Clients

A. A Client folder cannot be deleted. You can, however, move it to the Sleeping Clients area by going to Clients & Jobs -- Client -- I Want To: Edit Client Spec Sheet. Change Client Status to Sleeping and click Edit Client Spec Sheet.

A. Simply check the box beside Client View when creating an Event. Once submitted, the Event will be distributed to all Guests and cc: invitees (if applicable). Once Guests have responded to the Invitation (i.e. Accept or Decline), and if the Event falls within the next seven days, it will appear within the Client's CurrentTrack Calendar. Upon logging in to the Client Interface, they will see an additional column to the right of their usual Job Folders that includes a list of Events, sorted by month, with hotlinks to the Events' details. The Client View of an Event is similar to the cc: option in that it's simply intended to serve as notification that an Event is taking place.

A. Client Identifiers can be alpha, numeric, or a combination of both. They should not contain symbols (e.g. dashes, parentheses, spaces, commas, etc.).

A. YEARLY RETAINER: To monitor a Clients yearly retainer Budget, refer to the Financial Report Summary. For example, Acme has a 2006 retainer Budget of $20,000. Simply apply the following criteria: Year = 2006, Client = Acme, Job Type = All Job Types, Media Type = All Media Types, Status = Both [Active and Sleeping]. Refer to the Budget Total at the bottom of the report and manually weigh it against the yearly Budget (e.g. $20,000 - $12,550 = $7,450 "left for today to 12/31/06"). Note: The Budget Remaining Total doesn't reflect what's left of the overall Budget. It merely reflects whether you're over- or under-Budget on the jobs listed. Only on 12/31/06 will the Total reflect how closely you came to the $20,000 figure, as all jobs will have been opened and all time and expenses recorded.

MONTHLY RETAINER: To monitor a Clients monthly retainer Budget, refer to the Work In Progress (WIP) report (Administration Agency Administration Work In Progress). For example, Acme has a monthly Budget of $3,000. Simply apply the following criteria: Date From = 2006-01-01, Date To = 2006-01-31, Client = Acme, Job Type = All Job Types, Media Type = All Media Types. Refer to the WIP in Date Range Total at the bottom of the report and manually weigh it against the monthly Budget (e.g. $3,000 - $2,500 = $500 unused). Note: The WIP report reflects only Active jobs. As such, youll need to leave all jobs open until the last day of the given month. Add a final Task (e.g. "Put to Sleep") labeled Working to the Workback Schedules of all "finished" jobs that remain open. Youll then be alerted, via your Assigned Task List, they needed to be put to Sleep after the number is calculated.

A. A User Name and Password is assigned within the Client's Spec Sheet. Simply go to Clients & Jobs -- Client -- I Want To: Edit Client Spec Sheet -- [see] Client Interface Logins [section] -- [enter information] -- [click] Edit Client Spec Sheet.

A. We recommend the following steps:

1. Open a job titled, "2011 Retainer" under the respective Client; enter a Budget reflecting the entire year (e.g. $3,000/mo. --> $36,000/yr.)

2. For each project requested during the year, open a separate Job Number (e.g. "Spring Brochure"); enter a Budget reflecting what the project would cost if you were executing it for a non-retainer Client (e.g. "A typical 4C brochure" --> $2,500).

     2a. Over the course of the project, enter Tasks, record time, submit P.O.s, etc. just as you would with any other job.

     2b. At the conclusion of the project, create a $0.00 Billing Entry; archive the job.

3. Under the "2011 Retainer" job, create a Billing Entry reflecting the incurred amount of the job you just archived (e.g. "Spring Brochure" --> $2,450); include the job's Title (and Number) in the Subject of the Billing Entry (e.g. "Spring Brochure (ABC-11702)"). Repeat steps 2 - 2b for each job completed throughout the year.

4. Refer to the Financial Report of the "2011 Retainer" job, throughout the year, to determine if you're within the retainer (e.g. Budget = $36,000/yr., Billed Amount to Date (think of this as "Incurred Amount to Date") = $18,000).

5. On 1/1/12 close the "2011 Retainer" job and open a new job for "2012 Retainer;" repeat steps 1 - 4.

A. First, add the Client (e.g. Mary Smith) as a Vendor by going to Address Books -- I Want To: View Vendor Address Book -- Add Vendor -- [Assign Mary a Login and Password]. When uploading creative assets to your various jobs (Clients & Jobs -- Client -- Job -- I Want To: Open Creative Folder -- Upload [creative file]), check the box beside Viewable to Vendor and indicate Mary Smith as the Vendor User(s); send e-mail notification, if desired. Any creative assets, regardless of the Client folder, will be viewable to Mary when accessing the Client Interface.

A. First, create a Client Folder for each market (Administration -- Agency Administration -- Add Client). For example:

Acme: Baton Rouge
Acme: Lafayette
Acme: Multi-Market
Acme: New Orleans

Let's say you have a coupon to be used in the markets of Lafayette, Baton Rouge and New Orleans. Rather than open three separate jobs (i.e. one under Acme: Lafayette, another under Acme: New Orleans, and so on), simply open a single Job Number under Acme: Multi-Market (Clients & Jobs -- Client -- I Want To: Add Job for This Client). Be specific in the job's Title (e.g. "$2.99 Coupon: Lafayette, Baton Rouge, New Orleans"). Record all applicable Tasks, time and expenses against the job; archive once Complete.

A. A Purchase Order (P.O.) is entered for printing (e.g. $100), without the Tax box checked. The figure flows into the [job] Financial Report, with P.O. Gross calculated according to the Markup figure (e.g. 1.50) entered either in the Client's Spec Sheet (i.e. "the default Markup rate") or the P.O. itself (i.e. "the overwrite Markup"). A separate, catch-all P.O. is created in the same job folder; Subject = Applicable Sales Tax, Vendor = The State of [YOUR STATE].

As each additional P.O. is entered against the job (e.g. more printing, stock photos, color outputs, etc.), the Applicable Sales Tax is added to the second, catch-all P.O. This ensures what's billed to the agency by the Vendor and billed to the Client by the agency, both appear in the [job] Financial Report. Additionally, the Manage Purchase Orders interface (Administration -- Agency Administration -- Manage Purchase Orders) enables the agency to see "how much sales tax has been paid to the state of Kentucky," for example.