurlyCst UserDefined1 UserDefined2 UserDefined3 UserDefined4 UserDefined5 UserDefined6 UserDefined7 UserDefined8 UserDefined9 UserDefined10 Required. Required. Descriptin The system ID is used t link t external accunting systems. This wuld nrmally be yur emplyee ID in yur accunting system. Imprting GL Accunts Key Wrd AccuntNumber AccuntName AccuntType Descriptin Required. Must be unique. This is the ID that yu type in n mst data entry screens. Sme reprts will als use this t srt data. Required. The display name f the accunt Required. The fllwing numbers are used fr accunt types. Bank = 10 Accunt Receivable = 11 Current Asset = 12 Fixed Asset =

269 Hw D I... Rllup ParentAccuntNumber Descriptin Other Asset = 14 Accunts Payable = 20 Curren Liability = 21 Lng Term Liability = 22 Equity Des Nt Clse = 30 Equity Clses = 31 Retained Earnings = 32 (nly ne accunt f this type is allwed) Incme = 40 Other Incme = 41 COGS = 50 Expenses = 51 Other Expenses = 52 YES r NO. Default is NO. A rllup accunt can have subaccunts. The accunt number that this accunt is a sub accunt f Imprting Services Key Wrd ServiceCde Descriptin HurlyRate1 HurlyRate2 HurlyRate3 HurlyRate4 HurlyRate5 Active Descriptin1 Descriptin2 Descriptin3 Descriptin4 Descriptin5 BillingItemID Required. Required. Descriptin 100 characters 100 characters 100 characters 100 characters 100 characters The ID f the billing item t tie this service t. Imprting Expense Reprt Items Key Wrd ExpenseID Descriptin ExpenseGLAccunt BillingItemID Descriptin Required. Required. The expense accunt that this expense reprt item shuld be charged t when inviced. The ID f the billing item t tie this service t. Imprting Purchased Items ItemID Key Wrd Descriptin Required A unique ID fr this item. This id 265

270 Creative Manager Dcumentatin ItemName UnitCst UnitRate UnitDescriptin StandardDescriptin BillingItemID ExpenseAccuntNumber QuantityOnHand is used when referencing this item frm ther imprts. Required The display name fr the item. A standard cst per item. A standard unit billing rate fr the item A descriptin f each unit f measure (each, dzen, etc.) A standard descriptin that shuld get added t expenses when the item is selected. The billing item that this item is linked t. The cst f gds sld accunt t credit fr WIP entries in the GL The current quantity n hand (used fr inventry tracking) Imprting Payment Terms Key Wrd Descriptin Descriptin Required The descriptin that shws up n an invice. Imprting Prject Types Key Wrd PrjectTypeName Descriptin Subject1 Subject2 Subject3 Subject4 Subject5 Subject6 Subject7 Subject8 PrjectNumberPrefix NextPrjectNumber Descriptin Required The display name f the prject type. The subjects crrespnd t the 8 subject labels that are cpied int a creative brief fr the prject. When yu select a prject t be a particular type, the system will cpy these subject labels ver nt the creative brief. Imprting Classes Key Wrd ClassID ClassName Descriptin Descriptin Required The ID f the class. This is used n all input screens referring t a class. Required The display name f a class 266

271 Hw D I... Active Determines if the class appears in pp up lists. This can be used in cases where the class ID can nt be deleted because it is tied t transactins. Imprting Prject Status Cdes Key Wrd PrjectStatusID PrjectStatus DisplayOrder IsActive Descriptin Required The ID f the prject status cde Required The display name f the status The display rder the status shuld have. Status cdes are srted based n the display rder, nt the name. This determines if a prject with this status cde is cnsidered Active. When a prject is set t a particular status cde, the system checks the IsActive setting t determine if the prject shuld be cnsidered Active (ie. Expenses can be charged t it.) Imprting Billing Status Cdes Key Wrd PrjectBillingStatusID PrjectBillingStatus DisplayOrder Descriptin Required The ID f the billing status cde Required The display name Imprting Departments Key Wrd DepartmentName Descriptin Required The display name fr the department. Imprting Billing Items Key Wrd BillingItemID BillingItemName Descriptin StandardPrice GLAccunt Descriptin Required. The unique ID fr the billing item Required. The display name. This value is defaulted in n invice entry when this billing item is selected The sales accunt number this item shuld be tied t 267

272 Creative Manager Dcumentatin ClassID The class that shuld be used when bking sales using this ID Imprting Sales Tax Cdes Key Wrd Descriptin SalesTaxID Required. The unique ID f the sales tax cde. SalesTaxName Required. The display name f the sales tax Descriptin Required. The display name that will appear n an invice. PayT The vendr ID wh sales tax is paid t PayableGLAccunt The Accunts Payable accunt number fr Sales taxes. TaxRate The tax rate. 6.2% shuld be put in as 6.2 Active Yes r N. Defaults t Yes Prject Files Imprting Prjects Key Wrd Descriptin PrjectName Required. The name f the prject. PrjectShrtName A shrt versin f the name used in sme drp dwn lists PrjectNumber Required. A unique number fr the prject number. Can nt cntain any special characters such as?& &rsqur;. PrjectType The name f the prject type. ClientID The client ID fr the prject ClientPrjectNumber A number that the client wuld use t reference this prject. GetRateFrm Where t get the rate frm fr this prject 1 = Client 2 = Prject 3 = User n the Prject 4 = Service 5 = Service Rate Sheet (a rate sheet name is required if this ptin is selected ) 6 = Task Default is 2 HurlyRate The hurly rate used if GetRateFrm = 2 RateSheet The rate sheet t use if GetRateFrm = 5 OverrideRate Yes / N Determines if a billing rate shuld be verridden if a persn selects a 0 rate service. NnBillable Yes / N Determines if the prject shuld be cnsidered nn billable StartDate The start date f the prject. This is used fr scheduling. CmpleteDate The due date fr the prject. WrkMn Yes / N (Default = Yes) WrkTue Yes / N (Default = Yes) 268

273 Hw D I... WrkWed WrkThur WrkFri WrkSat WrkSun Office AccuntManagerID Clsed PrjectStatusID PrjectBillingStatusID StatusNtes DetailedNtes Yes / N (Default = Yes) Yes / N (Default = Yes) Yes / N (Default = Yes) Yes / N (Default = N) Yes / N (Default = N) The name f the ffice this prject belngs t. The System ID f the accunt manager Yes / N (Default = N) The Prject Status ID must be set t an inactive status cde Required. The prject status fr the prject. Imprting Prject Tasks Once all f yur prjects are imprted, yu can imprt tasks int the system. This will assist with setting up schedules and cst tracking n existing prjects. Key Wrd Descriptin PrjectNumber Required. The prject number t tie these tasks t. TaskID The unique ID (unique n the prject) fr this prject. Required if TrackBudget = Yes r if the task is used as a summary task r a predecessr. TaskName Required. The name f the task Descriptin This descriptin can appear n estimates if the ShwDescOnEst ptin is selected TaskType Tasks can either be summary tasks = 1 r detail tasks = 2. The default = 2. SummaryTaskID The summary task that this task shuld be part f. This will cause this task t appear indented under this summary task. HurlyRate The hurly rate fr the task. Used if the Get Rate frm ptin is set t get rates frm the task. Markup The percentage markup that shuld be assigned t expenses charged t this task. 6% shuld be entered as 6 ShwDescOnEst Yes / N Default = Yes. Taxable Yes / N Default = N This value defaults nt an invice line when generating invices by task. WrkTypeID The ID f the billing item t use when invices are generated by Task. BaseStart The baseline start date BaseCmplete The baseline cmpletin date PlanDuratin The duratin (in days) f the task. ActStart The actual start date ActCmplete The actual cmpletin date PercCmp The percentage cmplete. 6% = 6. TaskCnstraint The task cnstraint determines hw a task is scheduled. 0 = As Sn as Pssible (default) 1 = Must Start On 2 = Must Finish On 3 = Finish N Earlier Than 4 = Finish N Later Than 5 = Start N Earlier Than 269

274 Creative Manager Dcumentatin CnstraintDate ScheduleNte Cmments ScheduleTask TrackBudget Predecessrs 6 = Start N Later Than If TaskCnstraint is > 0, a cnstraint date is required Yes / N Default = Yes. Determines if a task shws up n the schedule Yes / N Default = N. Determines if a task can have expenses charged t it. Nte that nly ne task in a summary/subtask branch can have this field set t Yes. Example if Task ID = 1.0 has Task ID 1.1 as a subtask. Only Task 1.0 OR Task 1.1 can have this field set but nt bth. A list f Task ID s that must precede this task. If there are mre than ne task ID, they must be separated by a pipe symbl. Imprting Prject Assignments Once all f yur prjects and tasks are imprted int the system, yu can imprt specific assignments and link them t particular tasks in a prject. Key Wrd Descriptin PrjectNumber Required. The prject number t tie these tasks t. TaskID Required. The unique ID (unique n the prject) fr this prject. Title A title fr the assignment DueBy A due by time fr the assignment. can be a date r string (like "By Nn") WrkDescriptin Descriptin f the wrk t be perfrmed MustStartOn The date the assignment must start n ActStart The actual start date ActCmplete The actual cmpletin date PercCmp The percentage cmplete. A valid number between 0 and 100 Pririty The pririty f the assignment. 1 = High, 2 = Medium, 3 = Lw WrkOrder The rder that this assignment shuld be perfrmed in. Must be a valid number. Duratin The number f days allwed t cmplete the assignment Cmments Any cmments fr the assignment. Imprting Creative Briefs Key Wrd PrjectNumber Subject1 Descriptin1 Subject2 Descriptin2 Subject3 Descriptin3 Subject4 Descriptin Required. The prject number that this creative brief shuld be attached t. The subject line is the questin such as What is ur audience. The descriptin is the answer t the questin. 270

275 Hw D I... Descriptin4 Subject5 Descriptin5 Subject6 Descriptin6 Subject7 Descriptin7 Subject8 Descriptin8 Imprting Estimates Fr this release, nly Task Only estimates are supprted n imprts. Estimates are imprted with all infrmatin n ne line. This means that the header infrmatin will be repeated n each line f the imprt. The imprt file must have all line items fr an estimate tgether. If the line items fr an estimate are nt tgether, the system will think they are different estimates and will create separate entries. Key Wrd PrjectNumber EstimateName Revisin EstimateDescriptin TaskID Hurs Rate EstLabr NetExpenses Markup GrssExpenses Descriptin Required. The prject number the estimate is fr. Required. The name f the estimate Required. The revisin number (must be a number) A descriptin fr the estimate. This will shw up n a printed estimate Required. The task ID the estimate line is fr. The same task ID can nly appear nce in the file fr each prject n an estimate. The number f hurs estimated fr this task. The estimated labr rate fr the task The ttal estimated labr The net amunt f expenses budgeted fr this task. The markup percentage fr the expenses. The grss amunt f the expenses n this task. Imprting Change Orders Change Orders are imprted with all infrmatin n ne line. This means that the header infrmatin will be repeated n each line f the imprt. The imprt file must have all line items fr a change rder tgether. If the line items fr a change rder are nt tgether, the system will think they are different change rders and will create separate entries. Key Wrd PrjectNumber ChangeOrderNumber ChangeOrderDate Subject Descriptin ApprvedByUserID Descriptin Required. The Prject number this change rder belngs t. Required. A unique number fr each change rder in the file. Each n can be number 1, 2, 3 This is fr the file, nt the prject. Required. The date the change rder is created Required. A subject fr the change rder Required. The persn wh is suppsed t 271

276 Creative Manager Dcumentatin CreatedByUserID DateApprved Apprved TaskID LineSubject LineDescriptin Hurs Rate EstLabr BudgetExpenses Markup EstExpenses apprve the change rder. The system id f the persn wh created the change rder. Defaults t the persn imprting the change rders The date the change was apprved. Yes / N Default = N. If yes, a Date apprved is required. Required. The task ID the change rder shuld be applied t Required. The subject r shrt descriptin f the change t this task A lnger descriptin f the change Additinal Labr Hurs The budgeted billing rate Ttal billable amunt f labr The net amunt f expenses fr the change The percentage markup The grss amunt f expenses t add t the change. The EstLabr + EstExpenses is hw much the billable amunt f the estimate will g up. Transactins Imprting Calendar Events Calendar events are imprted as persnal calendar events. Key Wrd Subject Lcatin Descriptin EventDate StartTime EndTime Recurring RecurringInterval Descriptin The subject r shrt descriptin f the event A descriptin f the lcatin fr the meeting A lng descriptin f the meeting The date f the event. This field wrks with the starttime and endtime. If yu have an even that ccurs ver multiple days, the event date must be blank and the date must appear in the start and end time fields. If the event date has a value, but the start time and end time are blank, the event is cnsidered an all day event. The time the meeting will start. If the EventDate field is blank this field must have the date as well as the time (12/1/ :30 PM). If the event date has a date, the start time must nly be a time value (12:30 PM) The time the meeting will end. If the EventDate field is blank this field must have the date as well as the time (12/1/ :30 PM). If the event date has a date, the end time must nly be a time value (12:30 PM) Yes / N Default = N. Determines if this is a recurring meeting. If yes, the interval and number are required The interval that the event shuld reccur. 1 = Every Day 272

277 Hw D I... RecurringNumber AuthrID ReminderTime 2 = Every Week 3 = Every Mnth 4 = Every Year The number f times that an event shuld reccur The system ID f the authr f the meeting. If this is left blank, the persn imprting the events is set t be the authr The number f minutes prir t the event that yu wuld like a reminder sent t yu. Imprting Timesheets When time entries are imprted, they shuld be srted by system ID and wrk date. The system imprts time entries by creating 1- day timesheets and placing all time fr a particular day n ne timesheet. All timesheets are imprted as Apprved. Key Wrd Descriptin SystemID Required The system id f the persn fr whm yu are imprting time. This must be an active user with a lgin ID and passwrd. PrjectNumber The prject number t charge this time t. TaskID The task ID t charge this time t. If a prject is specified, a task ID is required. ServiceID The ID f the service t charge the time t WrkDate Required The date the time ccurred ActualHurs The number f actual hurs the persn wrked ActualRate The billing rate that shuld be charged. 0 is the default CstRate The cst per hur fr this time entry. 0 is the default BilledHurs The number f hurs that have been billed. BilledRate The rate at which the time was billed Cmments Any cmments that g n the time recrd (300 characters) RateLevel The rate level t use. The default is 1 Billed Yes / N Default = N. This will determine if the time entry has been billed. If n BilledHurs r Rate has been supplied, the ActualHurs and ActualRate are used. WriteOff Yes / N Default = N. This determines if the time has been written ff. Imprting Expense Reprts Expense reprt entries shuld all be gruped tgether by System ID and Expense Date. The system will create a new expense reprt each time the System ID and the expense reprt start date changes. All expense reprts are imprted as Apprved. Key Wrd SystemID ReprtNumber Descriptin The system ID f the persn fr whm yu are imprting expenses. This user must be an active user with a valid lgin ID and passwrd. The unique number f the expense reprt. If n expense reprt is prvided, ne will 273

278 Creative Manager Dcumentatin StartDate EndDate ExpenseDate ExpenseTypeID PrjectNumber TaskID ActualQty ActualUnitCst ActualCst Descriptin Cmments Markup BillableAmunt AmuntBilled Billed WriteOff be generated based n the system settings. Required The date the expense reprt started Required The ending date f the expense reprt Required The date f the actual expense Required The type f expense. The prject number t charge this expense t. The Task ID t charge this expense t. If a prject number is present, this is required. The quantity fr the expense. The unit cst f the expense The ttal cst f the expense A shrt descriptin f the expense A lnger descriptin The percentage markup fr this item The amunt that is billable t the client The amunt that was actually billed t the client Yes / N Default = N. This will determine if the expense has been billed. If n amunt is supplied in AmuntBilled, the Billable Amunt will be used Yes / N Default = N. This determines if the time has been written ff. If yes, the Amunt Billed will be set t 0. Imprting Miscellaneus Prject Csts Key Wrd PrjectNumber TaskID ExpenseDate Descriptin Cmments ItemID ClassID Quantity UnitCst UnitDescriptin TtalCst UnitRate Markup BillableAmunt AmuntBilled Billed WriteOff Descriptin Required The prject number the cst shuld be tied t Required The task ID t tie the expense t. The task must be a detail budget tracking task Required The date f the expense A shrt descriptin f the expense A lng descriptin f the expense The item ID. The item ID is needed if yu are tracking WIP in the GL r if yu are tracking inventry fr items. The class fr this transactin. The quantity f the item The unit cst A descriptin f the cst (Dzen, Each, Gal) The ttal cst f the expense The unit billable rate fr the expense. The percentage markup fr the expense The Ttal billable amunt f the cst The amunt that was actually billed t the client. Yes / N Default = N. Determines if the cst shuld be cnsidered Billed. Yes / N Default = N. Determines if the 274

279 Hw D I... cst is written ff. Imprting Jurnal Entries Key Wrd JurnalNumber PstingDate GLAccuntNumber ClassID Mem DebitAmunt CreditAmunt Descriptin Required The unique junal number fr the jurnal entry. Required The date that the jurnal entry shuld be psted t. Required The GL accunt fr the entry A class ID fr the entry A descriptin f the entry Yu can enter an amunt in either the debit r credit amunt fields, but nt bth fields. D nt include cmmas r dllar signs. Imprting Purchase Orders Key Wrd PurchaseOrderTypeName PurchaseOrderNumber VendrID Cntact Address1 Address2 Address3 City State PstalCde Cuntry DateCreated PODate DueDate OrderedBy SpecialInstructins DeliveryInstructins DeliverT1 DeliverT2 DeliverT3 DeliverT4 Revisin ApprvedDate ApprvedByID Descriptin The name f the purchase rder type. This can be used t classify different types f purchases. Required The unique number fr this purchase rder Required The ID f the vendr A cntact name fr the imprt The vendrs address Default is tday s date Required The date f the PO. The date the PO is due Required The name f the persn wh is requesting the purchase Any special instructins t the vendr Any special delivery instructins A separate delivery address The revisin number f the purchase rder. Must be a number. Default = 0 The date the purchase rder was apprved Required The persn wh is respnsible fr apprving the purchase rder 275

280 Creative Manager Dcumentatin Line Item Fields PrjectNumber TaskID ClassID ShrtDescriptin LngDescriptin ItemID Quantity UnitCst UnitDescriptin TtalCst Billable Markup BillableAmunt The prject number t apply the purchase amunt t The task ID that the purchase shuld be applied t. Required if the prject number is supplied The shrt descriptin f the line A lnger descriptin fr the purchase An item ID fr the purchase The ttal net amunt f the purchase Yes / N Default = N The Markup percentage fr the line The ttal grss amunt fr the line item. Imprting Vendr Invices Vendr invices are imprted with all infrmatin n ne line. This means that the header infrmatin will be repeated n each line f the imprt. The imprt file must have all line items fr an invice tgether. If the line items fr an invice are nt tgether, the system will think they are different invices and will create a duplicate invice number errr. Key Wrd VendrID InviceNumber InviceDate DateReceived APAccuntNumber APClassID TermsDays TermsNet TermsPercent DueDate Descriptin ApprvedBy Descriptin Required. The vendr ID f the invice Required. The invice number frm the vendr. Required. The date the invice was created The GL accunt number f the AP accunt. Number f days that the discunt is valid. (used n vendr invices) Number f days until the invice is due (used n vendr invices) The percentage discunt that shuld be applied t the invice if paid within the discunt perid. 6.2% shuld be put in as 6.2 The date the invice is due. This date will be calculated autmatically based n the Invice date and the terms net if it is nt supplied. The persn wh needs t apprve the invice. If this is nt supplied, the persn imprting the invice is used. All invices are imprted as sent fr apprval. Line Item Fields PrjectNumber TaskID LineDescriptin ItemID The prject number t tie this line item t Required if a prject number is supplied A descriptin f the expense The ID f the item t use. If yu are tracking WIP in the general ledger, this value is required. 276

281 Hw D I... Quantity UnitCst UnitDescriptin TtalCst Billable Markup BillableAmunt ExpenseAccuntNumber ExpenseClassID If any f the values f ttal cst r billable amunt are left blank r nt supplied, the system will attempt t calculate the values using the quantity, unit cst and markup values. A descriptin f the units f measure The unit cst * quantity. YES r NO. The default is yes The percentage t mark up the expense. 6.2% is entered as 6.2 The amunt t bill the client. The GL accunt t expense this invice t. The Class ID fr the line item. Imprting Vendr Payments Key Wrd CashAccuntNumber CheckDate CheckNumber VendrID PayTName PayTAddress1 PayTAddress2 PayTAddress3 PayTAddress4 PayTAddress5 Mem Line Items ExpenseAccuntNumber ClassID InviceNumber Descriptin Quantity UnitAmunt DiscuntAmunt PaymentAmunt Descriptin Required The GL Accunt number that the payment shuld be applied against. This accunt must be a cash accunt type. The date f the payment The unique check number Required The Vendr ID fr the payment Required The name that the check is made ut t. The address t send the check t A mem n the bttm f the check The expense accunt that the payment shuld be applied t The vendr invice number t apply this line item t. If yu supply an invice number, the system will use the AP accunt number frm the invice instead f the ExpenseAccuntNumber. A descriptin f the line item The amunt f discunt t take n this line item The amunt that will be paid t the vendr. The discunt plus the payment amunt will be applied t the invice. Imprting Client Payments 277

282 Creative Manager Dcumentatin Key Wrd ClientID CheckAmunt CheckDate ReferenceNumber Descriptin CashAccuntNumber ClassID PrepayAccuntNumber DepsitID CheckMethd Line Items InviceNumber SalesAccuntNumber SalesClassID Descriptin Amunt Descriptin Required The client ID fr the client payment Required The ttal amunt fr the check Required The date f the check Required The reference number fr the check Required The GL Cash accunt number t apply the payment t. Must be a valid cash accunt The class ID fr the header f the payment Required The accunt t apply any unapplied payment t. If any amunt f the check is nt applied t an accunt r an invice. The depsit ID this receipt shuld be gruped with. If supplied, this methd must be in the list f valid check methds The invice number t apply this payment t. If an invice number is supplied, the system will use the AR GL Accunt supplied n the invice. The sales accunt t apply the receipt t The amunt f the receipt t apply t the invice r sales accunt. Imprting Client Invices Key Wrd ClientID CntactName AdvanceBill InviceNumber InviceDate DueDate TermsDescriptin ARAccuntNumber ClassID TemplateName AdvanceBillAmunt WriteOffAmunt HeaderCmment SalesTaxID ApprvedDate ApprvedByUserID Descriptin Required The Client ID fr the invice The cntact name fr the ID Yes / N Default = N. Required The unique ID fr the client invice Required The date f the invice Required The date the invice is due A descriptin f the terms. This must match a descriptin in the terms list. The AR GL Accunt number. Must be a valid AR accunt The class ID fr the header The name f the invice template yu want assciated with the invice. The amunt f any advance billing t apply t this invice. Yu can nt apply an advance bill amunt t an advance bill The amunt t write ff the invice A cmment at the header f the invice The Tax ID t use fr the invice The date the invice was apprved Required The User ID f the persn wh 278

283 Hw D I... ApprvalCmments UserDefined1 UserDefined2 UserDefined3 UserDefined4 UserDefined5 UserDefined6 UserDefined7 UserDefined8 UserDefined9 UserDefined10 must apprve the invice. All invices g in as Apprved Any cmments n the apprval Line Items PrjectNumber LineSubject LineDescriptin Quantity UnitAmunt TtalAmunt SalesAccuntNumber SalesClassID Taxable BillingItemID The prject number t apply the line item t Required The subject fr the line A lnger descriptin fr this line item The ttal billable amunt fr the line item The Sales GL accunt fr the line item Yes / N Default = N Determines if the line is cnsidered taxable The billing item ID fr the line. Other Imprts Imprting Tracking Frms This area t be cmpleted sn. Exprting Overview All exprts have a set f cmmn ptins that they all use. When exprting data, yu must select the target frmat. These are Peachtree, QuickBks and MYOB. Sme exprts have a date range that allws yu t filter the range f data that will be dwnladed. There are tw settings that can help yu manage which files have been dwnladed already. These are: Include data that has already been dwnladed If this flag is checked, the system will dwnlad all recrds regardless if they have been marked as dwnladed. Flag selected data as dwnladed When this ptin is checked, the system will create the dwnlad file and then mark these recrds as having been dwnladed s that yu will nt dwnlad them again the next time yu need t dwnlad files. With these ptins, the typical prcess f exprting infrmatin shuld be: 1. Dwnlad the file with the Mark selected data as dwnladed ptin ff. 2. Fr Windws user, when yu see the link t dwnlad the file, right click n the link and select &rdqur;save Target As&ldts;. Mac users shuld be able t click the link and dwnlad it directly t their nrmal dwnlad directry. 3. Imprt the data int yur accunting system and ensure that it went in crrectly 279

284 Creative Manager Dcumentatin 4. Run the dwnlad again n Creative Manager with the Mark selected data as dwnladed flag turned n. Yu d nt have t dwnlad the file again, just run the prcess. Peachtree exprts will have a header rw with the apprpriate field names s that yu can determine hw t imprt the recrds and map them int Peachtree. QuickBks files shuld imprt directly int the system with n mdificatin. Yu can exprt the fllwing types f infrmatin: Clients Vendrs Client Invices Vendr Invices Timesheets Expense Reprts Use the Strata Sync Abut the Strata Link The Strata Link tl allws yu t easily imprt print and bradcast rders frm the Strata media buying system int Creative Manager. The tl will imprt and update rders created within Strata. The link tl will nt delete any infrmatin in Creative Manager. S if yu need t delete an rder, yu will need t delete it in bth places. The sync prcess will als sync several setup files in the system t make it easier t add new clients and vendrs. This is als helpful when yu need t update vendr infrmatin. Yu can dwnlad the latest versin f the Strata link tl at The fllwing areas are synchrnized between the tw systems 1. Clients 2. Divisins 3. Prducts 4. Bradcast 1. Vendrs 2. Media Types 3. Estimates 4. Orders 5. Invices 5. Print 1. Vendrs 2. Media Types 3. Estimates 4. Orders 5. Invices Setting Sync Optins Befre yu can sync yur Strata system with Creative Manager, there are a few settings yu need t set up. T Setup the Sync Tl 280

285 Hw D I Start the Prgram 2. Click n the Settings tab. 3. In the User ID field, enter yur Creative Manager user ID. 4. In the Passwrd text field, enter yur Creative Manager passwrd. 5. In the Site Address text field, enter the web site address f yur system. Fr hsted users this wuld be app.crmgr.cm. yu d nt have t put the part n the frnt f the name. 6. In the ignre rders befre text bx, enter a date that yu wuld like the system t ignre rders befre. This allws yu t shrten the sync cycle s that the system des nt have t cmpare all rders in the system. Yu may nly want the system t cmpare rders frm the current date frward. 7. In the Strata DB Type drp dwn bx, select the type f database yu use fr Strata (Access r SQL Server) 8. If yu have selected Access 1. In the Path t Database text bx, enter the path t yur database n either yur machine r yur netwrk. Yu can use the directry lkup bx by clicking n the flder icn t the right f the bx. 2. In the User ID text bx, yu can enter a different User ID than "Admin". Mst times yu will nt need t change this unless yu have altered yur strata database t be lcked dwn with additinal security. If yu are nt sure, leave it as Admin. 3. In the Passwrd text bx, yu can enter a passwrd if yu have set a passwrd n yur database. If yu are nt sure abut this, leave it blank. 9. If yu have selected SQL Server 1. In the Server text bx, enter the name f the SQL server. 2. In the Database text bx, enter the name f yur Strata database n this server 3. In the User ID text bx, enter the lgin ID that the system can use t access the server. 4. In the Passwrd text bx, enter the passwrd that the system can use t access the server. 10. Click n the Mdules tab. 11. Select the checkbx next t Bradcast Items, Print Items, Markets, Clients, Vendrs and Print Publicatins if yu want t sync them with Creative Manager. If they d nt exist in Creative Manager, they will be added. If they have been added in a prir sync, they will be updated if any key infrmatin has changed in Strata. 12. Select the checkbx next t Bradcast Estimate and/r Print Estimate t sync estimates. Enter the Estimate Date range. Fr bradcast estimates, the Strata Flight End Date must fall within the date range fr the estimate t be transferred. Fr print estimates the Strata Flight Start Date must fall within the date range fr the estimate t be transferred. 13. Select the checkbx next t Bradcast Orders and/r Bradcast Invices t sync bradcast transactins. Enter a Bradcast Date range. Fr bradcast rders, the Statin Billing Date must fall within the date range fr the rder t be transferred. Fr bradcast invices, the Invice Date must fall within the date range t be transferred. 14. Select the checkbx next t Print Orders and/r Print Invices t sync print transactins. Enter a Print Date range. Fr print rders, the Insertin Date must fall within the date range fr the rder t be transferred. Fr print invices, the Invice Date must fall within the date range t be transferred. Hw the Sync Happens Running the synchrnizer is a very simple peratin, but it als requires that certain standards are fllwed within yur Strata database t make sure the data will flw easily between the tw systems. If there are any errrs synchrnizing the data, they will be reprted t yu in the sync Errr lg in the main applicatin windw. The fllwing rules are used when mving data between the tw systems Clients The main item that is required n a client is a unique client ID. In the Strata System, this wuld be the Billing Cde field. The Client ID must be unique acrss all ffices. The client address and invice address are cpied t the Address and Billing Address fields in the system. Any client withut a billing cde will nt be synchrnized. Divisins 281

286 Creative Manager Dcumentatin The main item that is required n a divisin is a unique Divisin ID. In the Strata System, this wuld be the Billing Cde field. The Divisin ID must be unique acrss all ffices. Any divisin withut a billing cde will nt be synchrnized. If prducts are assigned t a divisins, the relatinship will be retained in Creative Manager. Bradcast Vendrs The main field that is required is the Vendr ID r Billing Cde in the Strata System. The Vendr ID must be unique acrss all vendrs (Print and Bradcast). Yu can frmat the vendr ID as Vendr ID + semi cln + Statin ID (ie. abc;123) t specify a vendr and a statin. The system will try and find an existing vendr based n the id. If it finds it, it will nt update it. The system will then try t find and update a statin based n the statin id. If ne is nt fund, it will add the statin. Media Types The media types are brught ver frm the internal names frm within Strata. There is little here that yu need t d. Media Types becme Bradcast Items in Creative Manager. Estimates When estimates are cpied, the Estimate # is used as the Estimate ID in Creative Manager. Once yur estimates have been cpied ver, yu will need t edit the estimate in Creative Manager t add the Prject and Task ID and ther printing ptins. When rders are added the system, the Prject Number and Task ID is cpied frm the estimate. Orders Befre an rder can be imprted int the system, yu must assign a prject number and a task ID in the related estimate. When Bradcast Orders are brught int the system, the system will autmatically assign an rder number based n the next number in the system settings. Once an rder has been apprved in Creative Manager, it can nt lnger be updated. Orders must be billed in rder t be mved t Creative Manager. Invices When Invices are entered int Strata and marked fr Payment, the system will autmatically add them t Creative Manager. The Invice number must be unique fr that vendr. The system will autmatically match up the invice t the assciated rder. The system will summarize the line items nt ne line per invice and rder. In Strata, the invice will have ne line item fr every spt placed. In Creative Manager, the system will summarize these line items tgether s that there is nly ne line item per Invice and Order. The system will nly allw matches t apprved vendr invices. Once invices have been psted, yu can n lnger update them. Print Vendrs The main field that is required is the Vendr ID r Billing Cde in the Strata System. The Vendr ID must be unique acrss all vendrs (Print and Bradcast). Print Media The media types are brught ver frm the internal names frm within Strata. There is little here that yu need t d. These print media items becme Print Items in Creative Manager. Estimates When estimates are cpied, the Estimate # is used as the Estimate ID in Creative Manager. Yu can specify a prject number and task id in the billing cde f the estimate. Depending n yur system setup, a prject number and task is nt required. T add a prject number and task ID, yu wuld separate them with a semi cln (06-123;101). When rders are added the system, the Prject Number and Task ID is cpied frm the estimate. Orders Befre an rder can be imprted int Creative Manager, there can be n Draft line items n the rder. When rders are brught int the system, the system will autmatically assign an rder number based n the next number in the system settings. Once an rder has been apprved in Creative Manager, it can nt lnger be updated. Invices When Invices are entered int Strata and marked as Cleared fr Payment, the system will autmatically add them t Creative Manager. The Invice number must be unique fr that vendr. The system will autmatically match up the invice t the assciated rder. The system will nly allw matches t apprved vendr invices. Once invices have been psted, yu can n lnger update them. Update My Infrmatin My Infrmatin 282

287 Hw D I... The My Infrmatin page allws yu t update yur persnal infrmatin including yur user ID and passwrd, address, time zne and ther infrmatin. T update yur infrmatin 1. Click n the Staff drp dwn menu 2. Click n My Infrmatin n the Staff Menu 3. In the First Name text bx, enter yur first name. 4. In the Last Name text bx, enter yur last name. 5. In the Salutatin drp dwn bx, select an apprpriate salutatin fr yur name. 6. In the Title text bx, enter yur current title. 7. In the Time Zne drp dwn bx, select yur hme time zne. This time znes setting cntrls dates and times used n the calendar. 8. In the icn seen drp dwn bx, select the style f icns yu wuld like t view in the system. This setting verrides the cmpany standard set in system setup. 9. In the in ut infrmatin bxes, yu can enter yur current in ut status infrmatin. 10. In the cntact numbers text bxes yu can enter yur current phne and fax numbers As well as yur current address. This address is used by the system t send all ntificatins t yu. 11. In the lgin infrmatin text bxes, yu can update and change yur current lgin user ID and passwrd. Yur lgin user ID must be unique within the entire system. Fr this reasn, we suggest using yur address fr yur lgin user ID. Update yur skill infrmatin Each persn can update their skill infrmatin. Using the skills and specialties screen yu can specify yur current skills, skill level and descriptin f yur experience in that skill r specialty. Each skill can have several specialties underneath it. Specialties d nt necessarily have t be used in the system. 1. T add a new skill, click the [New Skill] buttn. 2. In the Skill drp dwn bx, select the apprpriate skill that yu wuld like t add. 3. In the Reading drp dwn bx, select the skill level. skills are rated frm ne at the wrst t ten at the best. 4. In the Descriptin f Experience text bx, yu may enter a descriptin f yur experience with the skill. 5. Click the [Save] buttn and yu'll see the skill up here in the list belw the bx. If yu wish t enter a specialty fr the skill yu just entered, click the + next t the skill name in the list belw the entry bx. 6. In the Specialty drp dwn bx, yu can select a specific specialty that yu wuld like t add. 7. In the Skill Rating drp dwn bx, yu can select the skill level fr this specific specialty. 8. In the Descriptin f Experience text bx, yu can enter a descriptin f this yur experience with this specialty. Calendar Sharing When using the calendar in Creative Manager, yu can elect t allw ther peple t view r manage yur calendar. Using the settings under the calender sharing tab, yu can allw different peple within the cmpany t either view r update yur calendar. If yu give smene view rights t yur calendar, they will be able t view all the infrmatin n yur calendar. This includes tracking frms, tasks and calendar events. If yu give smene the right t manage yur calendar, they will be able t add and update calendar events fr yu. Only yu can allw ther peple t view r update yur calendar. If yu wish t view anther persn's calendar, they must grant the right fr yu t be able t view their calendar. Labr Budgets 283

288 Creative Manager Dcumentatin Labr budgets allw a cmpany t budget hw much billable versus nn billable time a persn will wrk within a year. This allws the system t cmpare actual wrk perfrmed against the predefined budget n a mnth by mnth basis. This als allws the system t take int accunt peple wh may wrk mre r less hurs than the standard wrk week. When the labr budget is created, and yu are part f the labr budget, yur manager may ask yu t update yur labr budget prir t reviewing it with them. If the labr budget is nt in a lcked status, then yu'll be able t update the hurs and dllars n the labr budget. T view a labr budget 1. Click n the [Labr Budgets] tab. 2. Select the apprpriate labr budget frm the list. 3. If the labr budget has been lcked, yu will be able t view the details f the labr budget, but nt update them. T edit the labr budget 1. Click n the [Labr Budgets] tab. 2. Select the apprpriate labr budget frm the list. 3. Select the review cmplete check bx, if yu have a review that all the numbers n the labr budget and agree with them. This is used by yur manager t knw if yu have reviewed the labr budget r nt. 4. In the cmments text bx, enter any cmments yu have abut the labr budget. These cmments are visible t yur manager when reviewing the labr budget frm the managers editing screen. 5. Fr each mnth during the year, yu can enter the number f available hurs, target billable hurs and the target billable dllars. 1. The available hurs is the number f ttal hurs yu expect t be able t wrk during the mnth. 2. The target billable hurs is the ttal number f billable hurs yu expect t generate during the mnth. 3. The target dllars amunt is the ttal amunt f billable dllars yu expect t generate during the mnth. This is typically yur target billable hurs multiplied by yur average billing rate. 6. T allcate a standard number f hurs acrss all mnths, yu can use the allcate hurs bx at the tp right f the screen. 1. In the Available Hurs text bx, enter the ttal number f available hurs yu have t wrk fr the year. 2. In the Target Billable Percentage text bx, enter yur target billable percentage fr the year. 3. In the Standard Billing Rate text bx, enter yur standard billing rate. The system will default this rate frm yur emplyer recrd. 4. Click the [Allcate] buttn t allcate these hurs and percentages evenly acrss all mnths. 7. Click the [Save] buttn t update yur recrd. In/Out Status Bard The In/Out Status bard can be used t track wh is in the ffice and ut f the ffice and when they will return. The screen basically replaces the paper clipbard at the frnt desk f yur ffice. Each persn can mdify their wn in/ut status and a shrt descriptin f where they are and when they will return. If yu have the apprpriate security rights, yu can edit ther peples in ut status frm this screen. T view the In/Out Status Bard 1. Click the Staff drp dwn menu 2. Click the In/Out Bard ptin n the Staff drp dwn menu. 3. The In/Out Bard will pp up as a new windw n the right side f yur screen. 284

289 Hw D I Peple are listed by the department n their emplyee recrd. T edit yur In/Out Status 1. By default yu're in/ut status is listed at the tp f the screen. 2. In the Status drp dwn bx, select either in r ut. 3. In the Cmment text bx, enter a shrt nte as t yur lcatin r return time. 4. Click the [Save] buttn t update yur in/ut status. T edit smene else's In/Out Status 1. Click the [pencil] icn next t the persn yu wish t edit. 2. This will lad the persn's status in the text bx at the tp f the screen. 3. Change the settings as needed. 4. Click [Save] t update the status bard. Custmize the Listings Custm Listing Overview Mst f the listings within Creative Manager can be custmized. These listings include areas such as clients, vendrs, prjects and many ther areas. Each f these areas has standard searches which have already been defined. When yu custmize a listing, yu can change the clumns in the list, the srt rder, subttaling and the criteria used t search fr recrds. Yu can als print the list t a PDF file r exprt the infrmatin t a cmma separated value (CSV) file. Paging Mde The listing can shw recrds in a paging mde. When in paging mde, the system will display up t 50 recrds per page. Yu can mve frm page t page by clicking n the page number at the tp r bttm f the list. When paging is nt being used, all f the recrds in the search will be returned nt ne page. The paging setting is remembered as yu mve frm list t list. 285

290 Creative Manager Dcumentatin T Edit a Custm Listing When yu edit a standard listing, the system will create a cpy f the search and rename it (Cpy f Default Listing). Yu can then change the name t a mre descriptive name. When editing a custm listing, there are three separate tabs f infrmatin: Optins This tab is where yu change security settings, printed reprt headers and ther listing ptins. Layut This is where yu can change the fields n a reprt. Cnditins This is where yu can change, remve and add criteria t the listing. Custm Listing Optins The Optins tab cntains many f the settings fr printing and security. If yu want yur search criteria t appear n the printed reprt, yu will need t select the Print Search Cnditins in the transactin preferences screen. T Edit the Optins Tab 1. Select the reprt that yu wuld like t edit. 2. Select the next t the reprt drp dwn bx. 3. In the Name f Listing text bx, enter a descriptive name fr this reprt. 4. In the Printed Title text bx, enter a title that yu wuld like t appear at the tp f this printed listing. This title nly appears when yu print the list t a PDF file. Yu can select alignment ptins using the drp dwn bx t the right f the printed title text bx. 5. In the Printed Sub Title text bx, enter a sub title that yu wuld like t appear directly belw the printed title. Yu can select alignment ptins using the drp dwn bx t the right f the printed sub title text bx. 6. In the Print Orientatin drp dwn bx, yu can select the rientatin f the printed PDF file. 7. Select the Private check bx if yu wuld like t be the nly persn wh can see this custm listing. If this bx is checked, n ne else will be able t see this custm listing. 8. Select the security grups that yu wuld like t be able t view this custm listing. By default, all f the security grups are given access t view the listing. 9. Select the [Save] buttn t update the ptins. 10. If yu wuld like t view the results f these changes, click the [View Results] buttn. 286

291 Hw D I... Custm Listing Layut The layut tab allws yu t custmize the fields that shw up in custm listing. T add a new field t the listing 1. When yu select the Layut tab, the input frm is already in Add mde. Yu d nt have t select any buttns t add a new recrd. 2. In the Field Name drp dwn bx, yu can select frm the list f available fields. These fields are predefined in the system. Rather than requiring yu t knw hw t jin tables tgether and learn a lt abut hw the system stres yur data, we have created simplified views f cmmn areas f the system and given fields friendly names that are easier fr yu t recgnize. 3. In the Captin text bx, yu can enter a descriptive name fr the field. This is the name that will appear at the tp f the listing. Yu may want t shrten the name t fit better if the display width is nt very wide. 4. Select the "D yu want t grup the reprt using this field" ptin if yu wuld like t grup the recrds in the listing using this field. A cmmn use f this wuld be t grup vendr invices by Vendr ID. Yu can then have the Invice amunt subttaled by Vendr ID giving yu the ttal amunt f vendr invices fr each Vendr ID. When yu grup by a field, the system will autmatically srt n that field first. Yu can create as many sub grups as yu want n a reprt. 1. If yu select this ptin, yu will see a new ptin appear and thers are remved. Select the "D yu want t shw subttals fr this grup" ptin if yu wuld like subttals calculated fr this reprt grup. Yu may grup a listing by Vendr ID and Mnth, but nly want subttals by Vendr ID, nt by mnth. 5. Select the "D yu want t calculate a ttal fr this field" ptin if yu wuld like the system t calculate a ttal fr this field. This ptin is ignred fr nn numeric fields. 6. Select a Display Width fr the field. The width is measured in inches. The system will apprximate an inch n the web page as 72 pixels per inch (i.e. The system sets the width f the clumn t 72 * number f inches n the web page). 7. Select the srting ptin fr this field in the Srting drp dwn bx. Yu d nt have t select a srting ptin fr each field. Yu als have the ptin t re-srt the list while viewing it by clicking n a clumn heading. If yu have added grups t the reprt, the list will always srt first by the reprt grups and then by the ther fields selected t srt n. Yu can select mre than ne field t srt the list. The system srts based n the number t the right f the Srting drp dwn list. Custm Listing Cnditins Yu can add as many different cnditins t a listing as yu want. Yu can either enter the values nt the reprt r yu can set up the cnditin t prmpt the user n the listing screen. 287

292 Creative Manager Dcumentatin T add a cnditin t the reprt 1. When yu select the Cnditins tab, the input frm is already in Add mde. Yu d nt have t select any buttns t add a new recrd. 2. Yu must first select a field frm the Fields drp dwn. Once yu have selected a field, yu will have different ptins fr Text, Number and Date fields. 3. Based n the type f cnditin yu select, yu will see either ne, tw r n text bxes t enter yur search criteria. 4. Select the Prmpt fr value befre running bx t allw the user t enter a value prir t running the search. This is useful if yu want smene t be able t search by Prject Number. They will want t search fr different prject numbers all the time. Rather than have them edit the reprt each time, yu can have them enter the criteria n the listing page. If yu select this ptin, yu must enter sme prmpt text. This is the text that they will see n the listing page telling them what kind f criteria t enter. (If yu were allwing them t search n Prject Number, then the lgical prmpt text wuld be "Prject Number") 5. If yu want t create a mre sphisticated search that may require additinal criteria such as OR statements and bracketing f cnditins. The advanced ptins allw yu t create cmplex Where clause ptins that create a SQL Where cnditin. If yu are nt familiar with SQL, yu culd cnsult custmer supprt fr assistance. Mst situatins will nt require using the advanced cnditins. 6. Click the [Save] buttn t save the cnditin. 7. Click the [View Results] t return t the listing. 288

293 Reprts Reprts This screen allws users t select frm a list f predefined system reprts r create custm reprts. Nt all f the reprts are currently in the help guide, but we are wrking hard t update the help system and prvide additinal details n hw these reprts wrk. T View a Standard Reprt 1. Select Reprts frm the main Staff menu item. 2. Click n any f the reprts listed. 3. Check the Shw Descriptins ptin t view the descriptin f each reprt. T Create a Custm Reprt 1. Select Reprts frm the main Staff menu item. 2. Click the [New Custm Reprt ] buttn. 3. Click the radi buttn next t the reprt type that yu wish t custmize. 4. Cmplete the ptins n the Edit Reprt page and click the [Save] buttn. Standard Reprts Prject Budget Analysis Reprt Prject Budget Analysis The purpse f the prject budget analysis page and reprts are t allw a manager t view a prject in summary r detail against the current budget. Anywhere in the system that a budget analysis is shwn, there are a cmmn set f clumns made available t yu. Yu are able t select the clumns yu want t view and stre these as memrized reprts. One main difference between the budget analysis and the prfitability reprts is that unapprved transactins are shwn and they d nt interact with the general ledger (in ther wrds they may nt tie ut exactly t a prfitability reprt). Belw are thse clumns and hw they are calculated. The reprt can be run using all transactins (faster) r using a specific As Of Date (slwer). All transactins are selected based n transactin date, nt psting date and include apprved and unapprved transactins. Additinal Clumns available Cmpany, Office, Parent Client, Client, Divisin, Prduct, Accunt Manager, Campaign, Prject Type Field Current Budget Hurs Current Budget Labr Net Current Budget Descriptin Ttal labr hurs n all apprved estimates (regular and change rder) Ttal labr hurs * standard cst n all apprved estimates (regular and change rder) Ttal labr hurs * standard rate n all apprved 289

294 Creative Manager Dcumentatin Labr Grss Current Budget Expense Net Current Budget Expense Grss Current Budget Cntingency Current Ttal Budget Current Ttal Budget w Cnt estimates (regular and change rder) Ttal net expenses frm all apprved estimates Ttal grss expenses frm all apprved estimates The ttal labr cntingency frm all apprved estimates (regular and change rder) Ttal Labr and Expense Grss amunt frm all apprved estimates (regular and change rder) Ttal Labr and Expense Grss amunt + Labr Cntingency frm all apprved estimates (regular and change rder) CO Budget Hurs Ttal labr hurs n all apprved estimates (change rder nly) CO Budget Labr Net CO Budget Labr Grss Ttal labr hurs * standard cst n all apprved estimates (change rder nly) Ttal labr hurs * standard rate n all apprved estimates (change rder nly) CO Budget Expense Net CO Budget Expense Grss Ttal net expenses frm all apprved estimates (change rder nly) Ttal grss expenses frm all apprved estimates (change rder nly) CO Cntingency The ttal labr cntingency frm all apprved estimates (change rder nly) CO Ttal Budget Ttal Labr and Expense Grss amunt frm all apprved estimates (change rder nly) CO Ttal Budget w Cnt Ttal Labr and Expense Grss amunt + Labr Cntingency frm all apprved estimates (change rder nly) Original Budget Hurs Original Budget Labr Net Original Budget Labr Grss Original Budget Expense Net Original Budget Expense Grss Original Cntingency Original Ttal Budget Original Ttal Budget w Cnt Ttal labr hurs n all apprved estimates (regular estimate nly) Ttal labr hurs * standard cst n all apprved estimates (regular estimate nly) Ttal labr hurs * standard rate n all apprved estimates (regular estimate nly) Ttal net expenses frm all apprved estimates (regular estimate nly) Ttal grss expenses frm all apprved estimates (regular estimate nly) The ttal labr cntingency frm all apprved estimates (regular estimate nly) Ttal Labr and Expense Grss amunt frm all apprved estimates (regular estimate nly) Ttal Labr and Expense Grss amunt + Labr Cntingency frm all apprved estimates (regular estimate nly) Hurs Ttal Actual Hurs charged t the prject (apprved 290

295 Reprts and unapprved) Hurs Billed Hurs Billed Variance Labr Net Labr Grss Ttal number f hurs billed n a prject. This includes hurs billed n invices and marked as billed. Hurs - hurs billed. This includes hurs billed n invices and marked as billed. The variance cmes up when the hurs are adjusted n a client invice. Ttal Actual Hurs * Hurly Cst n the time entry. These default frm the emplyee recrd, but can be mdified using the mnthly salary calculatin n the prfitability screens. Ttal Hurs * Standard Rate fr the prject. This rate is determined frm yur prject settings. Hurs Remaining Current Budget Hurs &endash; Hurs Hurs Remaining Hurs / Current Budget Hurs % Labr Net Current Budget Labr Net &endash; Labr Net Variance Labr Net % Labr Net / Current Budget Labr Net Labr Grss Variance Labr Grss % Current Budget Labr Grss &endash; Labr Grss Labr Grss / Current Budget Labr Grss Labr Billed (MB r Billed) The grss amunt f all labr that has been billed r marked as billed Labr Unbilled The grss amunt f all labr that has nt been billed r written ff Labr Written Off The grss amunt f all labr that has been written ff Realized Rate Open Orders Net The Ttal Net amunt frm rders less any applied vendr invices where the rder line is nt clsed Outside Csts Net The ttal f all vendr invices net amunt + (rders less applied csts where line is nt clsed) Inside Csts Net The ttal f all Misc Expenses and Expense Reprts at Net (Only Expense Reprts that have nt been cnverted t Vendr Invices). Ttal Csts Net Open Orders Grss Unbilled Outside Csts Grss Unbilled Outside Csts Net + Inside Csts Net All rders where they are nt clsed If applied amunt frm vendr invices > net n the rder, then 0 If applied amunt frm vendr invices < net n the rder then (grss * ( 1 - applied frm vendr invices / net n the rder)) All unbilled vendr invices + the pen grss f any nn prebilled rders that are nt clsed. This shws all utside csts at grss that culd be billed. This is used t determine if there is anything else t bill n a prject. It wuld als shw pen 291

296 Creative Manager Dcumentatin rders that have nt been clsed and we may still get billed frm the vendr. Inside Csts Grss Unbilled The Grss amunt frm all unbilled Misc Csts and Expense Receipts Ttal Csts Grss Inside Csts Grss Unbilled and Outside Csts Grss Unbilled Unbilled Outside Csts Grss The ttal f: The amunt billed f all pre-billed rders The amunt billed f all billed vuchers The grss amunt f unbilled vuchers nt tied t an rder r tied t a clsed rder line frm a nn pre-billed rder The grss f any nn pre-billed pen rders that are pen. Inside Csts Grss This shws the ttal grss f utside csts n the prject. This wuld be cmpared t the budget. The ttal grss amunt f all Misc Csts and Expense Reprts. Ttal Csts Grss Outside Csts Grss + Inside Csts Grss Csts Net Remaining Csts Net % f Budget Csts Grss Remaining Current Budget Expense Net &endash; Ttal Csts Net Ttal Csts as Net / Current Budget Expense Net Current Budget Expense Grss &endash; Ttal Csts as Grss Csts Grss % f Ttal Csts as Grss / Current Budget Expense Grss Budget Ttal Grss Ttal Csts at Grss + Ttal Labr at Grss Ttal Advance Billed Open Advance Billed Ttal Billed The ttal amunt frm invice lines n advance billing invices that are tied t the prject. Prject number must be n the invice line. This includes sales tax Ttal Advance Billed less any amunts applied t ther invices Invice Line Amunt &endash; (Invice Line Amt / Invice Amt) * Amt Applied t Other Invices Advance Billing Invices Only A = Ttal Line amunt applied t a prject B = Ttal Invice Amunt C = Amunt Applied t ther Invices A &endash; (C * (A/B)) This includes sales tax This is the ttal amunt frm real invices (nt advance bill invices) This includes invice lines with n detail but with a prject number n the line, plus 292

297 Reprts all transactins n an invice that are tied t a specific prject. The amunt Billed includes sales tax Remaining T Bill Ttal Budget &endash; Ttal Billed n Budget % Remaining t Ttal Budget &endash; Ttal Billed / Ttal Budget Bill n Budget Remaining n Ttal Budget &endash; Ttal Grss Budget (grss) % Remaining n Ttal Budget &endash; Ttal Grss / Ttal Budget Budget Client & Prject Prfitability Reprt Client and Prject Prfitability Reprts The client prfitability reprts are different frm the Cmpany Prfitability reprts in that they include an verhead allcatin frm the general ledger t allw these reprts t tie back t the crprate financial statements. These reprts are generated frm the general ledger, s if yu d nt use the Creative Manager accunting system, yu will nt see much n these reprts. Yu shuld be lking at the budget analysis reprts in that case. The verhead allcatin includes any transactins entered against expense accunts that are nt assciated with a client. Any entry tied t a client specified as an verhead client will be included in the verhead calculatin and these clients will nt shw up in the prfitability reprting. The percentage f verhead can be allcated using ne f fur methds: Labr Hurs This is the ttal apprved hurs n time sheets charged t the client r prject. Labr Cst This is the ttal apprved hurs * standard cst charged t the client r prject. Ttal Billing This is the ttal f all invices fr the client r prject (prject cmes frm the invice line) in the date range (nt including advance billings) divided by the all invices in the date range (nt including advance billings) N Allcatin This wuld still shw the standard labr csts and inside csts, but wuld nt have an bttm verhead number. The prfitability reprts have several standard clumns f infrmatin n them t help yu tie them back t the general ledger. Special Rws n the Multi View reprts: Client Multi Has an additinal rw fr N Client when running the reprt with n filter ther than Cmpany, Office and Date Range. Prject Multi: Has an additinal rw fr N Client when running the reprt with n filter ther than Cmpany, Office and Date Range. 293

298 Creative Manager Dcumentatin Has an additinal rw fr Specific Client, N Prject when running the reprt with n filter ther than Cmpany, Office and Date Range r if nly a specific client is selected. These rws are used t add in the transactins that may be tied at ne level, but nt at anther level (like receipts recrded directly t the client with n prject n it) Clumn Revenue Revenue as % f Ttal Revenue Direct COGS Allcated COGS Descriptin This is the ttal f all transactin in Incme type accunts. Revenue fr this prject divided by ttal Revenue fr all selected prjects. The ttal f any transactins in COGS type GL Accunts tied directly t a client r prject. The allcatin fr COGS is determined by first determining the ttal verhead in the COGS accunts. This wuld include any transactins in COGS type GL Accunts that d nt have a client specified r if the client has been flagged as an verhead client. Then the system calculates the percentage f csts that a client / prject shuld get based n the methd f allcatin selected. Ideally, this clumn is 0 because all entries fr COGS type accunts shuld be prject related csts. COGS COGS as % f Ttal COGS This is the ttal f Direct and Indirect COGS. The Ttal COGS fr a specific client r prject divided by the Ttal COGS fr the clients r prjects selected. Agency Grss Incme Revenue - COGS (Direct and Allcated) Labr Hurs Outside Other Expenses Inside Labr Cst Inside Misc Cst Overhead Allcatin Ttal hurs n apprved time sheets. This will nly cunt time entries fr prjects that have had sme transactin psted t the ledger. The ttal hurs here may nt tie t the Budget analysis. This is the ttal f all transactins made int Expense type accunts that have been tied t a client / prject. Ideally, this number shuld be 0 as all f these types f expenses shuld be cded t COGS type accunts. But it is nt required. Ttal Hurs * standard cst n all apprved timesheets in the selectin windw. This will nly cunt time entries fr prjects that have had sme transactin psted t the ledger. The ttal hurs here may nt tie t the Budget analysis. Ttal net amunt frm Misc Csts and Apprved Expense reprts. This will nly cunt csts fr prjects that have had sme transactin psted t the ledger. The cst amunt here may nt tie t the Budget analysis. Drilldwn f all Expense Receipts and Misc Csts in the number. Clumns: Client, Prject, Task, Labr Item, Department, Tran Date, Quantity, Net, Grss The verhead allcatin is determined by first determining the ttal verhead in the Expense type accunts. This wuld include any transactins in Expense type GL Accunts that d nt have a client specified r if the client has been flagged as an verhead client. Then the system calculates the percentage f csts that a client / prject shuld get based n the methd f allcatin selected. Once this number is determined, Inside labr csts and inside expense csts are deducted. This is dne s that n the client detail prfitability reprt that we can shw breakuts f the inside labr and inside expenses and still have the number tie ut n this reprt. Ttal Inside Csts Ordinary Incme Other Incme Direct Expenses + Ttal Labr + Expense Direct Csts + Overhead Allcatin AGI - Ttal Inside Csts This is any incme tied directly t the client in Other Incme type accunts. This number is typically 0 and wuld nly shw a number n the N Client rw. This is primarily used t tie back t the crprate P&L. 294

299 Reprts Other Expense Direct This is any expenses tied directly t the client in Other Expense type accunts. This number is typically 0. This is primarily used t tie back t the crprate P&L. Other Expense Allcated This clumn allcates any expenses in the Other Expense type accunts. It fllws the same lgic as the COGS allcatin. Other Expense Ttal Other Expense Direct + Other Expense Allcated. Net Prfit Ordinary Incme + Other Incme - Other Expense Ttal All prfitability reprts have tw selectin ptins that may nt shw up fr yu. These are Cmpany and Office. These nly shw up if yu are using these in the ledger and is nt directly based n the selectin ff the prject. If yu d nt see them, then yu d nt have these ptins enabled. Client Prfitability (Single View) The client prfitability single view reprt gives yu a detailed breakdwn f the revenue and csts assciated with a client. This reprt is run fr a specific client and wuld represent a single rw n the Client Prfitability Multi View reprt. Each detail sectin is brken dwn in different ways depending n a layut ptin by the user. The tw ptins are: By GL Accunt. In this layut, the revenue and Outside Csts sectins will be gruped by GL Accunt name. The Inside csts (labr and expense) will be gruped by Item. 295

300 Creative Manager Dcumentatin By Prject Type. In this layut all sectins will be gruped by prject type. Yu are able t run the reprt fr fur different types f date ranges Single Range This just has ne clumn fr the single date range Cmparative Prints tw clumns fr selected ranges 1 Year Mnthly Prints ne clumn fr 12 mnths starting in the selected mnth. Shuld default t the fiscal starting mnth and this year. If fiscal mnth is after the current mnth, set the year t last year. Budget Cmparisn. prints tw clumns, ne fr the reprt, ne fr the budget figures. Budget amunts wuld line up in the revenue and utside expense areas. Recalculate Standard Cst At the bttm f the screen is a utility t recalculate the standard hurly cst n emplyee time recrds. In the emplyee setup there is a Standard Hurly Cst and a Mnthly Cst. If smene has a mnthly csts entered fr them yu can recalculate their average hurly csts based n actual hurs. This gets their hurly cst n time sheets much clser t the real cst per hur. If a persn has a mnthly cst f $10,000 and in January, they wrk 100 hurs, it wuld make their hurly cst $100 per hur. If then in March they wrked 200 hurs (f time entered), the system wuld calculate that each hur cst $50. Yu can run the utility at any time and as much as yu like. It nly adjusts csts fr peple with a mnthly cst n their emplyee recrd and nly fr the mnth specified. Yu will nly see this ptin if yu have rights t edit an emplyees standard cst in their emplyee recrd. Client Prfitability (Multi View) These reprts are calculated the same as the single view reprts, just with less detail shwn. On these reprts there are several cmmn clumns that are used. Users wuld be able t select the clumns they want t view and stre these as memrized reprts. Belw are thse clumns and hw they are calculated. All f these values can be selected n a date range based n the mnth and year. Prject Prfitability (Multi View) 296

301 Reprts This reprt is essentially the same as the client prfitability reprt, but allws fr mre gruping ptins and details at the prject level. Accrued Order Detail Reprt When an rder is pre-billed, it is accrued in the general ledger t recgnize the liability. When the vendr invice cmes in, the rder is unaccrued in the ledger. The rder shuld never be unaccrued fr mre than the amunt f the rder. The rder is accrued at Net and is unaccrued based n the net amunt f the vucher detail line applied t it. This reprt shws the rders that shuld still be in the accrual and shuld tie t the general ledger accunt. This reprt will nly shw rders where the pen accrued amunt is greater than 0. Criteria Client ID Vendr ID As Of Shw Orders Exclude Purchase Orders Psted Transactins Only Print Frmat Cmments The specified client is used t find rders billed n invices fr this client. In ther wrds, it lks at the invice the rder was billed n and nly includes invices fr this client The specified vendr is used t find rders fr this vendr nly. Only client invices with a psting date n r befre this date are included. Als, nly vendr invices with psting dates n r befre this date are included. This ptin will be a cmb bx with three ptins All Orders, Open Orders and Clsed Orders. The default is All Orders. When this ptin is selected, nly media rders will shw n the reprt. This ptin may cause the reprt t nt balance t the ledger This ptin will nly include psted Client and Vendr Invices in the reprt. If this ptin is nt checked, it may cause the reprt t nt balance t the ledger. (Checked By Default) Yu may select either PDF r Excel utput frmats. Only rders where the accrued amunt is greater than 0 will appear n the reprt. The reprt is rganized t shw ne line per rder line. In the case f Bradcast rders, this means that there is ne line fr each spt (there can me multiple spts per line n a bradcast rder). Layut Optins Grup 1 Cmments Yu can chse t grup line items by: Client, Statin, Prject r Order Number. This 297

302 Creative Manager Dcumentatin Grup 2 Grup 3 Hide Details first level f gruping is required. (Default t Client). The vendr name is used if there is n statin. Yu can chse t grup line items by: Client, Statin, Prject r Order Number. This level f gruping is nt required and can nt be the same as grup 1. The vendr name is used if there is n statin. Yu can chse t grup line items by: Client, Statin, Prject r Order Number. This level f gruping is nt required and can nt be the same as grup 1. The vendr name is used if there is n statin. If this ptin is selected, the reprt will shw ne line per gruping. If yu gruped the reprt by client and prject, then there wuld be a gruping fr the client and ne line per prject. Field Main Detail Vendr ID Order Date Order Number Invice Number Invice Date Line Number Prebill Net Amunt Net Amunt Inviced Accrued Balance Cmments The vendr ID frm the rder (Nt visible if hiding details and the lwest level gruping des nt equal Order) The rder date frm the header f the rder (Nt visible if hiding details and the lwest level gruping des nt equal Order) The rder number frm the header f the rder (Nt visible if hiding details and the lwest level gruping des nt equal Order) The invice number that the rder was billed n. (Nt visible if hiding details and the lwest level gruping des nt equal Order) The date f the invice (nt the psting date) (Nt visible if hiding details and the lwest level gruping des nt equal Order) The line number frm the line f the rder. If the reprt hides the details, this clumn is nt visible. The net amunt that was accrued n the rder when the invice is billed. This may be different than the current net because there are ptins which allw rders t be mdified after they have been billed. This is the ttal net amunt frm vendr invices applied t this line item. Vendr invices are selected based n the search criteria (as f date, psted nly) This is the Net Amunt frm the rder that was accrued less the ttal net amunt f vendr invices applied. If the ttal net amunt f vendr invices is greater than the amunt accrued, then this number is 0. If any vendr invice applied t the rder has been specified as the last rder, this number is 0. Crprate Prfit and Lss Reprt Crprate Prfit and Lss Reprts The crprate prfitability reprt is the Main P&L reprt fr the cmpany. It s purpse is t present financial infrmatin fr the cmpany at the Cmpany, Office, GL Class and Department Level. Yu run the reprt s that any level can be used t generate ne reprt. If yu pick the 1 reprt per Office, then there will be ne tab per ffice and when printed, there will be a page break per ffice. There will als be ne tab fr N Office (r what ever the selectin is) s that transactins that fall int n specific ffice are shwn. When added all tgether, they wuld equal the P&L fr the cmpany. Yu can als specify criteria n which t run the reprt. This includes Cmpany, Office, GL Class and Department. Fr each f these chices there shuld als be an All and a Nne Selected ptin. When set t all, the reprt basically ignres the chice. When set t Nne Specified, this wuld find transactins where nthing is specified fr the chice (in the case f ffice, Nne Specified wuld nly lk at transactins where the there is n Office). 298

303 Reprts There are different display ptins: Single Range Cmparative 1 Year Mnthly Budget Cmparisn Single Range In this reprt, Only tw number clumns are displayed. The amunt fr the range and the percentage f Sales clumn. Cmparative The cmparative is similar t the single range, but just fr tw date ranges. The clumns n this reprt are: Amunt Range 1 This is the actual number fr the first date range Percent f Sales 1 This is what percentage f sales this number is fr range 1 Amunt Range 2 This is the actual number fr the secnd date range Percent f Sales 2 This is what percentage f sales this number is fr range 2 299

304 Creative Manager Dcumentatin Difference This clumn shw the amunt different between Range 1 and Range 2 as (Range 2 &endash; Range 1) Dates shuld be defaulted t the fiscal starting date fr last year and the current date last year fr range 1. And the Fiscal start f the current year and the current date. 1 Year Mnthly This view is similar t the Single range if it were perfrmed fr 12 cnsecutive mnths. The user enters the year (defaulted t the current year and als selects a starting mnth (defaulted t the fiscal year starting mnth) Fr each mnth, the amunt and percentage f sales is shwn. Budget Cmparisn The budget cmparisn will run similar t the Cmparative versin except that the secnd range will cme frm the budget. The user must select a budget, a year and mnth t cmpare. On the mnth, they may als specify Entire year which wuld add the budgets fr the 12 mnths tgether. It wuld als find any transactins specified fr the entire year. Accrual vs. Cash Basis. The reprt may be run in either an Accrual r Cash basis. Hide 0 Amunts This will hide any rws where all the amunts are 0. Hide Subaccunts This will nly shw the summary GL Accunts and any accunts with n summary accunt. (need t verify this behavir against current reprt) Sales Tax Analysis Reprt This reprt shws the sales tax amunts n client and vendr invices as well as cllected r paid amunts. The reprt is gruped by sales tax cde and cllected/paid status Criteria Sales Tax Starting Date Thrugh Date Shw Cllected Taxes Shw Paid Taxes Paid Invices Only Cmments Drp dwn f sales tax cdes. Users can select all r a particular sales tax cde Starting date f a date range End date f a date range When this ptin is selected, taxes n client invices will be displayed When this ptin is selected, taxes n vendr invices will be displayed This ptin will nly include client invices with receipts applied r vendr invices with payments applied If this ptin is selected, the date range will be applied t the psting date f the receipts r payments If this ptin is nt selected, the date range will be applied t the psting date f the client and vendr invices Field Main Detail Date Invice Number Client/Vendr Cmments The invice date (nt the psting date) The invice number The ID and name f the client r vendr 300

305 Reprts Invice Ttal Taxable Sales Tax Amunt Cllected/Paid Cllectable Amt The invice ttal amunt (including sales taxes) The ttal amunt f the invice lines n which a sales tax was applied The ttal amunt f the sales tax fr an invice minus the sum f the tax amunts entered when applying a real invice t an advance bill invice The amunts f receipts r payments applied t a client r vendr invices If Paid Invices Only is selected, this is equal t: (Tax Amunt * Cllected/Paid) / Invice Ttal Taxable Plus Tax If Paid Invices Only is nt selected, this is the Tax Amunt Taxable Sales + Tax Amunt WIP Analysis Reprt The purpse f the Prject WIP Analysis is t prvide details f the current state f wrk in prgress n a prject by prject basis as well as a summary basis fr the different WIP tracking accunts. This reprt is designed t balance t the WIP Accunts in the general ledger and shuld nly be used by peple wh are psting WIP t the ledger. Reprt Criteria and Layut Optins. Criteria As Of Date Cmpany Office Client Accunt Manager Cmments The ending date fr the reprt. This date is required and wuld nrmally be fr the balance date t balance t the ledger. This will lk at all pstings t the ledger thrugh this date. Select Prjects by a specific cmpany (nne specified as well). This ptin is nly visible if Use Cmpany is an ptin in the GL Tracking Optins screen. Select Prjects by a specific ffice (nne specified as well). This ptin is nly visible if Use Office is an ptin in the GL Tracking Optins screen. Select Prjects by a specific client based n the client specified n the prject. Select Prjects by the accunt manager specified n the prject. Layut Optins Gruping 1 & 2 Cmments Prjects can be gruped by Cmpany, Office, Client, Accunt Manager. If yu pick tw grupings they must be different than each ther. Summary Page This page serves as a summary f the GL accunts as set up in the Cntrl Accunts screen. It is brken up int the fur different areas f psting WIP: Labr Prductin Expenses Media Expenses Other Expenses 301

306 Creative Manager Dcumentatin Labr WIP Labr Asset: This is the asset accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. WIP Labr Incme: This is the incme accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. WIP Labr WO (write ff): This is the write ff accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. Unpsted Labr: This is the grss amunt f all labr transactins that culd be psted int WIP, but have nt be psted. This number shuld be 0.00 if everything is psted. Where expenses pst in Creative Manager depends n the type f item used in the transactin. Purchase Items g t the Prductin Expenses, Media (bradcast and Print) g t the Media Expenses and Expense Reprts that have been cnverted t vendr invices (ie. have an expense reprt item n the line) will g t Other Expenses. Prductin Expenses: WIP Prductin Asset: This is the asset accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. WIP Prductin WO (write ff): This is the write ff accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. Unpsted Expenses: This is the net amunt f all vendr invice transactins that culd be psted int WIP, but have nt be psted. This number shuld be 0.00 if everything is psted. This includes all vendr invice lines that: Are apprved Use a purchase item Are tied t a billable prject Have nt been psted int WIP r ut f WIP Have a psting date n r befre the as f date. Media Expenses: WIP Media Asset: This is the asset accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. 302

307 Reprts WIP Media WO (write ff): This is the write ff accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. Unpsted Expenses: This is the net amunt f all vendr invice transactins that culd be psted int WIP, but have nt be psted. This number shuld be 0.00 if everything is psted. This includes all vendr invice lines that: Are apprved Use a media item if yu have ptins t get the client thrugh the prject, then the line is tied t a billable prject. Or if yu determine the client thrugh the media estimate, then all invices tied t media rders. Have nt been psted int WIP r ut f WIP Have a psting date n r befre the as f date. Other Expenses: Other Expenses include expense reprts that have been cnverted t vendr invices and Miscellaneus csts entered against the jb that have nt been billed. WIP Expense Asset: This is the asset accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. WIP Expense Incme: This is the incme accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. WIP Prductin WO (write ff): This is the write ff accunt specified in the Cntrl Accunts screen. This number is the sum f a Debits - Credits int the specified accunt thrugh the specified date. Unpsted Expenses: This is the net amunt f all vendr invice transactins that culd be psted int WIP, but have nt be psted. This number shuld be 0.00 if everything is psted. Miscellaneus Csts that are: On a billable prject Have nt been psted int WIP Have an expense date n r befre the as f date Expense Reprts that have been cnverted t vendr invices r vendr invices that use expense reprt items that are: Apprved Have nt been psted int WIP Have a Psting Date n r befre the as f date Use an expense reprt item 303

308 Creative Manager Dcumentatin Drilldwns Each clumn has a drill dwn screen with several tabs f infrmatin t help yu analyze the infrmatin that makes up a particular number. Unbilled Labr Time Entries Tab This shws all time entries fr this prject that have been psted int wip, but nt psted ut f wip (ie. billed in sme manner) Clumn Cmments Wrk Date The date n the time entry Name Hurs Unit Rate Ttal Grss Service Task The persn wh psted the time entry The number f hurs n the entry The grss amunt per hur n the time entry The ttal grss amunt fr this time entry The selected service n this time entry. This clumn is nly visible if yu are using services. The task that the time entry as charged t. 304

309 Reprts Jurnal Entries Tab This is a list f any jurnal entries made int the Labr Asset Accunt. Clumn Cmments Psting Date The psting date f the jurnal entry Jurnal Number Descriptin Line Mem Debit Credit The jurnal number f the jurnal entry The descriptin frm the individual jurnal entry (frm the line, nt the ne at the tp f the jurnal entry) The mem entry made n the general ledger transactin. This is the cmment seen in the general ledger. The debit amunt made int the ledger. Field: tjurnalentrydetail.debit The debit amunt made int the ledger. Field: tjurnalentrydetail.debit GL Transactin Tab This is a list f all GL Transactins in the Labr Asset Accunt. This wuld include WIP Psting entries and Jurnal entries. The ttal n this tab shuld equal the amunt n the prject screen. Clumn Cmments Type The type f transactin that made the entry. Psting Date Reference Number Mem Debit Credit The date the transactin was psted t the ledger. A number that can be used t identify the transactin. This wuld typically be the invice number, jurnal number, check number r sme ther identifying number frm the transactin. A mre descriptive message psted frm the entry. The debit amunt f the entry The credit amunt f the entry Prductin Vendr Invice Tab This is a list f all vendr invices that have been psted int WIP, but have nt been psted ut. The list is built in tw ways because f the change t WIP Psting intrduced in versin 8.5. Befre versin 8.5, vendr invices shuld have been psted directly t the WIP Asset accunt. In versin 8.5, vendr invices are psted t the expense accunt. If needed, the net amunt is psted t the WIP Asset accunt as part f the WIP psting. The system uses tw different sets f criteria t pull in vendr invices t this list. Fr vendr invices psted befre versin 8.5: Psted t the Prductin Asset Accunt. (if the vendr invice psted t an expense accunt r an accunt ther than the Prductin Asset Accunt, it will nt shw up in the list. This is the mst cmmn cause fr vendr invices t nt shw up in the reprt). Has a Purchase Item n the line Psting date is n r befre the as f date Has nt been psted ut f WIP. Fr vendr invices psted after versin 8.5: 305

310 Creative Manager Dcumentatin Psted Int WIP Has a purchase item n the line Psting date is n r befre the as f date Has nt been psted ut f WIP. Clumn Vendr ID Invice Number Psting Date Item Name Line Descriptin Order Number Qty Unit Cst Ttal Net Cmments The ID and Name f the vendr frm the vendr invice The invice number frm the vendr invice The psting date f the invice The name f the item n the vendr invice line The descriptin entered n the vendr invice line The rder number frm the purchase rder lined t the vendr invice line. The quantity frm the invice line. The unit cst frm the invice line. The ttal net cst fr the invice line. Jurnal Entries Tab This is a list f any jurnal entries made int the Prductin Expense Asset Accunt. Clumn Cmments Psting Date The psting date f the jurnal entry Jurnal Number Descriptin Line Mem Debit Credit The jurnal number f the jurnal entry The descriptin frm the individual jurnal entry (frm the line, nt the ne at the tp f the jurnal entry) The mem entry made n the general ledger transactin. This is the cmment seen in the general ledger. The debit amunt made int the ledger. Field: tjurnalentrydetail.debit The debit amunt made int the ledger. Field: tjurnalentrydetail.debit GL Transactin Tab This is a list f all GL Transactins in the Prductin Expense Asset Accunt. This wuld include WIP Psting entries and Jurnal entries. The ttal n this tab shuld equal the amunt n the prject screen. Clumn Cmments Type The type f transactin that made the entry. Psting Date Reference Number Mem Debit Credit The date the transactin was psted t the ledger. A number that can be used t identify the transactin. This wuld typically be the invice number, jurnal number, check number r sme ther identifying number frm the transactin. A mre descriptive message psted frm the entry. The debit amunt f the entry The credit amunt f the entry 306

311 Reprts Media Expenses Vendr Invice Tab This is a list f all vendr invices that have been psted int WIP, but have nt been psted ut. The list is built in tw ways because f the change t WIP Psting intrduced in versin 8.5. Befre versin 8.5, vendr invices shuld have been psted directly t the WIP Asset accunt. In versin 8.5, vendr invices are psted t the expense accunt. If needed, the net amunt is psted t the WIP Asset accunt as part f the WIP psting. The system uses tw different sets f criteria t pull in vendr invices t this list. Fr vendr invices psted befre versin 8.5: Psted t the Media Asset Accunt. (if the vendr invice psted t an expense accunt r an accunt ther than the Prductin Asset Accunt, it will nt shw up in the list. This is the mst cmmn cause fr vendr invices t nt shw up in the reprt). Has a media Item n the line Psting date is n r befre the as f date Has nt been psted ut f WIP. Fr vendr invices psted after versin 8.5: Psted Int WIP Has a media item n the line Psting date is n r befre the as f date Has nt been psted ut f WIP. Clumn Vendr ID Invice Number Psting Date Item Name Line Descriptin Order Number Qty Unit Cst Ttal Net Cmments The ID and Name f the vendr frm the vendr invice The invice number frm the vendr invice The psting date f the invice The name f the item n the vendr invice line The descriptin entered n the vendr invice line The rder number frm the purchase rder lined t the vendr invice line. The quantity frm the invice line. The unit cst frm the invice line. The ttal net cst fr the invice line. Jurnal Entries Tab This is a list f any jurnal entries made int the Media Expense Asset Accunt. Clumn Cmments Psting Date The psting date f the jurnal entry Jurnal Number Descriptin Line Mem The jurnal number f the jurnal entry The descriptin frm the individual jurnal entry (frm the line, nt the ne at the tp f the jurnal entry) The mem entry made n the general ledger transactin. This is the cmment seen in 307

312 Creative Manager Dcumentatin the general ledger. Debit Credit The debit amunt made int the ledger. Field: tjurnalentrydetail.debit The debit amunt made int the ledger. Field: tjurnalentrydetail.debit GL Transactin Tab This is a list f all GL Transactins in the Media Expense Asset Accunt. This wuld include WIP Psting entries and Jurnal entries. The ttal n this tab shuld equal the amunt n the prject screen. Clumn Cmments Type The type f transactin that made the entry. Psting Date Reference Number Mem Debit Credit The date the transactin was psted t the ledger. A number that can be used t identify the transactin. This wuld typically be the invice number, jurnal number, check number r sme ther identifying number frm the transactin. A mre descriptive message psted frm the entry. The debit amunt f the entry The credit amunt f the entry Other Clumn Vendr ID Invice Number Psting Date Item Name Line Descriptin Order Number Qty Unit Cst Ttal Net Cmments The ID and Name f the vendr frm the vendr invice The invice number frm the vendr invice The psting date f the invice The name f the item n the vendr invice line The descriptin entered n the vendr invice line The rder number frm the purchase rder lined t the vendr invice line. The quantity frm the invice line. The unit cst frm the invice line. The ttal net cst fr the invice line. Jurnal Entries Tab This is a list f any jurnal entries made int the Media Expense Asset Accunt. Clumn Cmments Psting Date The psting date f the jurnal entry Jurnal Number Descriptin Line Mem The jurnal number f the jurnal entry The descriptin frm the individual jurnal entry (frm the line, nt the ne at the tp f the jurnal entry) The mem entry made n the general ledger transactin. This is the cmment seen in 308

313 Reprts the general ledger. Debit Credit The debit amunt made int the ledger. Field: tjurnalentrydetail.debit The debit amunt made int the ledger. Field: tjurnalentrydetail.debit GL Transactin Tab This is a list f all GL Transactins in the Media Expense Asset Accunt. This wuld include WIP Psting entries and Jurnal entries. The ttal n this tab shuld equal the amunt n the prject screen. Clumn Cmments Type The type f transactin that made the entry. Psting Date Reference Number Mem Debit Credit The date the transactin was psted t the ledger. A number that can be used t identify the transactin. This wuld typically be the invice number, jurnal number, check number r sme ther identifying number frm the transactin. A mre descriptive message psted frm the entry. The debit amunt f the entry The credit amunt f the entry Misc Csts Tab Clumn Expense Date Descriptin Item Name Qty Unit Cst Ttal Net Cmments The expense date frm the miscellaneus cst The descriptin f the expense n the transactin The name f the item used n the transactin The quantity f the transactin The unit cst The ttal net cst f the transactin Create Custm Reprts Custm Reprts Overview If yu d nt find a reprt within Creative Manager that gives yu the infrmatin yu need, yu can easily create yur wn custm reprts. The custm reprt generatr wrks almst identically t the Custm Listings. The nly difference is that Custm Reprts can nly be utput t PDF and t a Cmma Separated Value list (CSV files can be read by Excel). When creating a custm reprt, yu can select frm several different data surces. 309

314 Creative Manager Dcumentatin T Add a Custm Reprt 1. Select Staff frm the main menu 2. Select Reprts frm the Staff drp dwn menu 3. Click n the [New Custm Reprt] buttn t create a new reprt. 4. Select the apprpriate surce f data fr the reprt frm the Data Surce list. 5. Click the Next Buttn. The system will take yu t a series f screens where yu will need t enter different infrmatin t set up the reprt. Optins This tab is where yu change security settings, printed reprt headers and ther listing ptins. Layut This is where yu can change the fields n a reprt. Cnditins This is where yu can change, remve and add criteria t the listing. Run Reprt This is where yu actually run the reprt and enter any cnditins that need t be entered at run time. Custm Reprt Optins The Optins tab cntains many f the settings fr printing and security. T Edit the Optins Tab 1. Select the reprt that yu wuld like t edit. 2. Select the icn next t the reprt drp dwn bx. 3. In the Name f Listing text bx, enter a descriptive name fr this reprt. 4. In the Printed Title text bx, enter a title that yu wuld like t appear at the tp f this printed listing. This title nly appears when yu print the list t a PDF file. Yu can select alignment ptins using the drp dwn bx t the right f the printed title text bx. 5. In the Printed Sub Title text bx, enter a sub title that yu wuld like t appear directly belw the printed title. Yu can select alignment ptins using the drp dwn bx t the right f the printed sub title text bx. 6. In the Print Orientatin drp dwn bx, yu can select the rientatin f the printed PDF file. 7. Select the Print Cnditins ptin if yu want the search ptins t print n the reprt. 8. In the Display in Grup drp dwn bx select the Reprt Grup that yu wuld like this reprt t appear under. It is nt required that yu select a reprt grup. All reprts nt in a reprt grup shw up in a grup called "Other Reprts" 9. Select the Grup Rws ptin if yu want t grup the rws n the reprt. 10. Select the Private check bx if yu wuld like t be the nly persn wh can see this custm listing. If this bx is checked, n ne else will be able t see this custm listing. 11. Select the security grups that yu wuld like t be able t view this custm listing. By default, all f the security grups are given access t view the listing. 12. Select the [Save] buttn t update the ptins. 13. If yu wuld like t view the results f these changes, click the [View Results] buttn. Custm Reprts - Gruping Optins There are tw types f gruping n reprts. Since they sund similar, it can be cnfusing t decide hw each is used. 310

315 Reprts Reprt Grups The first ne is called a reprt grup and can be seen when laying ut a reprt. Reprt Grups srt the recrds n the reprt s that they all appear tgether. Yu might d this if yu want t see a reprt f all the vendr invices in the system and yu want them srted by Vendr ID. Rather than repeating the Vendr ID n each page, yu can create a reprt grup and all the recrds under the grup will be related t the Grup they are in. Yu can create Reprt Grups several levels deep. Each ne will be nested inside the ther. Use Reprt Grups if yu want t visually grup several rws tgether. Gruped Rws When yu grup rws n a reprt, the system summarizes several recrds nt ne line. Yu may want t get the ttal number f billable hurs generated n a prject between tw dates. Yu wuld like t get ne line per prject with the prject number and name n the reprt alng with the ttal hurs. Yu wuld have t tell the system t grup the rws n the ptins page. Then when entering the fields in the layut, there is a Gruping Functin drp dwn bx n the layut tab. This cntrls what the system will d with the field as it grups rws tgether. In ur example, we wuld select the Grup By ptin fr the Prject Number and Prject Name. On the Hurs Wrked field, yu wuld select the Sum ptin. This will grup all the rws with the same prject name and number tgether nt ne line and sum the hurs wrked nt the ne line. Use Gruped Rws if yu want t cmbine and summarize data frm several recrds nt ne line. Custm Reprts Layut The layut tab allws yu t custmize feels that shw up in custm listing. T add a new field t the listing 1. When yu select the Layut tab, the input frm is already in Add mde. Yu d nt have t select any buttns t add a new recrd. 2. In the Field Name drp dwn bx, yu can select frm the list f available fields. These fields are predefined in the system. Rather than requiring yu t knw hw t jin tables tgether and learn a lt abut hw the system stres yur data, we have created simplified views f cmmn areas f the system and given fields friendly names that are easier fr yu t recgnize. 311

316 Creative Manager Dcumentatin 3. In the Captin text bx, yu can enter a descriptive name fr the field. This is the name that will appear at the tp f the listing. Yu may want t shrten the name t fit better if the display width is nt very wide. 4. If this is a Gruped Reprt, yu will need t use the Gruping Functin drp dwn list t select hw this field will be used when gruping the rws. 5. Select the "D yu want t grup the reprt using this field" ptin if yu wuld like t grup the recrds in the listing using this field. A cmmn use f this wuld be t grup vendr invices by Vendr ID. Yu can then have the Invice amunt subttaled by Vendr ID giving yu the ttal amunt f vendr invices fr each Vendr ID. When yu grup by a field, the system will autmatically srt n that field first. Yu can create as many sub grups as yu want n a reprt. 1. If yu select this ptin, yu will see a new ptin appear and thers are remved. Select the "D yu want t shw subttals fr this grup" ptin if yu wuld like subttals calculated fr this reprt grup. Yu may grup a listing by Vendr ID and Mnth, but nly want subttals by Vendr ID, nt by mnth. 6. Select the "D yu want t calculate a ttal fr this field" ptin if yu wuld like the system t calculate a ttal fr this field. This ptin is ignred fr nn numeric fields. 7. Select a Display Width fr the field. The width is measured in inches. If yu add mre fields that the page is wide, the reprt will shrink the text size n the page until they all fit in the rientatin selected n the ptins tab. 8. Select the srting ptin fr this field in the Srting drp dwn bx. Yu d nt have t select a srting ptin fr each field. Yu als have the ptin t re-srt the list while viewing it by clicking n a clumn heading. If yu have added grups t the reprt, the list will always srt first by the reprt grups and then by the ther fields selected t srt n. Yu can select mre than ne field t srt the list. The system srts based n the number t the right f the Srting drp dwn list. Custm Reprts Cnditins Yu can add as many different cnditins t a listing as yu want. Yu can either enter the values nt the reprt r yu can set up the cnditin t prmpt the user n the listing screen. T add a cnditin t the reprt 1. When yu select the Cnditins tab, the input fr is already in Add mde. Yu d nt have t select any buttns t add a new recrd. 2. Yu must first select a field frm the Fields drp dwn. Once yu have selected a field, yu will have different ptins fr Text, Number and Date fields. 3. Based n the type f cnditin yu select, yu will see either ne, tw r n text bxes t enter yur search criteria. 4. Select the Prmpt fr value befre running bx t allw the user t enter a value prir t running the search. This is useful if yu want smene t be able t search by Prject Number. They will want t search fr different prject numbers all the time. Rather than have them edit the reprt each time, yu can have them enter the criteria n the listing page. If yu 312