Ch-02 NL8 System Setup
Contents
1. Operator SignOn Operator SignOff Operator SignOn Operator SignOff Log Columns to be Printed Description OrderLinelD Select Columns Drag the Column Heading Dividers left or right to adjust column print width Paper Type Blank Paper 7 Hide Automation Commands on Printed Log fiz AM x Thru ji PM Bottom Message for Log Page I Compress Empty Lines to Save Space on Page Print Log pages for these hours x Ya Restore Page f Defaults Margin Font Print Sample Help Close q Restore Default Settings You can return to the default Document format anytime by clicking this button q Page Margin Font If you desire you can change the page margins left right and top bottom used when printing this Document You can also select a different font and or font size Warning Font sizes above 12 are not recommended because larger fonts allow too little information to be printed in a column q Print Sample Sends a sample Log Page to the printer Log Heading This is the large typeface page heading to be printed on the Order Confirmation for the selected station Top Message for Log Page This is the small typeface message printed at the top of each page This can be anything you want such as operator sign on sign off text May be left blank Natural Log U ser M anual Page 2 13 2 07 Log Page Format cont Paper Type You may print this document on the following paper types B Blank2. 00 PM 7 00 00 PM 10 00 00 AM 3 00 00 PM 7 00 00 PM 10 00 00 AM 3 00 00 PM 7 00 00 PM 10 00 00 AM 3 00 00 PM 7 00 00PM or 10 00 00 AM Using Time Classes Use of these classes is Optional but is included for your optional use These are only required when you want to run spots in non contiguous times for example drive times Normal order entry requires you to provide a scheduling window like 6 00 00 AM to 10 00 00 AM for spots to run but what if the required time window is not contiguous See the following example Non Contiguous Schedule Window Example You could create a time for Drive Times which includes 06 00 00AM to 10 00 00AM and 3 00 00PM to 7 00 00PM Then on your order you could specify Drive times and any spots on that order line would run in any hour 6 10A or 3 7P Sporting Event Example Suppose you have sponsors for a series of sporting events The starting times for these events may be set right before the event or may often change Instead of changing each sponsor s schedule each time there is a change in the event time you could define a time class e g S which would designate the sporting event When entering the sponsor schedules enter S times instead of specific times Then when you know the exact times of the event you can go into the Time Define function and set the start and end times for the time class S This is much easier than changing all the schedules for each change
3. 2 4 Natural Log User M anual 2 02 Finance Charge Options cont Apply Customer s Tax Rate if any to Finance Charge The default is unchecked Show on Statements as Description The default is Finance Charge but you may type any description you desire to be shown on statements for the Finance Charges Late Fees Post Finance Charges Only to Selected Checked Revenue Types This allows you to exclude late fees on Trades or other Revenue Types Note that posting finance charges to revenue type F Finance Charges has the effect of compounding finance charges If you do not compound finance charges do not check revenue type F Apply payments FIRST to Finance Charges THEN to Invoices The default value is unchecked which causes NL8 to apply payments to invoices and finance charges in the chronological order in which they were incurred You may check this box if you want NL8 to apply payments to unpaid finance charges if any BEFORE they are applied to unpaid invoices This is how banks credit payments always to finance charges first then any remainder to principal You can override this during payment entry but this checkbox sets the default method Multi Station users please note Finance charges are separately posted for each station The total finance charge due on an account is allocated among the stations carrying a past due balance in their proportion of the total past due amount 1 If 1 station has a credit balance and other sta
4. Controls Program Options Then click the Finance Charges tab The following options may be set 44 Sample Program Options Finance Charges Impose Finance Charges After an Account Balance is Unpaid for 30 Ez Days Impose Finance Charges on Average Daily Balance Minimum Finance Charge if Finance Charge is Imposed 0 00 Apply Customer s TaxRate if any to Finance Charges E Show on Statements as Description Finance Charge Post Finance Charges only to MW 4 4 Revenue Selected Checked Revenue Types Y C Cash Spots v F Finance Charges Y T Trade Apply payments FIRST to Finance Charges if any THEN to Invoices E Impose Finance Charges After an Account Balance is Unpaid for Days The default is 30 days but you may set it for any time period you like This will cause finance charges to be imposed if the customer has a balance due over days and that customer s account specifies a Finance Charge See Customer entry Impose Finance Charges on The default is Average Daily Balance or you may select Minimum Daily Balance or Ending Balance Minimum Finance Charge If Finance Charge is Imposed The default is 0 00 but may be set to any currency amount This is useful if you want to charge a flat late fee such as 25 rather than a You still must put a on the customer accounts see Customer entry so some late charge is due then NL will set it to this currency amount as a minimum Page
5. in event time If it is a recurring series of events with varying times and days then each week you could change the time class definition for the upcoming week Entering Start and End Times for the Time Class Start and End Times should be entered for each day of the week in your usual local time format NL will assume any spots for a Time Class can run in ANY times listed in any column for that Time Class and that day of the week Time Classes DO NOT guarantee a specific amount of spots in any particular daypart column only that the spot will run in ONE of the dayparts columns for that day Page 2 28 Natural Log U ser M anual 2 18 Tax Rate Setup To enter or edit a Tax Item from the Main Menu select Setup Tax Rates 444 Sample Tax Rate Setup File Tools Help Oo x amp New Delete Print Help L Close 0 7 Sales Tax i les Tax Gross ReName Tax 6 125 Sales Tax 6 12500 None 0 00000 Tax Rate p 7 of Tax Basis Gross x Make any changes for this Tax Item in the above boxes Changes are automatically saved q Enter a unique name for this tax item q Enter percent tax to be applied q Indicate whether it is applied to the net gross or discounted gross invoice amount See glossary in Chapter 10 of this manual for a description of these terms When entering Customers each customer can be assigned one of the defined tax rates or no tax rate if n
6. same agency you can create an agency in the NL8 setup then simply select that agency during entry of the new sponsor NL8 will then auto fill the data fields for the new customer including billing address invoice type billing cycle etc 2 If you use electronic invoicing through the Encoda SpotData clearinghouse each invoice must have specific agency information attached such as AgencylDB This agency setup is where that information is entered Apply gt Accounts If you make changes in these agency data records the changes will become the default values for any future customers entered for this agency The values do not automatically apply to customer accounts existing before the data changes If you make a chnage and want to apply the new agency values to all existing accounts assigned to the agency click the Apply gt Accounts button Use this with care as there is no mass undo if you apply something incorrectly Agency Data Fields Except for Agency name and AgencylDB the data required to set up an agency is mostly the same as the data used during customer entry See 3 02 for a complete description of these data entry values Agency IDB This is a unique number that identifies the agency in your electronic invoice clearinghouse and should be provided by the agency or the clearinghouse E R 2 Print Help Cancel Close Allen s Ad Agency Agency Information New Sponsor Default Values Bright Star Agency B And Tery Adve
7. to tell NL8 to remember the last user logged in on each computer This means the user won t have to type in their user name each time but they still must provide their password This is useful for a user who always accesses NL8 from the same computer and who does not allow other users to access NL8 from that computer User Log lf Require user LogIn is checked on the Setup Administrator Controls User Permissions NL keeps a log of all changes made by each user to customer accounts orders invoices and logs The user log for each individual user may be viewed by the NL_Administrator in the NL Setup Administrator Controls User Permissions with the View UserLog button Changes made on each Customer Account Order Invoice or Log may be viewed under the Tools Activity Log menu choice while that particular account order invoice or log is open on the screen Page 2 6 Natural Log User M anual 2 03 User Permission Settings cont w Edit User Iof x User Information UserName UserType Password Lary Traffic Director User Module Permissions Allow All Deny All Accounts Receivable allow v Log Create Edit Allow X Administration allow Log Templates alow Billing Generator alow Reports Generator allow Copy Manager Allow v Reminders allow Data Backup Restore allow Setup allow a End of Month Allow v Traffic Orders Allow W User Account Rep Restricti
8. Assigned to Completed by K gt vi Restore Page Defaults Margin Font Print Sample Help Close Production Order Header This is the large typeface page heading to be printed on the Production Order for the selected station Bottom Message for Production Order This is the small typeface message printed at the end of the Production Confirmation This can be anything you want such as production instructions The following buttons are available q Restore Default Settings You can return to the default Document format anytime by clicking this button q Page Margin Font If you desire you can change the page margins left right and top bottom used when printing this Document You can also select a different font and or font size Warning Font sizes above 12 are not recommended because larger fonts allow too little information to be printed in a column q Print Sample Sends a sample Production Order to the printer Page 2 12 N atural Log U ser M anual 2 07 Log Page Format This Document Format controls how your printed log looks You need to set up one Log Document format for each station Multi Station Document does not apply to logs Natural Log s individual Station Documents are accessed from the main NL menu click Setup Administrator Controls Station Settings Document Formats w DEMO AM Log Page Format Px Log Page Heading DEMO AM Program Log Top Message for Log Page
9. Chapter 2 Natural Log SetUp Setup allows you to create and maintain various station and system information and formatting To access the Setup section of Natural Log from the Main Menu select Setup Administrator Controls Under this menu you may q Set program options such as data backup prompts how long to save data and Finance Charge options See sections 2 01 and 2 02 of this manual q Setup and control users and their passwords and permissions See section 2 03 of this manual q Setup stations including formatting of documents such as invoices and statements for each individual station as well as the Multi Station documents See sections 2 05 through 2 09 of this manual q Set default values for new Customer and Order entry screens See section 2 10 of this manual Other Program Settings q Setup Account Rep salesmen data and sales goals See section 2 12 of this manual q Setup Agencies to make data entry easier when many new sponsor are entered for the same agency See section 2 13 of this manual q Setup Avail Types to restrict avail usage for sponsorships and other specialized avails See section 2 14 of this manual q Define Product Code protections See section 2 15 of this manual q Define Revenue Types such as Cash Trade etc and how they are handled by the Natural Log system See section 2 16 of this manual q Define Time Classes only for the few instances when they are needed See detailed discuss
10. Notarized Affidavit Se Deliver Invoice Mail Paper Invoice H Biling Cycle C Calendar Month H Applicable Tax Noe S CSS Spot Separation eo gt Product Code 00 None S For details of each entry value see the following items Customer Accounts Broadcast Orders Order Lines Copy Manager Natural Log U ser M anual Page 2 19 2 11 e mail Settings Natural Log allows you to e mail documents from within the NL program only if you have a normal e mail program on your NL computer such as MS Outlook There will be an e mail button or menu choice on any screen supporting e mail within NL The NL8 e mailer will make a PDF file of the selected document and attach it to an e mail using your e mail program You can set certain options for the e mail for each Document for each NL station as well as for Multi Station Documents for situations in which more than one station appears on a Document such as a multi station order Single Station Natural Log s individual Station Documents are accessed from the main NL menu click Setup Administrator Controls Station Settings Document Formats Multi Station Natural Log s Multi Station Documents are accessed from the main NL menu click Setup Administrator Controls Multi Station Document Formats Then click on the type of Document With that Document open click e mail Settings w Message to send with Invoice eMails OF x eMail Subject JDEMO AM I
11. Paper This draws the entire document including form boxes and lines return address and if used logo B Letterhead This draws the entire document including form boxes and lines but not the return address and if used logo B PrePrinted Form Prints only the document data and assumes all form boxes lines addresses and logos are preprinted Contact the NL8 developer for a sample form These preprinted forms are not user configurable and must match the NL8 format Log Columns to be Printed Use the Select Columns button to select which columns you d like printed on the log page You can drag the column dividers left and right to set how wide each display column should be when the log page is printed Compress Empty Lines to Save Space on Page This removes most empty lines before the log page is printed Hide Automation Commands on Printed Log This removes all automation commands text lines beginning with amp and puts empty spaces in their place before the log is printed This helps the aesthetics of the log for human users Print Log Pages for These Hours You can select the hours for which a printed log is needed if less than all hours See inserting page breaks to force NL8 to print 1 hour per page Bottom Message for Log Page This is the small typeface message printed at the bottom of each page This can be anything you want such as operator sign on sign off text May be left blank Page 2 14 Natural Log User M
12. Prompt for EXTERNAL Data Backup After days Without a backu It is highly recommended you do DAILY external data backups but this allows you to decide how long before NL starts prompting you if you forget to do data backups for a period of time External data backups should be done to some EXTERNAL media not saved on the NL computer or in the same location as the NL computer Natural Software is NOT responsible for any data loss resulting of your failure to do daily data backups or for any failure of the backup media You must do daily data backups to different locations discs tapes In case you have any problem with a backup you always have another Do Automatic INTERNAL Data Backup NL will do an automatic INTERNAL data backup during NL startup as often as is specified This internal backup is done to a folder on the NL computer It is highly recommended you leave this set to DAILY beta test versions of NL will not allow this to be changed Keep Broadcast Orders for Years This option allows you to specify how long orders are kept 2 5 years 5 years is recommended 99 years will cause orders to never be deleted Page 2 2 Natural Log User M anual 2 01 Natural Log Program Options Keep Logs for Years This option allows you to specify how long Logs are kept 2 5 years 2 years is recommended 99 years will cause logs to never be deleted Keep A R Transactions for Years This option allows you to specify how long ind
13. anual 2 08 Invoice Affidavit Format This Document Format controls how your printed invoice looks You need to set up one Invoice Document format for each station Multi Station Document does not apply to Invoices Natural Log s individual Station Documents are accessed from the main NL menu click Setup Administrator Conirols Station Settings Document Formats 44 DEMO AM Invoice Format Invoice Heading DEMO AM Invoice Affidavit DEMO FM Message for ALL Invoices if any NYPLACERD OUR FED TAX 74 000000 HERE CITY TX 78000 DUE UPON RECEIPT 210 555 0000 Paper Type Blank Paper z Note maximum 4 lines of message text are printed J Put a blank line between Date groups when printing Invoice Station Official Certification Text if any Amount Due AFFIDAVIT OF PERFORMANCE Ceny iia in acoandance with lhe Offical Saian Logs annauncements were bradas a gt shawn an this imeaice Notary Statement Text if any Subscribed and swarn befare me this dyd NOTARY PUBLIC K Restore g vi Defaults Margin Font Close Qa il q Restore Default Settings You can return to the default Document format anytime by clicking this button q e mail Settings If you use the NL e mail capability to send Invoices by e mail you can set the text of the accompanying message as well as signal NL to automatically carbon copy e mail to the Account Rep a co
14. ars on a Document such as a multi station order If you are running only one station you do not need the Multi Station Documents If you are running more than 1 station you must set up a Document format for each station plus the Multi Station Document format Single Station Natural Log s individual Station Documents are accessed from the main NL menu click Setup Administrator Controls Station Settings Document Formats Multi Station Natural Log s Multi Station Documents are accessed from the main NL menu click Setup Administrator Controls Multi Station Document Formats 4 DEMO AM Order Confirmation Format Order Confirmation Heading DEMO AM Order Confirmation DEN AO AM Order Sparsar ANYPLACE RD pene ANHERE CITY TX 78000 Fasio De 210 555 0000 Run Daes Taal Bdous Gross Cau Paper Type A Blank Paper a Jan 04 o oo n4 0 00 Mar O4 noo 01 2004 0 00 lt lt lt Compute Projected billing for order 0 00 04 0 00 Juno4 i 0 00 confirmation based on 0 00 Auo 04 0 00 Sep 04 0 0 0 00 Gross bd Bottom Message for Order Confirmation Confirmed Correct Payment Guaranteed Accepted for DEMO 4M Restore Page Defaults eMail Settings Margin Font Print Sample Help q Restore Default Settings You can return to the default Document format anytime by clicking this button q e mail Settings If you use the NL e mail capability
15. ble Click to Edit Revenue Type a Post Invoiced Charges a D Revenue Type Description to Accounts Receivable A Y 4 Revenue Cash pots Finance Charges Political Trade Using Revenue Types Revenue Types allow you to break out certain sales into separate sales reports When you enter an Order you will assign that Order to a Revenue Type All Natural Log reports allow you to specify which Revenue Types to include in the report These are most often used to designate orders as Cash Trade etc Natural Log has 3 default Revenue Types that are sufficient for most users c Cash T Trade F Finance Charge The Descriptions for the 3 default Revenue Types may NOT be changed You may use any other letters to create Revenue Types such as Political etc for which you might want to generate a separate sales report or to treat separately You do NOT need to create a separate Revenue Type for National Local or Regional sales or for each Account Rep because these subgroups are already supported by the Report Generator Post Invoiced Charges to Accounts Receivable This allows you to tell NL8 whether invoices created for broadcast orders with this Revenue Type should be posted to the Accounts Receivable to appear on customers statements You will almost always answer Yes except in very unusual circumstances If you answer No an invoice is issued but no accounting charge is made on the customer s account Some stations d
16. e logged into an avail slot with the specified Avail Type When building the Log Formats or entering Orders the Avail Type is always left blank for normal non restricted avail slots Avail Type Example Suppose you want to reserve particular avail slots in your Log Templates skeleton logs for Weather Sponsors and you decide to assign WS as the Avail Type for weather sponsorship avails B Inthe Log Templates you would enter WS in the TYPE column B Inthe Traffic Orders section you d also enter WS in the AVAIL TYPE column This will force all schedule lines on which you have placed the WS Avail Type to be logged only into avail slots on the Log Template with the matching WS Avail Type See Also Log Templates Order Line Entry Natural Log User M anual Page 2 25 2 15 Product Code Setup To enter or edit a Product Code from the Main Menu select Setup Product Codes This section allows you to enter meaningful names for your Product Codes and set the required protection for spots that advertise each type of product 44 Sample Product Code Setup File Tools Help DIX amp vA New Delete Print Help Close Sort List by ProductCode Description Select Product Code p ES Product Lode ets Product Code Description Protection 4 Description 25 Air Conditioning 1 per Break E Attorneys 60 Minutes fbir Conditioning Auto Parts 1 per Break Automobile Dealers 1 per Break eae Banks 1 per Brea
17. e return address and if used logo B PrePrinted Form Prints only the document data and assumes all form boxes lines addresses and logos are preprinted Contact the NL8 developer for a sample form These preprinted forms are not user configurable and must match the NL8 format Put a blank line between Date groups when printing Invoice If checked NL puts a blank space between each group of spots that run on the same day It makes the Invoice more readable but takes up more paper Amount Due You can change the Amount Due text shown to the left of the Invoice Total This is useful for some non commercial broadcasters that want to reference donations or pledges rather than amount due Station Official Certification Text You can change the Station Official Certification text to anything that suits you This is only printed on the Invoice when the order specifies an Affidavit Notary Statement Text You can change the Notary Statement to reflect your state s requirements This may also be left blank This text if any is only printed on the Invoice when the order specifies a Notarized Affidavit Page 2 16 Natural Log U ser M anual 2 09 Account Statement Format Natural Log allows you to set up Document formats for each NL station as well as a Multi Station format for situations in which more than one station appears on a Document such as a multi station order If you are running only one station you do not need the Multi Stat
18. electing the summary totals you want to view Account Rep eMail Address You may enter an eMail address for each Account Rep If an eMail address is entered NL can send carbon copy eMails you send to the Account Reps customers items such as order confirmations invoices etc Also see Sending eMail Natural Log User M anual Page 2 21 2 12 Account Rep Setup cont Deleting Account Reps You can t delete any Account Rep that has 1 or more transactions in the Natural Log system These transactions may include Customer Account assignments Orders and any billing or collection items assigned to this Account Rep This deletion prohibition maintains the referential database integrity and assures that all items are properly accounted for in the historical accounting records Solution Instead of deleting a discontinued Account Rep in SetUp Account Reps check the Inactive box for the discontinued AccountRep after you have reassigned any customers running orders and any open Accounts Receivable items for that AccountRep This will cause the inactive AccountRep to no longer show up on any menus Page 2 22 Natural Log U ser M anual 2 13 Agency Setup To create an agency item from the Main Menu select Setup Agencies This section allows you to enter and edit information on advertising agencies you deal with This is optional but is advantageous in the following instances 1 If you enter many new customers sponsors that use the
19. ency Bright Star Agency riche Tery Advertising Account Rep 01 Eddy Munster td Dave And Dave Advertising Pororo CORES L LocalAgency J Local Agency Friedrich Media Services Marcia Wiggles amp Associates Revenue Type C Cash Spots 7 Media Buyers Media Minus Billing Cycle Calendar Month Mike Meyers And Assoc InvoiceT ype foetal O iY Deliver Invoice Mail PaperInvoice O H Invoice E Mail OoOo O Statement Type Opentem Statement Cycle Calendar Month Applicable Tax None Agency TaxlID Finance Chage 0 Per Year Page 2 24 Natural Log User M anual 2 14 Avail Type Setup To enter or edit an Avail Type from the Main Menu select Setup Avail Types a4 Sample Avail Type Setup File Tools Help DI I x amp lt New Open Delete Print Help Close Sort List by AvaiType Description Double Click on Avail Type Description to Edit ID J vail Type Description 4 S uct io n 5 ponsor Dallas Cowboys Spons Drive Time News Spns Market Report Sponso Midday News Spnsr News Adjacency News Sponsorship Paul Harvey Adjacenc Paul Harvey Spnsr Pram Sponsorship Fr Type Avails Sports Sponsor Weather Adjacency Using Avail Types Avail Types allow you to reserve certain avail slots in your log formats for specific sponsor or spot types Then during Order entry you can enter the Avail Type on the schedule entry line This will force that spot to b
20. er for those that do use Front Loading this option allows you to specify how much front loading can be done for each day of the week This can range from 90 to 90 This is the change in the likelihood from normal that an individual spot from a Random Type Schedule will be scheduled on a given day See Eront Loading Adobe Acrobat PDF Driver This option allows you to specify if NL8 s PDF print driver is used The default is Enabled which is required if you want to use the PDF writer included with NL8 The only time this would be set to Disabled is if you don t want to use the PDF writer or the PDF print driver can t be loaded causing startup error messages Automatically Display Daily Reminders on StartUp NL allows you to set reminders for the NL system or individual customers that NL will automatically display on a specific date Also see Reminders Show on screen help when mouse is held over an item Windows has Tool Tips which can pop up on screen to give you context sensitive help when you rest the mouse over certain on screen items This allows you to disable this feature if you want Calendar Tool Display Type NL8 has a calendar tool that can be configured to display calendar month or broadcast month Natural Log User M anual Page 2 3 2 02 Finance Charge Options Also see assessing finance charges Natural Log s main program options are accessed from the main NL menu click Setup Administrator
21. f you use the NL e mail capability to send Invoices by e mail you can set the text of the accompanying message as well as signal NL to automatically carbon copy e mail to the Account Rep a copy of the Statement q Page Margin Font If you desire you can change the page margins left right and top bottom used when printing this Document You can also select a different font and or font size Warning Font sizes above 12 are not recommended because larger fonts allow too little information to be printed in a column q Print Sample Sends a sample Statement to the printer Natural Log User M anual Page 2 17 2 09 Account Statement Format cont Statement Heading This is the large typeface page heading to be printed on the statement for the selected station Message for All Statements This is the small typeface message printed at the top of every Account Statement This can be anything you want such as payment terms reminders etc or may be left blank Paper Type You may print this document on the following paper types B Blank Paper This draws the entire document including form boxes and lines return address and if used logo B Letterhead This draws the entire document including form boxes and lines but not the return address and if used logo B PrePrinted Form Prints only the document data and assumes all form boxes lines addresses and logos are preprinted Contact the NL8 developer for a sample form These prep
22. ion before creating Time Classes See section 2 17 of this manual q Define Tax Rates to be applied to your customers purchases See section 2 18 of this manual The above subjects are addressed in detail on the following pages Natural Log User M anual Page 2 1 2 01 Natural Log Program Options Natural Log s main program options are accessed from the main NL menu click Setup Administrator Controls Program Options User Permissions Then click the Program Options tab lt a Sample Program Options Program Options Data Options Prompt for EXTERNAL Data Backup After 7 v Days without a Backup Do automatic INTERNAL Data BackUp Daily Keep Broadcast Orders for 5 x Years after expiration Keep Logs for 2 Years after Broadcast Keep 4 R Transactions for 5 x Years after closing Required Review 7 Approvals BEFORE an Order may be Logged sales Mar J Traffic Director I Accounting Manager T Only Reviewers may revise Order after review approval Prohibit new Order entry after Credit Limit is exceeded Day Weights for Front Loading Random Type Schedules If Used Mon Tue Wed Thu Fri Sat Sun Normal Normal Normal Normal gt Normal Normal Normal x m Miscellaneous Adobe Acrobat PDF Printer Driver Enabled Automatically Display Daily Reminders on Startup Show on screen help when mouse is held over an item Calendar Tool Display Type Calendar Month
23. ion Documents If you are running more than 1 station you must set up a Document format for each station plus the Multi Station Document format Single Station Natural Log s individual Station Documents are accessed from the main NL menu click Setup Administrator Controls Station Settings Document Formats Multi Station Natural Log s Multi Station Documents are accessed from the main NL menu click Setup Administrator Controls Multi Station Document Formats DEMO AM Account Statement Format Statement Heading DEMO AM Statement of Account DEMO FM Message for ALL Statements if any 1234 ANYPLACE RD WHERE CITY TX 78000 OUR FED TAX 74 0000000 PLEASE PAY UPON RECEIPT Note maximum 3 lines of message text are printed Amount a V Show Broadcasts on Statements a Please Pay This Amount Current 31 60 days 61 30 Days 91 120 Days 121 Days Credit Balance Past Due Message if Balance is 31 60 Days Past Due Messages PLEASE HOTE YOUR PAYMEHT IS PAST DUE IF THERE IS AH ERROR PLEASE HOTIFY US IMMEDIATELY Note Maximum of 2 lines of PastDue message text are printed Additional lines beyond 2 are NOT printed n Restore Page Z v Defaults eMail Settings Margin Font Print Sample Help Close q Restore Default Settings You can return to the default Document format anytime by clicking here q e mail Settings I
24. ividual Account Transactions such as invoices and payments are kept 2 5 years after they are zeroed out 5 years is recommended 99 years will cause AR Transactions to never be deleted Note To preserve AR balances non paid and non zeroed invoice and prepayment transactions are never deleted until they are zeroed out no matter what this value is set to Order Review Approval before Logging This option allows you to permit Account Reps salesmen to enter their own orders in NL but they will not run until the required level of Review and Approval is obtained The specified UserType must be logged in to review and approve the order before it runs Note If the Require User Login checkbox on the User Permissions tab is not checked no review or approval is required even if you set a required review and approval here The available order review and approval options are q Sales Manager q Traffic Director q Accounting Manager q Only Reviewer may revise Order after review approval If at least one review is selected prevents a restricted user such as Account Rep from revising an order after it has been reviewed and approved If checked and an order revision is needed the revision must be entered by a usertype that can review and approve orders q Prohibit new Order entry after Credit Limit is exceeded Day Weights for Front Loading Random Type Schedules Most stations do not use Front Loading so these should be set to NORMAL Howev
25. k 1 per Break Body Shops 1 per Break Chamber Of Commerce 1 per Break Christian Supplies 1 per Break Clothing 1 per Break Communications tel 1 per Break Construction 1 per Break Make any changes for this Product Code in the above boxes Changes are automatically saved Using Product Codes These allow you to protect similar products from appearing together on the log Then during order entry you put 1 or 2 Product Codes on the Order Natural Log will then provide the required protection between all Orders that have been assigned the same Product Code This prevents 2 car dealers from running too close together Product Code Protections You can specify which type of protection these product codes need When generating the LOGS the computer will not schedule spots with the same Product Codes together You can select the type of protection for each product code from the following 1 per Break 1 item with this Product Code may play within a commercial break No Back Back 2 items with this Product Code may NOT play Back to Back Minutes Protect this Product Code for a number of minutes Page 2 26 Natural Log U ser M anual 2 16 Revenue Type Setup To enter or edit a Revenue Type from the Main Menu select Setup Revenue Types 4 Sample Revenue Type Setup File Tools Help Dla x amp L New Open Delete Print Help Close Sort List by RevenueType Description Dou
26. low that salesman to see his own customers and orders Natural Log User M anual Page 2 7 2 04 Station Settings Natural Log s Station Settings are accessed from the main NL menu click Setup Administrator Controls Station Settings Document Formats The screen that is then displayed will allow you to set up and edit Station information 444 Sample Natural Log Station Setup File Help Select Station File DEMO AM Automation System i Automation Log Type Radua o ae DEMOFM Automation Log Send Path C T emp Browse Automation Log Read Path Browse When reconciling Play Log match items that play within eo X minutes of Logged Time DEMO AM Logging Options IV Attempt to equalize commercial loads between hours when generating log J Prohibit Same Announcer Voice Back to Back Prohibit Live or Call in Spots Back to Back DEMO AM Return Address Optional Logo DEMO AM 1234 ANYPLACE RD ANYWHERE CITY Tx 78000 agaj 10 555 0000 DEMO AM Document Setup I Show Inactive Stations Add New Staton Rename Staton Order Confirmation Production Order Log Invoice Statement Done Station Call Sign Name This is how the station is identified within the Natural log system and each station must have a unique identifier You may rename the station at any time without affecting anything already entered in NL but you will have to manually modify the statio
27. mmission on Tradeouts 0 0000 Delfino Garcia Account Rep eMail Address Eddy Munster Grandma Moses AccountRep 06 Station Sales Goals for DEMO AM House ccounts Ima Manager Jan 1 000 Apr 4 000 Jul 7 000 Oct 10 000 Leeroy Mantcha Sally Selalat Feb 2 000 May 5 000 Aug 8 000 Nov 11 000 Salseman 10 Mar 3 000 Jun 6 000 Sep 9 000 Dec 12 000 Qtr E 000 Otr2 fi 5 000 Otr3 24 000 Ota De Rep is Inactive T N N Annual Commission on Direct Sales Agency Sales and Trades These are default values for this Account Rep s sales commissions Whenever a broadcast order is entered into one of this salesman s accounts this is the which will be entered for commission depending on whether the account is direct agency or a trade The actual commission percentage can be changed on each order during order entry so here you are only setting up the default value Monthly Sales Goals You can enter a monthly sales goal for each of the Account Reps for each station This is used in reports to compare actual versus goals for each Account Rep and Station The Station s sales goals are the sum of all the individual Account Rep sales goals for that station You can show these sales goals on Sales Projection Reports Viewing Sales Goal Totals You can view Sales Goal Totals for the Station s and Account Reps by clicking View on the Account Rep Setup screen menu and s
28. n return address on the NL station document settings if you rename the station Deactivating a Station You can t delete any station that has 1 or more transactions in the Natural Log system These transactions may include Customer Account assignments running Orders or any billing or collection items assigned to this Station This deletion prohibition maintains the referential database integrity and assures that all items are properly accounted for in the historical accounting records Solution Instead of deleting a discontinued station in SetUp Administrator Controls Station Settings Document Formats select the discontinued station and click File De Activate Station from the dropdown menu after you have ended any running orders and zeroed out any open Accounts Receivable items for that station This will cause the InActive station to no longer show up on any menus however its Accounts Receivable history will show up on billing history reports on which you do not restrict the stations included in the report Automation Log Type This is the type of automation log NL must create if any Page 2 8 Natural Log User M anual 2 04 Station Settings cont Automation Station This is not used for most automation systems but may be used to uniquely identify the automation log for a particular station For example the NL8 automation log for BSI Simian is named mmddyyT where is the station number you enter in this box RDS Pha
29. ntom uses AM or FM in this box If this box is not displayed by NL8 the log for your automation system does not use this entry Automation Log Send Path This is the location where NL needs to send the Automation Logs as determined by your automation vendor Automation Log Read Path This is the location where NL can read the air log returned by your automation system for Log Reconciliation Not all automation systems are supported for reconciliation See Automation Systems When Reconciling Play Log match items Natural Log can reconcile its log against the actual play log from some automation systems see Reconciling Automation Play Log in section 6 06 of this manual The value you set here tells NL how much time difference there can be between the logged time for an item and the time it played and still match the items in the log reconcilication If the time difference is outside this window NL does not reconcile and record the runtime for that item Default value is 60 minutes Logging Options You can tell NL if you want to B Attempt to equalize commercial loads between hours when generating logs NL8 s log generator has 2 conflicting goals when generating a log 1 good horizontal and vertical rotation of customer s spots into all allowed hours and 2 even spot loading in each hour This setting tells NL8 to give priority to equally filling log hours over trying to equally rotate customers spots into every p
30. nvoice I Carbon Copy EMail to AccountRep eMail Message 4 Broadcast Invoice is attached for payment No paper Invoice will be sent Please notify your Account Representative immediately of any discrepancy Thank you for prompt payment from this Invoice Test E Mail Close e mail Subject This is the text to be included as the subject of the e mail when this type document is sent e mail Message This is the text to be included as the body of the e mail when this type document is sent Carbon Copy e mail to Account Rep If checked and if you have entered an e mail address for the Account Rep the Account Rep will be carbon copied with a copy of the Document by e mail q Test e mail This attempts to open your e mail program and send a test e mail Page 2 20 Natural Log U ser M anual 2 12 Account Rep Setup Natural Log uses the term Account Rep to refer to Salesmen This section allows you to enter and edit information on your Account Reps To enter this section from the Main Menu select Setup Account Reps w Account Reps Bm x File View Tools Help amp g vA Print Help Close New Delete Accounts Goal Totals Sort List by AccountFiep Name E Name AccountRep eae Doorknob ID Account Rep Name Accounts a Default Commission on Direct Sales 0 0000 eName 06 Albert Doorknob 0 Default Commission on Agency Sales 0 0000 Allen Hedge 1A Corey White Default Co
31. on t want trade or promo spots to show up as charges on customers accounts but they do want to be able to assign a value to the spots This Revenue Type setting allows you to tell NL8 to create an invoice for an order assigned this Revenue Type but not post a charge to the customer s account receivable You would set this to No for the Revenue Type and assign that Revenue Type to the broadcast order Note Invoices marked No for Post2AR are automatically excluded from customer account statements AJR Aging reports and A R Reconciliation reports Orders and Invoices marked No for Post2AR are not automatically excluded from all other reports unless that Revenue Type is excluded from the specific report format This includes Transactions Invoiced Sales reports Customer Billing History reports Order Rates reports Log reports Inventory reports and Sales Projection reports Natural Log User M anual Page 2 27 2 17 Time Class Setup To enter or edit a Revenue Type from the Main Menu select Setup Time Classes Use of these classes is Optional but is included for your optional use See Using Time Classes below for the specific instances when time classes should be used 444 Sample Time Class Setup File Tools Help O x amp x New Class Delete Class Print List Help Close Drive Times x ReName Spots for this Time Class May Run within any of the Times for the Days Listed below 3 00 00 PM 7 00 00 PM 10 00 00 AM 3 00
32. one is to be applied as their default tax rate When entering Orders the Tax Rate on the Order will default to the Customer s Tax Rate but may be changed during Order entry This allows you to have taxable and untaxable orders on the same customer account See Tax Reports Natural Log User M anual Page 2 29 This page intentionally left blank Page 2 30 Natural Log User M anual
33. ons For Traffic Orders Billing R and Reports modules with Allow or Read Only Permission permit access to accounts belonging to x Any Account Rep i Cancel UserNames and UserTypes When you click New User or Edit User the NL_Administrator can enter information for that user Each use must have a unique UserName and be assigned to one of the User Types q NL_Administrator Can do anything in NL including setting permissions for other users q Sales Manager Allowed to review and approve orders for air if Sales Manager approval is required Also may have any additional permissions granted by the NL_Administrator q Traffic Director Allowed to review and approve orders for air if Traffic Director approval is required Also may have any additional permissions granted by the NL_Administrator q Account Rep User permissions are defined by the NL_Administrator User Module Permissions Each user may assigned any of the following permission levels for each main module of Natural Log such as Traffic Logs Billing A R etc q Allow The user can do anything within that module q Deny The user may not enter that module q Read Only The user may view that module but may not make any changes User Account Rep Restrictions The user may be restricted to viewing and if allowed editing items that belong to a specific Account Rep salesman This allows you to set up a salesman as a user in NL and only al
34. ossible hour All customer s spots will run within the time window ordered and will rotate into different dayparts and hours but they may not rotate absolutely equally into every possible hour when this option is selected B Prohibit Same Announcer Voice back to Back this stations Logs B Prohibit Live or Call In Spots back to Back on this station s Logs See Copy manager voice in section 4 01 and Description Note in section 3 07 to designate live call in spots Station Return Address Optional Logo This is the address to be printed as the return address on all documents for this station such as Confirmations Invoices and Statements You can add an optional small logo by right clicking on the Logo button or in the Logo picturebox If you do add a logo you are responsible for assuring proper dimensions NL does not shrink or expand the logo NL just prints it as is The printed logo should be approximately the size of a first class postage stamp Generally any Windows compatible graphics file format is supported bitmap etc The Logo is printed to the left of the station return address on the documents Station Document Formats Order Confirmation Production Order LogSetup InvoiceSetup Account Statement Natural Log User M anual Page 2 9 2 05 Order Confirmation Format Natural Log allows you to set up document formats for each NL station as well as a Multi Station format for situations in which more than one station appe
35. py of the Invoice q Page Margin Font If you desire you can change the page margins left right and top bottom used when printing this Document You can also select a different font and or font size Warning Font sizes above 12 are not recommended because larger fonts allow too little information to be printed in a column q e Invoice On the invoice format in the Setup Administrator Controls Station Settings Document Formats section if you use the Encoda SpotData electronic invoice clearinghouse you must click the e Invoice button to enter certain station specific information such as the 4 letter call sign used for the clearinghouse to identify your station the band AM or FM and the media type Radio TV or Local Cable q Print Sample Sends a sample Invoice to the printer Natural Log User M anual Page 2 15 2 08 Invoice Affidavit Format cont Invoice Heading This is the large typeface page heading to be printed on the Invoice for the selected station Message for All Invoices This is the small typeface message printed at the top of every Invoice This can be anything you want such as payment terms reminders etc or may be left blank Paper Type You may print this document on the following paper types B Blank Paper This draws the entire document including form boxes and lines return address and if used logo B Letterhead This draws the entire document including form boxes and lines but not th
36. rinted forms are not user configurable and must match the NL8 format Show of Broadcasts on Statement If checked NL puts a line showing the number of broadcasts as a description on the Statement This adds an extra line to each entry but also creates a more readable Statement and is particularly useful for station that do not send Invoice and only send Statements Please Pay This Amount You can change the Please Pay This Amount text shown to the left of the Statement Total This is useful for some non commercial broadcasters that want to reference donations or pledges rather than amount due Past Due Messages These text lines may be left blank if not used If they are used the appropriate text is printed at the bottom of each Statement depending on the maximum age of the unpaid balance on that Statement Page 2 18 Natural Log U ser M anual 2 10 Data Entry Default Values Natural Log allows you set the initial default values for new Customer Accounts Broadcast Orders Order Lines and Copy Manager To access and set the default values from the main NL menu click Setup Administrator Controls Default Screen Entry Values 444 Sample Default Values for New Customer Orders Copy Customers Statement Type Open ttem Statement Cycle C Calendar Month Finance Charge jo x Per Year Credit Limit 0 00 X Account Rep 00 House Accounts x Revenue Type C CashSpots i stst iY InvoiceT ype Times Rates
37. rtisi i CCA LY Any ayana Agency Name Friedrich Media Services Dave And Dave Advertising Agency IDB ID for Electronic Invoice delivery Friedrich Media Services Marcia Wiggles amp Associates Biling Name Friedrich Media Services SOSOSC S S S S Media Buyers Media Minus Address Accounts Payable 44 Sample Agency Setup File View Tools Help Mike Meyers And Assoc aaa i5a15BlackCaryon SCS City State JArywhere TX Zip e000 Ct Telephone 210 555 5555 Fax sss Contact Name JDonFiedich O Salutation Ge Contact E Mail Natural Log U ser M anual Page 2 23 2 13 Agency Setup cont New Sponsor Default Values Except for Agency name and AgencylDB the data required to set up an agency is mostly the same as the data used during customer entry See 3 02 for a complete description of these data entry values If you make changes in these agency data records the changes will become the default values for any future customers entered for this agency The values do not automatically apply to customer accounts existing before the data changes If you make a chnage and want to apply the new agency values to all existing accounts assigned to the agency click the Apply gt Accounts button Use this with care as there is no mass undo if you apply something incorrectly 444 Sample Agency Setup ii Ea File View Tools Help amp g 3 Print Help Cancel Close Agency Information iNe Allen s Ad Ag
38. ted billing as Gross Net Gross Tax or Net Tax If you select one of the Tax options to display the projected billing on the confirmation tax will only be included in the projected billing total if the order calls for tax to be assessed Bottom Message for Order Confirmation This is the small typeface message printed at the end of the Order Confirmation This can be anything you want such as contract language or verification language Natural Log User M anual Page 2 11 2 06 Production Order Format Natural Log allows you to set up Document formats for each NL station as well as a Multi Station format for situations in which more than one station appears on a Document such as a multi station order If you are running only one station you do not need the Multi Station Documents If you are running more than 1 station you must set up a Document format for each station plus the Multi Station Document format Single Station Natural Log s individual Station Documents are accessed from the main NL menu click Setup Administrator Controls Station Settings Document Formats Multi Station Natural Log s Multi Station Documents are accessed from the main NL menu click Setup Administrator Controls Multi Station Document Formats w DEMO AM Production Order Format p x Production Order Heading DEMO AM Production Order CopylD First Scheduled Copy Label ScriptiD Bottom Message for Production Order
39. tion s have a past due balance on the account the credit balance first offsets the past due balance the finance charge is assessed on this net past due balance and this net finance charge is allocated among stations with past due balance 2 If the finance charge applied is the minimum finance charge amount this minimum finance charge is allocated among the stations that have a past due balance on the account In this way the minimum finance charge is applied to each account only once per period Natural Log User M anual Page 2 5 2 03 User Permission Settings Natural Log allows the NL_Administrator significant control over what individual users can do in NL To enter the User section from the main NL menu click Setup Administrator Controls User Permissions Then click the Users Passwords tab lt a Sample User Setup Users Passwords M Require User Login Sales Manager Traffic Director V Remember Last User NL_Administrator NL_Administrator New User Edit Permissions Delete User View User Log Require User Login To have user permissions in effect you MUST check the Require user LogIn checkbox If checked NL also keeps a User Activity Log of any activity of the user such as changes made to accounts and orders If this box is unchecked NL does not prompt for a UserID or password during startup Remember Last User If you click Require user LogIn you also click Remember Last User
40. to send Order Confirmations by e mail you can set the text of the accompanying message as well as signal NL to automatically carbon copy e mail to the Account Rep a copy of the Order Confirmation q Page Margin Font If you desire you can change the page margins left right and top bottom used when printing this Document You can also select a different font and or font size Warning Font sizes above 12 are not recommended because larger fonts allow too little information to be printed in a column q Print Sample Sends a sample Order Confirmation to the printer Page 2 10 Natural Log U ser M anual 2 05 Order Confirmation Format Order Confirmation Heading This is the large typeface page heading to be printed on the Order Confirmation for the selected station Paper Type You may print this document on the following paper types B Blank Paper Draws the entire document including form boxes and lines return address and if used logo B Letterhead Same as Blank Paper but does not draw the return address and if used logo B PrePrinted Form Prints only the document data and assumes all form boxes lines addresses and logos are preprinted Contact the NL8 developer for a sample form These preprinted forms are not user configurable and must match the NL8 format Compute Projected Billing for Order Confirmation based on The Order Confirmation includes a table showing projected billing You can have NL8 display this projec
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