| Jobs |
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. Lets say, for example, you need to manage the various aspects of your Client's "2014 Recruitment Campaign." Open a separate job for each component:
2014 Recruitment Campaign: Brochure
2014 Recruitment Campaign: Newspaper Ad
2014 Recruitment Campaign: eBlast
2014 Recruitment Campaign: Media Plan
Create a timeline for each job either manually or using Workback Schedule Templates. By naming the projects in a similar manner, they'll appear grouped within the various reports you run (e.g. Working Tasks List, Financial Report Summary, etc.).
To monitor the financial status of all campaign projects simultaneously, refer to the Financial Report Summary (Administration -- Agency Administration -- Create Financial Report Summary).