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Traffic User Manual - Terias Consulting Ltd

1. The Schedule Colours menu allows you to choose from a selection of colours and use them to colour code various stages or events The colours along with the names that you see against each colour are set in Administrator and this is covered later on in this manual By clicking on colours in this window you can set different colours for your stages The effect of this can be seen in the Job Schedule June Rebrand Project Print Se Pill aT 65384 3 a If you set the same colours on similar stages across all your jobs you can use the Job Schedule chart to easily identify when key stages or events are coming up across your whole business for example all dates when invoices should be raised or dates of final delivery of work k rho ausa ede tran har ee oe Drag and Drop Scheduling is a new option that can replace the static Staff Schedule and Job Schedule in Traffic You can choose to use whichever method you prefer however the two cannot be alternated between once set Getting started For a job to display on the drag and drop schedule it must have been estimated and scheduled in the usual way within Traffic and the add to Staff diary button clicked Please refer to the general section on scheduling for more details on this Drag and Drop Scheduling can be accessed from a number of places within Traffic The schedule uses web elements and there is a short loading time but when the screen opens it will loo
2. 284 Master stages Each job type could include any number of stages To add these first ensure that the Job type you wish to work on is selected by having the square button clicked beside the name Then start adding your master stages to the central area of the screen one by one Name each stage and add a chargeband for each Master tasks You can also build master tasks against any stages that you need them To do this remember again to ensure the correct stage is highlighted first and then fill in any tasks as required to the right of the stage These tasks must each have a name and chargeband associated with them Format and iteration options You ll also need to name the format or profile label in the lower left corner and decide what the iteration label will say Size no of pages The profile label allows you to store profiles for the same type of work that vary by format e g a leaflet could have separate job profiles for A4 A5 and A6 formats So depending on job type format names could be size complexity shape etc The iteration field is used to increase hours for any stages that you set as variable cost So as well as choosing a leaflet to be formatted in either A4 or A5 you can also use a second variable value for the amount of work involved if the job is going to be longer or more complex Suggestions might be number of pages for print jobs number of screens for web jo
3. TEE eranl a p spairn Creating a Project To create a project From the Projects area click the new project plus sign You now need to choose which client the project is for Type all into the field labelled enter the client s name to list all the i companies in Traffic or type clients to see all your clients or just type in the name of the client or the Client Code Select the client for this new project by clicking on their name in the displayed results in blue On the right of the screen click the red plus button beside the create new project for option name bro f e create a new project for brookmans stina projects for brookmans roject title a eated by Brookman s Summer Exhibition 24 Jan 2007 louise barr Ib New Branding website 29 Nov 2006 nikolai clark nc New PR Campaign 29 Nov 2006 nikolai clark nc Saaga o 88 3 5 amp 6 6 6 si0 5 S NN g o Second branding project 12 Oct 2006 nikolai clark nc New Branding project 12 Oct 2006 nikolai clark nc New Tags Project 10 Oct 2006 nikolai clark nc New Media Presentation 25 Sep 2006 nikolai clark nc o 8 8 23 4 testing events 26 Jul 2006 ikolai Confirm to create a new project and type a name when prompted for your project Note You can see all previously raised projects for this company listed on the right hand side when you click on their name in the display of search results This may stop du
4. S Adding expenses to your estimate If you wish you can also mark expense lines on this screen so that they will appear on your Estimate Using this function you can show certain expenses to a client prior to the job being accepted To mark an expense to appear on the estimate amount billable est notes check the box under the column headed est at the ae far right of the estimate item line This function has TUNAO x no bearing on whether you can bill for the items or 0 00 x not it merely makes it appear on the Estimate layout Adding custom expenses If you need to add a one off expense that isn t set up to appear in the drop down menu you can make the line item editable by clicking the pencil icon that appear on the far left of the item line which will allow you to over write what is available from the drop down fields Making expenses non billable lf you need to add an expense that isn t intended to be billed to the client you can use the setting to the left of the line where you will see an option that can be set by clicking on it as either bill or non billable Line items set to bill will come up at invoicing in the normal way to be included on the invoice Line items set to non billable will NOT be included on the invoice It can be useful to pre set certain expenses as non billable but do remember that there is another opportunity to make this decision at the point o
5. 01442 874391 gt Ou F J L F Er s J E meea a a show staff from founda F 4 I E i a P i he AcNatton Paper Supplies address 2 Northbridge Road website http www connektcolour com ii N me i i a companies Nikolai Clark Ne Modified Fri 18 Apr 2008 By Nikolai Clark Ne Once you click on this link Traffic will take you to the People section and display onscreen the records of all staff who work for all the companies that were found by your previous company search You can now set these people to a people list as described above giving you a list that you can use to contact all the people that work for certain businesses rho eon ede epee har ee oe Sohnar Limited Sehnar Howse 1 Glenthormme Mews WE OLJ Hammersmith Sohnar Limited UK Gisagaig Get In Contact allows you to create a record of the contacts you make with people listed in Traffic A contact record could be a log of a telephone conversation or a record of an incoming letter or email It can also be used to produce outgoing letters and emails people projects 00e Contact Record letter email call C Richard Sands ploy Sohnar L Support Manager on 020 8600 phone letter details fax 020 8600 7528 website www schnar com ndusiry sector Scttware e008 Contact Record solutions _ oD Source supplier E yes courier Software client Tue 17 Mar 08 les sales To open a contact record click on the get in contact icon this
6. Hea miia eranl a p zra riren 1 53 TIMESHEETS Traffic users can record accurate and detailed timesheets of work carried out in the studio These timesheets can be viewed in reports and while monitoring a project There are several ways of logging time in Traffic all of them quick and efficient Timesheet Week The Timesheet Week icon appears in nearly every main tab of the Traffic system and looks like this Click on this icon to open up the Timesheet window Me l Timesheet Week _ 13 lio december 2010 add oe fore when adding new time you musi select the plus button on the left hand side of the screen TADA 4 This window allows you to record time against any current job in the system You can also use it to review your submitted timesheets over previous dates as well as amend and delete them if required For this reason it can be thought of as the master timesheet as timesheets submitted via all other methods appear here Lal Hha taal kosi far craaliran 1 54 The steps to take to add a new timesheet using this window are as follows Select the date The timesheet window automatically opens up with the current week displayed and today s date selected You can add time for a date other than today by using the seven weekday tabs at the top of the screen If you need to go further back than one week there are two navigation buttons that will 7 move through the calendar a week at a time
7. Move to first gt ove to Move to revious record next record 6o0f9 9 at _ _ Move to last record Preferences The preferences area shows List of divisions the member of staff is a member of Diet Disability Email signature requirements You should not need to make any changes here before you begin to use Traffic apart from setting up the preferred email signature preferences notes next of kin Management clients pauls division list 1 Sohne email signature show name Q yes Ono Paul Foreman show job title yes ino Crestive show ext yes Ono s tel 020 8741 3981 ste Ooo rf 4 Ves nea I Sl ELETE Es email pforeman sohnar com show mobile yes Ono diet show fax yes no ity fs edits lars i iia di This area is optional and for storing information only Next of Kin This area is optional and for storing information only Management Information under the Management tab may be confidential Dri maal o ir oien 279 preferentes motes next of kin management clients set res te ernoperu MOT motes last review 2nd January AUU i salary 30000 cumency GAP review hourly rate 26 67 day rate 200 00 15 04 2006 woking days 270 hours per day 7 5 previous tax number fee cost type fixed mext ni number ME 12 34 440 change out rate last team leader holidays _ sick leave B gear reviews nest review 2 Save Salary Type in the annual salary for the member of staff This may be used t
8. 210 Brochures FW 370 50 247 00 0 00 211 print brochures Daki 450 00 300 00 0 00 The figures in the light green box show the cost that appears on your estimate and the figure in the pink box shows the amount you are paying the supplier for these costs or services The box on the right will show the invoiced figure if you enter a purchase invoice for the cost Profit Shows figures relating to profit for selected job s summary actuals invoices orders profit PEBE E 9290 00 1320 00 7970 00 2 622 50 E 313 20 2 508 30 ard priy 0 00 E 0 00 E 0 00 E 236 00 235 00 E 314 00 aane agas aes 42 The columns show estimated income costs and profit then billable actual income cost and profit plus totals at the bottom Sled wes ail ea es e 187 Additional Project Summary Functions There are still more functions available on the right hand side of the project summary Screen o g im house m u m pm Prgj i y St ee ee ui m mai ehange elert ows e s m 5 n bmt im z weer Pel in ho Add to my projects list Click this button once to add a link to this screen to your main projects home tab In house Click this once to set the project as in house non billable Change client contact Allows you to reselect the main client contact person for this project View Sign off sheet View a special end of project feedback sheet that you can fill in and or
9. actuals estimate 3rd party costs axpanses il avent sat colour stafi deadline days signoff gantt axt notes ar Nikolai Glark i 0 NC HOLIDAY i o amp rr Clare Kristensen pi o GK HOLIDAY Ii C o Diana Sullivan a a 0 x Mon Tue Wed Thu Fri Sat Sun 31 l 2 3 4 5 5 7 5 9g 10 11 12 13 14 15 16 17 IB 19 20 l 22 23 24 25 26 27 Remember to click add to staff diary This puts the holiday dates into that person s Traffic diary under the stages and tasks section hammi krl far crestives 248 The scheduled holiday dates can now be seen on Smart Scheduling Drag and Drop and in Airtime If you have calculated the correct amount of hours work for the period of time taken off the chart will show that person as fully booked for the duration of the holiday booked The other advantage of a holidays project is that staff can fill out timesheets against the holiday jobs created and therefore still keep a full timesheet record Creating an ADMIN Job Some Traffic users create something similar to a holidays job to record timesheets spent against non chargeable time like meetings staff training and admin work The set up is just the same create project mark as in house create jobs so it is up to you how the jobs are titled and how many stages they have Sample Project and Job names jobs job title brief billing status nv deadline Sample Stage titles ard party cost expenses schedule actuals
10. l be given an exact duplicate of the master job type which you can name by amending the row title which will currently say new Profile Example Leaflet Beside the name is a column headed format fill in a description of the format you wish this profile to be Example A4 Amend the production stages and tasks as required for this type of job Under the column marked hrs add the amount of hours you estimate each stage or task will take This is required to calculate an immediate estimate when you import profiles into jobs More stages and task can be added or deleted at this stage without affecting the master job type Stage names and colour settings Optional You can set a specific label and colour to the stages of each Job profile which will show up in scheduling and reports of stages Use the ties smelled Deal barr rien 286 colour bar on each stage line to select a pre named stage title from the list The name of the stage and an associated colour will be included as part of the profile for reporting purposes You can also add staff member names to profile stages if you wish but you may want to leave this and manage staff allocation when you raise individual jobs Cost spec types Here you enter details of specifications for work you buy in This could be pictures from a photo library or printing from a printer When you use Traffic you will have records of suppliers and the type of work they do
11. the differences are as follows Raising a work request is done in the same way but the requests do not go directly to the person chosen when submitted Instead they go to a special holding area and must be issued from there by the Traffic user acting as Studio manager A request will only appear in the recipient s diary area once the studio manager has checked it and authorised it They may even decide to re assign the work request to someone other than the originally intended recipient Once the studio manager has released all raised requests the rest of the details are the same as those listed above The important thing to remember with Studio Manager option is that no issued work requests will appear in the diary area of any recipients Clicking on the icon called studio manager opens the holding area of raised requests This icon only appears in the main work requests area of Traffic aami Pie lar erie 1 51 Click on this icon and the Studio Manager window will now open Here the studio manager can see all work requests raised in Traffic ANDO Studio Request List New Work Requests x w request deadline requested Dy final amends 25 june 08 12 00 00 an Wheatley Jv colour prints needed urgently 19 june 08 10 3 n Wheatley Jv re programme first page 27 june 08 11 00 Nik rk N bug testing e The window displays all requests in the order they were created It has a refresh button top right to upd
12. As well as this you can click on any date in the column of dates on the left hand side to immediately display that date in the Day to View screen Current month displayed lt lick this button to go to today s date 2 Cod Pa _ ___ Click any date box to display that date in Day to View mode cn Regardless of what date you are currently viewing the Iil 4 current date will be marked with three red bars d Entering Appointments Appointments can be entered for any diary date and have various setting options To enter a new appointment Select the relevant diary date Click on the time you would like the appointment to start You can choose any half hour time band from 8 00am to 6 30pm The following appointment window will appear Traffic System Message Add New Appointment appointment title Staff Meeting Type in your chosen appointment name in our example it is Staff Meeting and click Yes The appointment will be listed in your Traffic Diary 5 00 8 30 2 00 7 30 10 00 Staff Meeting x 10 30 To change or add any further details to this click on the appointment name in the diary to open up the appointment window ASO Appointments Date 2 1 thursday options october 2010 diary date Thu 21 Oct 10 end date Thu 21 Oct 10 priority Time Start time 11 30 am and time 12 30 pm options O mon
13. Billable value of estimate for each stage ACTUAL Billable value of actual hours worked so far LEFT TO BILL Value of work not yet billed INVOICED TO DATE Value of any invoices raised so far if they included this stage STAFF COST Cost to you of staff working for the hours logged based on salary details in Admin area of Traffic Invoices Shows any invoices raised for selected job s Note that clicking the blue link invoices on the far right of the screen also displays this view summary actuals Invoices orders profit Ti iit job codes sued date CR 11 22 161 a0 gsued B6 00 E 5 ie a 10 22 1a 2 10 credited E 55 00 E 450 00 0 00 150 00 1 0 00 70 00 The figure in the pink box is the invoiced amount If you added any discount to the job totals before invoicing it this discount figure will appear in the light green box Clicking the green arrow button on the left will take you to the sales ledger area of Traffic and show the full invoice If you have raised any credit notes these will also be listed here clearly marked with the letters CR If any invoice has no number this means it is still pending A total appears at the bottom of the list Hes amerij lice 4 m P eo ET 1 86 Orders Shows any orders raised for 3 party costs for selected job s Note that clicking the blue link orders on the far right of the screen also displays this view Summary actuals invoices orders profit
14. Courier invoices created can be searched for under the purchase ledger area on the Traffic Invoices tab Dri maal o ir oien 227 The Sales area within Traffic allows you to create leads and new sales track current sales and add estimates to existing leads and sales You are able to add actions notes and follow up reminders to any sale or lead you have created The sales targets allow you to set targets for individual staff members review monthly sales targets for teams and individuals and review the monthly sales figures based on sales won and lost There are also reports showing sales forecasts and best case scenarios Sales set up in Administrator Before you add new sales into Traffic you need to make sure you have some details set up in the Administrator area To find this area go to the Administrator area and click on the sales cycle tab on the lower right of the screen Sales Cycle Here you can list your own stages of how a sale progresses from start to finish There is a description field for the main way of identifying the stage and a second field for adding further detail to the Stage You might want to use this to identify the actions you carry out that identify the stage of the sales cycle for example a stage called sending our company brochures might be something you identify as a very early on in the stages and a client meeting might be your definition of what you will do when the win proba
15. g k Er D r AE wi E me j E L E ime D0 If you click rate the chargeband value will be adjusted to achieve the desired result in our case 450 but the estimated time won t change hrs band rate optional estimate e G75 E 450 00 Bear in mind that by doing this you may create new time or cost figures that are not whole numbers rho ausa ede tran har ee oe Creating Estimates using Job Profiles The second way to create an estimate is to use a ready made job profile It is far quicker to raise an estimate using profiles and you will be able to quote in seconds for jobs that you have done before These are stored in the administrator section of Traffic and are pre built templates made of all the Stages and tasks needed for jobs that you do frequently A whole library of profiles can be created and stored and they can be used over and over again Creating profiles will be covered later in this manual under the Administrator section Here we will look at using them Importing profiles To import a job profile you must define the type of profile you wish to bring in by using the fields at the top area of the main job screen Begin by defining the job type All your profiles must come under one of your main job type headings These are typically things like design for print design for web brand identity and so on 1 SOH Seen 2005 Mowsioiar job type Design for print In oth
16. mi traffic the essential tool for creatives Traffic User Manual CONTENTS GCLEING Sal COC EE E E E E E E E E 6 SEIS TAE rar EE A nen AE EEE E EA EAE 6 Finding your way around sesssseseseeseseecesescesesceecsceeceseeceseecseeeeo 7 Te DIAN n E E T 10 FAVO OE ora oE E EE EEEE EN EEEE E EEEE E EEEN EEEE EE AEE EE 18 COMPING S orrira resen E E E S 19 Adding a new company record ssssessesessesescecesceceseecesceceeeseeeeee 22 Deleting a company record sssessseesesescescscesesceeceseecesesceeesceeeee 25 SINS SUS E PE APNE E P E E E E E E 27 POODI orerar a A E EEE E oeanioaeieecews 29 People searching by Company sssssseesesessesescesesceceseecesessesescseeeee 30 Adding a NEW persSon sssssescscescsceecesceecesescesescesesceeesceceseeceseecee 30 Making Lists Of PEOD peccsirii tss eneses enen EENAA ENESETUNNE ANENE EA 32 Outputs from LiStS sseseseeseseesesescesescesescesescecesceecesescesesceeeeo 33 RGU TY O a g T EE E E E A A E E E AEE 36 FOUOW UD aC UON eE E ES 38 Using Templates cu cecccescceen coteceas esn TEE NE 40 POJO CES aasan EE E ER 44 Projects the structure sssessssecsscseceseecesesceoescecsececeseeceseecsoeee 44 PINGING POTEC E a EEAS 45 creatino G PFO lCCCscssncconcannaeoecsct eens webs ges cereessueeasonweeseosenceesues 46 Tine PROVECE SINGS arni E E E E EN ses 47 POJO ES UO cccnseendeencessscsntcsetesnseesieeueccsducusnsstescsuessueescseduaeces 49 JODS ccevtaueiec
17. the eeseresiel eranl bore rire 21 5 deleting bookmarks to projects you don t need to look at regularly any more The red x button at the right of each line will delete the bookmark Deadlines Shows any job that has a deadline coming up within the next 14 days my projects ready to bill over running active missing pa workflow find projects 13 14 15 16 17 18 13 20 21 65288 1 To the Jungle June 2008 16 7 2008 OoOo 65264 2 June Aebrand Poster 16 7 2008 hz Ready To Bill This tab allows you to look through your work in progress and see where billing opportunities are A full explanation on this appears in the following section In the Project and Jobs area you can use two functions The Done Button On the Project Summary screen the done button has a very simple function it leaves a history note saying that the stage is completed It has no effect on finances but it does remove stages and tasks marked as done from diaries and the job schedule rap rE oa c Zz ok a afg Fo a oe avents brief oy ati start Gays dead First Stage ot age SEKFA silage q0e 1 25M 1 1 OBA i lt i 1 Ot Mi The Inv button This button appears in 3 places but it is the same button and has the same effect whichever place you press it At Job level where it says mark for invoice under the job type description client view job mark for invoice Marked rho eon ede epee hap ee ET 21 6 At
18. 100 a EL Browse To set new colours simply click on the colour you want on this strip hold your click button down and drag and drop the colour into one of the spaces provided in the table Once set the colours will apply to ALL reports that have coloured areas however the colours can be changed at any time report colours report colours Ea subheading ih Before adding colours With colours set We recommend that you ALWAYS set colours as some text may not show up correctly if all the report headers are white no colour Reports Breakdown The Traffic Reports manual As already mentioned because of the large number of reports Sohnar have produced a separate manual which details them Therefore to see a detailed description on all the newest reports and how the information in them is compiled please refer to the separate manual on Traffic Reports od ennai eranl ler E 245 The Traffic system allows you to mark whole projects as in house to make them non billable What follows are some suggestions of how this function might be used Holidays Traffic can help you plan around staff holidays if you create a project and set up stages and tasks for your staff hours to be scheduled when they are on holiday This means that when you check your Staff Schedule you can see which staff are unavailable Preparing a Holidays project Make sure that your own business is set up in Companies You might want to create an
19. 31 12 2006 20 04 2007 16 07 2007 08 06 2007 18 04 2008 job status accepted accepted accepted accepted accepted accepted accepted accepted accepted accepted accepted work in work in not billed not billed not billed not billed work in work in work in work in work in This screen shows you all jobs in the system with further details like status deadline date etc You can also filter results on this screen using the radio buttons along the bottom Clicking these will show different results show all show current show pending show accepted show active Show over running When the results are on the screen you can also sort them by any column by clicking on any one of the graph icons above the columns TEELE eranl ler es Hori 221 Courier costs can be added to jobs as an expense type but you can also set up courier companies in Traffic This way you can manage all your courier costs for each job and have the ability to match orders to courier invoices each time you receive one The courier system allows you to match several orders for couriers to a single courier invoice Please note that you cannot add courier orders to an ESTIMATE Setting up Couriers in Companies The Couriers area allows you to add rates for your courier companies This can only be filled in if you have a company set up as a courier in Traffic To do this simply enter the company details as normal mark them as a Sup
20. 65283 1 a freelancer did if 652822 amends eee yb list 65282 1 We USS coUuners rroject name job name client code 65281 1 courier far abroad 6200 1 charging for couriers 65279 1 sunsolash website 6827871 testing bill sat amount E5277 1 magazine adverts rho eon ede epee har eee You can use the current jobs or my jobs radio buttons to refine the search my jobs will list jobs that you are in the team for current jobs will list all active jobs If you want to search for a specific job use the quick find window above the list of jobs to search by job name client name or project number Choose the relevant job for the work request and click on the job title line to move to the next step Work requests can only be issued for jobs that already exist in Traffic In the next window choose which stage your work request is for Against each stage title you will see details of how many hours were estimated for the stage and also how many actual hours have been logged so far ADO Work Request _ 2 select a stage enter the allocated hours and select the stage to be worked on x task title act gt an Esti m ated h o u rs design concept 6 and actual hours design development 7 N per stage Stages list artwork 6 print management 9 0 T print delivery date amends Details of selected add unallocated hours gntimeon 65284 3 June Rebrand Project Leaflet Adrian Br
21. Dg og og amp amp og Bg aff names column weekend working gt Oyes no schedule forwards backwards realtime X 1 show on job schedule yes Ono help Al Created Mon 8 Nov 2010 By Admin User Au Modified Fri 12 Nov 2010 By Admin User Au jobs schedule x Even if you do not plan to create a full schedule for your job it is recommended that you set a job START and DEADLINE date Btraffic rho eon ede epee har ee oe Setting a start and deadline date The start and deadline dates for the job start date can be typed into the appropriate fields at rr uous o the top of the main job screen You can 4 Aapiizoos ty access this in both the estimate view and Sun Mon Tue Wed Thu Fri Sar the schedule view of the job screen edle 16 7 8 9 10 1 1 T 13 14 15 16 17 18 19 20 21 22 23 4 25 20 If both fields are empty simply type the 27 28 29 30 required dates into the fields or select Today 19 05 2008 from the drop down calendar that appears You may notice when you come to fill these dates in that these windows are not empty Is the start date is already filled in Traffic enters the current day s date as a default start date when you create a job you can over ride this Is the deadline date is already filled in If you import a job profile that contains hours Traffic will use these to estimate the minimum time needed to complete those hours with a minimum of one day per st
22. Divisions The options you select in Divisions will override those set in System Settings To access Divisions click on the icon underneath the main dashboard in the Administrator area If your business has Traffic with ONE division you do not need to access any of the following tabs Preferences Staff Invoices Interfacing Terms amp Conditions Efficiency Curves Management Please do not alter information under these tabs unless specifically asked to by Sohnar Support staff Holidays The Holidays area ensures that Traffic has information about non working days This may be particularly useful when scheduling work as days added here will be skipped automatically when schedules are created date holiday 1 january OF new years day no A 24 dacember 07 chrisimas eve no A 25 dacember 07 christmas day no A 26 da armber 07 boxing day no A 2 december 07 closed no studio closed A x To add a non working day Click into the first empty box under the date field Type in the non working day using the selected date format e g 03 03 07 Type the reason for not working on that day under the holiday field e g Bank Holiday Type No under the Working heading Add any notes required e E rnold 277 STAFF The Staff screen is where you enter details of all your staff Some of this information is confidential and should only be entered or accessed by an appropriate member of staff When Traffic is installed access to t
23. Excel Export of schedule It is also possible to export the set of dates in your schedule to an Excel spreadsheet by clicking the Excel icon which is also on the far right of the schedule screen x signoff gantt ext notes Please note this does NOT created a gantt chart in Excel but it does transfer the dates to cells for you to use in a spreadsheet sample shown below gt B C E F 1 title staffCode stageStartDate Display stageEndDateDisplay prodDays EI stage Research 0 11 10 44 11 10 2 3 stage Design Concept 12 11 10 2 11 10 1 4 stage Design Development 5 11 10 5 11 10 1 5 stage Copywriting 6 11 10 6 11 10 1 6 stage Artwork 7 11 10 8 11 10 2 7 task First drafts 7 11 10 7 11 10 1 8 task Presentation artwork 47 11 10 7 11 10 1 9 sage Project Management 9 11 10 19 11 10 1 Hha poe epee har ee ee Other schedule print options If you prefer to have a document style schedule rather than a gantt chart there is one available under the outputs option which can be found on any job screen in the very top right hand corner BERKELEY 2 Autumn Range for Dave Porter at Berkeley Inspirations Ltd tel 01753 696722 e Mitraffic the essential tool for creatives p Poster po amount system message over running deadline ooooooogom 3 EJ EI EI fx E El EEI a e a BPiOwewererere 23 discount A This takes you to a screen that includes options to print save or email a n
24. This may then be used in documents in the system such as the invoice Hidden Stages Traffic allows you to hide stages from your estimate which is commonly used when you do work that is not client facing or to temporarily remove a Stage from the estmate This option affects the printed estimate document and in turn the invoice Select Include costs if you would like any costs marked as hidden included in the final total on the estimate Choose Exclude costs option if you do not want the hidden costs to appear in the total estimate figure The recommended setting is Exclude cost so that you can remove a stage from the estimate but still keep it in the system for your own reference Including the cost of hidden stages would lead to an estimate with a total that does not match the stages that appear on it Expense Types Expense types are standard prices for studio supplies travels expenses etc A local expense type is one that only applies to the division in which it was created The recommended setting is Global Global expenses apply to all divisions In companies with a single division of course there is no distinction Mark Up Rate Input your standard mark up rate for costs and expenses The mark up rate may be changed at any time for individual jobs and cost items but this will be the default flea pans alal eal bar cree 2 1 You can also set company mark ups for individual clients when y
25. Time Allocated 10 00 Thu 29 07 0200 L Scrollbars A g 00 Strategic Planning ompany ohnar Limited Project 2010 Product Launch Job Summer Drinks Rebrand Title Strategic Planning Time Allocated amp 504M Target Market Establishment xxx Ea oompany Sohnar Limited Project 2010 Product Launch Job Summer Drinks Rebrand Title Target Market Establishment xxx Time Allocated 10 00 30AM Concept Company Sohnar ol ed Project 2010 Product Launch Job Summer Grinks Rebrand Title Concept Time Allocated Work is displayed on each person s calendar to run from 9 00am to 6 0 pm by default Any stage or task that lasts longer than one working day will also block out the following days on that person s calendar until the full allotted time period has been covered fone eranl harp srar Example 1 Anne has been assigned a Stage lasting 2 hours This blocks out 2 hours of Monday starting from 9am Anne Chambers AC 2700 0 00 Sam Desk Research 10am liam 12pm ipm 2pm 3pm 4pm Spm Darren Jarvis DJ 9 00 2700 Sam 2 00AM Visual Research Example 2 Darren has been assigned a stage lasting for 10 hours This blocks out 8 hours of Monday and 2 Vian hours of the following day again TZpm Project 2010 Product Launch starting at 9am 1p Job Summer Drinks 2om Rebrand Title Visual 3pm Research Time Allocated 4PM 40 00 itam Visu
26. To create Cost Types Click the square select button beside the line of the cost spec you wish to create a cost type for Click the cost types tab and type your description straight into the first free space on the right When you re happy with the name be sure to highlight the line by clicking the grey square box to the left of the name Now you can populate the cost type with one of your master specs and then customise it Click on the bright green box with the down arrow on the right of the row This will open a window from which you can bring in a previously created spec Choose the master spec that suits this type of cost by using the drop down list named cost type and clicking import spec Modify the list that is imported to suit the cost type you re creating and then close the window Your cost type is now ready to use Cost Profiles Cost profiles are cost types which also includes prices and suppliers This area is optional and relies on you setting supplier prices and being responsible for changing them as and when it becomes necessary job types profiles ds cost spec types cost types cost profiles supplier estimate motes cost option qty rate markup total estimatenotes spec Oskland o ofl Ls 5 Ba c ps E m m me IE i m a kn ba rere 288 To create cost profiles First of all create a cost type that you wish to make profiles for When the created cost type is highlighted
27. Traffic users Add a new access level To make a new access level click the new group plus button at the top left of the screen and fill in the name of this user type in the box marked account group above the central table area Duplicate an existing access level Alternately you may find it easier to copy an existing group and just alter it slightly To do this first select the group you wish to copy by searching for it using the quick find window and then clicking the group name in the results to bring that group onto the main screen Next click the duplicate icon at the very bottom corner of the screen The duplicate group will now appear and you should immediately change the name of the group in the account group field Access Areas For each access level you can now set which main screens of Traffic that user has access to The main areas of Traffic are set per user by using the drop down windows below the account group name If you created a new group you need to add areas to that group as required Each area clicked on will be added to the screen so just move to the next available line to add more a If you duplicated a group the areas of the original group will be copied so you may be deleting areas rather than adding them use the red delete box on any line item you wish to remove If you delete an entire line item for example administrator then it means that the user will not
28. gt mon we wed thu ti 5284 Concentdesion 85279 Dupes 85284 Concept design 1 4 5 f Des Highner DH gt gt mon tue wed thu fri i f Jan Wheatley JW gt ii rE a E a E A 65284 amends 1 67 1 67 1 67 0 _ 1 Lisa O Donaghue LO gt amp s i A mon tue wed thu fri 3 43 Gary Lewis GL gt mon tue wed thu fri 46 48 4B 48 Mitrafic the geri ered a p cree diary people projects orders invoices The Job Schedule tab lets you look at scheduled jobs in a different way This screen displays all deadlines of stages and events of scheduled work in the same view A four week period is displayed and you can view any selected time period and even filter by single clients With several jobs scheduled the Job Schedule screen will look like this Dominion Brochure 65259 1 Rife Website Future rebrand Brochures Flyer web site 6502171 Poster kl 2 k To the k A k Su k New Re k Bro The screen shows each job on a single line and every coloured block on the chart shows the deadline date of a stage or task The Job Schedule also shows events 2 page 65006 1 To refresh the chart you need to set the date range you wish to view at the top left hand corner of the screen and then click the plus button at t
29. june eau Move back one week ____ _ gt Move forward one week a Once you have selected the correct day click the plus button labelled add time at the left of the window to add a timesheet Clicking this icon will display a list of current jobs You can use the radio buttons at the top of the window to view ALL current jobs or just jobs that you are in the team for my jobs Note that jobs that are not current for example closed and completed jobs will not be displayed in either option ASO Timesheet Week See all See just current jobs your own jobs 155 There is also a quick find window which you can use to search for jobs by name number or client Once you find the right job click on it and you will be taken to a window showing the breakdown of stages within that job aSo Timesheet Week On the right you will see the amount of estimated hours for each stage and the amount of actual hours done so far Click on the stage title to continue You may see a further screen if the stage you worked on was divided up into tasks In this case click on the required task name to continue You will now be asked to enter the amount of time you worked This must be a numerical value but it does not have to be a whole number Traffic System Message How much time did you spend on this number of hours worked 2 5 a In our example we have entered 2 5 which w
30. remember this screen can be for information only The marked for invoice option my projects deadlines over running active missing po workflow find projects show all ready to bill job no job title client deadline estimated nvoiced billable a1 test job 2 Sohnar Limited Tue 19 Feb 08 650 00 650 00 il 11 1 Ready to Bill Stuif London Aerial Thu 08 May 08 2 980 00 845 00 When you click on this view only jobs marked for billing are shown This could include jobs with hours or job with no hours because jobs listed here have been hand picked Again you can click on any job shown here and go Straight to cost capture Over running Shows all jobs in which any single stage has had more hours logged against it than was originally estimated You need to click the radio button marked update on the top right of this area to refresh and update the screen The whole job may not have over run but Traffic gives you the earliest possible warning that there is an over run somewhere in it The colour on the left is to show status my projects deadlines ready to bil active missing po workflow find projects job ne job tithe client deadline job status billing status esthrs act hrs H 1 1 Sohanr Test Job Sohnar Limited Sat 31 May 08 accepted billed 20 5 7 2 2 May Aebrand 2008 Poster Lis UK Thu 05 Jun 08 pending net Billed 44 10 ties imei lol Her a 21 8 Active Shows all current jobs pending and accepted with a brief summary of
31. rules The two fields are not linked Add an estimate As the sale gets more likely you may have created a full estimate in the Projects area of Traffic If this is the case you can click the add estimate plus button once the estimate is made and this let you search for select and then link the value of the estimate to the sale NOTE THAT THIS WILL REPLACE ANY EXISTING POTENTIAL VALUE FIGURE The sale is now expected to be the value of the estimate if you win it If you click again on add estimate you will be able to remove the estimate or be taken to the estimate Once added the figure will change if you modify the estimate you won t be able to manually change it from this area Add an action OO Of o ooog This will open a new action line at the bottom of the record It will add your name the date and time of the action and you just need to fill in the details you can also add these action lines manually You can also do this with Get in Contact records the ones in here do not appear in your diary Add more contacts records Use the get in contact icon while in an individual sales screen to make a new contact record that is automatically linked to this sale Mark as won or lost If you mark a sale as won the potential value figure will move into the outcome value window This window can be manually changed on the summary screen If you mark the sale as lost no figure will appear he
32. stage tax code staff hrs band Meetings Internal J Dia ae ee ta ote raining 00 We recommend adding a nominal estimate of 1 hour per stage as Airtime and Smart Scheduling require a figure here to function but no staff names or dates need to be added in Staff can access the job at any time from list views in Airtime but they will probably not be scheduled against it racer ice barrens 249 Client Module is an additional module and not part of the main system PLEASE CONTACT SOHNAR SUPPORT IF YOU ARE INTERESTED IN HAVING THIS MODULE ADDED TO YOUR SYSTEM It comes at an additional cost Traffic User Instructions The Traffic Client Module allows your clients to log into Traffic and see the progress of their jobs and also send you requests This guide details how to manage what clients can see Enabling a client To enable a client select them in Companies and click on the Account tab contacts documents projects Invoices credit contro account band description currency rate acc handler BE x discount senso mark up billing contact credit tarme account Ma Tas billing address VAT reg code nominal code a c package id import default chargabands supplier terms Site password password deactivate show hra true country code Before activating a client they must have either an account handler allocated top left of Account tab above This is to ensure that any inbound client requests c
33. time amp costs time est time totals 54 bill unallocated Action note art and design 8 1con Research 5 Design Concept 6 Design Development 7 On each stage line on the job screen estimate IS ra y co ned xpe tac x h C te p estimate cost opt hide note 0 Research 1 5 C 150 750 00 O O G 1 Design Concept 1 6 B vO gt 540 00 O O D x 2 Design Development 1 7 B 90 630 00 O O G Click on this icon to open the action note window Enter details of the note Optional fields allow you to record details of stages that are awaiting approval You can add more than one note to any stage TEEL eranl leer es 1 76 June Rebrand Leaflet Amends action out with date out due in status sue is on holiday she will send amends on friday sue 13jul08 18 jul 08 aut H Action notes can be seen under the history tab with the newest note appearing at the top You can also see the latest action note on any stage at the top of the project summary screen against the individual job names O dey campanes people eyecare ions vale saes administrator create project create job create invoice create order work raquest contacts tracker get in contact diary timesheet iT iF iT Ti k FP Ke a qc qe im x jobs job title brief billing status deadline date latest select all jobs deselect all jobs io D June Rebrand Brochure billed D une Rebrand Poster part billed art and design complated NC 13 Jul 17
34. which will add stages before the O If any stages are deleted the remaining numbers will remain in sequence even if there are gaps Note also that tasks can also be re sorted but only within the stage that they belong to Sorting the stages affects the order they appear in on the customer quote and it will also help you later in creating a schedule covered later in this manual rho eon ede epee har ee oe Further adjustments to price You may wish to alter the price of a stage or task in Traffic to a set amount but find it difficult to work out how to calculate it exactly Traffic allows you to simply type your own price into the estimate cost box and the system will adjust either the rate or the hours for you to achieve it 1 Select a stage line and click into the estimate field on the right and a dialogue box will appear l U Research 0 6 POOE Traffic System Message Please specify the desired total The rate or hours will be modified to reflect the new total 450 Cancel COK 3 2 Simply type the price you want into the box and you will be asked how you wish this result to be calculated Traffic System Message Change the rate or the hours Cancel 3 Hours C Rate If you click hours the time you estimated will be adjusted to achieve the desired result in our case 450 but the hourly rate won t change hrs band rate optional estimate
35. 07 D ne Rebrand Leatiet work in progress 23 un 08 Sue is on holiday she will send amends on Friday NG 13 Jul 18 10 e Latest action notes Action notes are automatically recorded each time a user clicks any stage or task as done An action note will be added saying stage or task name Completed If the check is removed from the done status box another action note will be added saying stage or task name Re opened More information about project progress can now be looked at on the right hand corner of the screen Mitrafic rho eon ede epee har ee oe 1 77 Stage Summary The right hand side of the project summary screen shows all stages of jobs within the project It also gives a clear indication of the amount of time logged against stages Remember this information is only displayed if the job is select highlighted at the top of the screen Here you can see the amounts of hours for each stage in three columns time amp costs show figures time est act ba time totals 108 16 5 91 5 5 Exil unallocated Prale 12 L 11 wee ee ee PTT Menawdenreril 16 16 EST the estimated hours for each stage ACT the actual hours logged via timesheets BAL the remaining balance of actual hours in relation to the estimated hours At the top are job totals If you have all jobs within a project selected all job stages hours and totals are displayed giving you a summary of the hours for the
36. Click here to change project status Choose from OPEN ON HOLD CLOSED or ARCHIVED Once again this is the only place you can change this setting Change currency Click the box to select another currency for the project WARNING DO NOT CHANGE THE CURRENCY OF A PROJECT AFTER ANY JOBS HAVE BEEN CREATED OR ANY WORK HAS BEEN DONE Doing so will break the relationship between the job figures and the system reports If you created a project in one currency but realize it needs changing i e if you find out you have to invoice the client in another currency you must recreate the entire project from scratch The Traffic system cannot convert amounts from one currency to another once data has been commited note you cannot alter the number of a project that has already been created Hra ine ial kral far crc 1 89 In Traffic Purchase Orders can only be raised against a job You may have a project with several job each of which contain separate estimated costs Within each of these jobs you will need to raise a purchase order for each cost separately as purchase order can only account for one cost at a time However it is possible to create a single estimated cost that contains several line items in which case your purchase order would be for multiple items Please refer to the section on Estimating 3 Party Costs for more detail on this The process for creating a Purchase Order is as follows You need to locate the project cont
37. Company Sohnar Company Sohnar Limited Project 2010 Product Launch Job Summer Drinks Rebrand Tithe Visual Research Time Allocated 10 00 Example 2 In this example we want to keep the stage starting on Monday but extend the time allowed so that the deadline changes to Thursday Before dragging stage with shift held down After dragging stage with shift held down Stage has been extended and start date has remained in same place Darren Jarvis DJ 8 55 Sam 3 05AM loam isual Research llam Company Sohnar Limited tpm Project 2010 lpm Product Launch Job Summer Brinks 2pm Rebrand Title Visual 3pm Research p Time Allocated Pm 10 00 5pm Darren Jarvis DJ 8 55 Sam 3 054AM i am Visual Research 114M Company Sohnar E Limited Tep Project 2010 lpm Product Launch Job Summer Brinks 2pm Rebrand 3 Title Visual Jpm Research Aom Time Allocated PM fio 00 5pm rho ausa ede eranl har srar Visual Research Company Sohnar Limited Project 2010 Product Launch Job Summer Drinks Rebrand Tithe Visual Research Time Allocated 10 00 205 0 00 0 00 Visual Research Company Sohnar 9 00 9 00 2 70 JPAM J 00AM Visual Research Visual Research Company Sohnar Company Sohnar Limited Project 2010 Product Launch Job Summer Drinks Rebrand Tithe Visual Research Time Allocated 10 00 You can also increase or decrease the length o
38. For example you might estimate a job at 4 hours work but schedule it to run over 2 days The staff schedule screen would then show you an averaged out amount of work for that person as 2 hours work on each date the stage was scheduled for a PF rho eon ede epee lee ee In the example below Jan is scheduled to work on the copywriting stage for five days but the stage was estimated as 5 hours work The staff schedule displays Jan as being busy for one hour each day Lisa has been given two days to complete a stage with an estimate of 4 hours so she is busy for an average of two hours each day Jan Wheatley JW gt B5139 copywriting 185138 Copywriting E513 Copywriting 65138 Gopywrting 85138 Copywriting man tue wed ihu Tr 1 1 1 i mon iue wed ihu ir As you timetable more stages for the same person the time they are going to need each day to do this work will build up In this second example Nikolai has been scheduled on more than one job and the schedule is suggesting he would need over 9 hours on Tuesday and over 7 hours on Wednesday to complete the required work in the scheduled time ayo Nikolai Clark In this way planners can see whether staff have been scheduled with too much work or not enough and re arrange some of the allotted tasks accordingly Remember that these figures are averages that suggest what the workload would be if that person spent the same amount of time ona Stage each day across th
39. Lanyards 250 lanyards 1 E order de Aim tan 50 lan 1 rho eon ede epee har eee x rate Supplier invaice traffic sales administrata supplier raf 350 00 o charge variance yes mark up curmeancy GBP estimate status estimated paid amount 4 444 00 o es wnan oc Teilt JUU E 199 Adding a Payment to a Purchase Invoice ne tams tam mo itar nominal tax code tax amao nt pi amount amount paid 6 print of 2000 brochures 6200 Otte E 0 00 20 000 00 20 000 00 x F E E 0 00 BA To add a payment to a purchase invoice you must first go in to the purchase invoice Check the tax code and nominal code if applicable on the line specified You can enter a payment by simply typing the amount into the data filed marked as amount paid You can also add lines to the purchase invoice and enter new information on the line below for example if you pay in installments If you make a mistake you can delete the line by using the x at the far right hand side of that record You may also use the button to duplicate the whole line When in the invoice you are able to see a summary of invoice payment details on the bottom right hand side including paid amount to date tax amount total value due any credit notes etc posting status Variances You may need to enter a PI amount that is different to the original PO amount This will lead to a variance To enter a variance simply alter the amount
40. Please log your findings on the usual spreadsheet about request time for request 1 5 ime remaining 6 signtime om 3 1 Job 1 for Cargo Production Bani CARG hana ares 4 ant GGO lan Southworth phone 0845 o722911 ampany Cargo Plane Lid Jent view Once all the fields are completed click the red button marked submit request to issue the work request submit request TEELE eranl ler es The recipient will receive notification that they have received it in two ways The work request will appear in their traffic diary and they will receive a pop up reminder a few minutes after the request is issued not just before the deadline time thursday the essential tool for creatives june 2008 11 11 00 Ill 12 13 11 30 5 30 You have a work request starting at 12 58 56 Do you want to look at your diary now 3 00 d thu fi pp m SS 27 4 00 work requests todo jobs stages amp tasks trom 694 new work request normal NC 701 Further testing required high NC administrator Geadine hours done 11Jun 12 00 3 O 12Jun 12 30 1 O Work requests appear in the diary area on the right hand side of the screen under the tab called work requests They appear in order of priority i e nearest deadline date first Overdue requests have a red beside them wark raquests todo jobs stages amp tasks T22 yesterdays request 721 firsi request 718 toda
41. Please note that this function is only for working out the costing of the job If you use this method to add staff to stages you CANNOT do staff scheduling in Traffic Traffic scheduling requires the use of staff initials in the staff column which does not happen with this option the staff column is filled with the word team For this reason most users are advised to create tasks to accommodate multiple staff against a stage nmm PF rho ausa ede eranl har srar 1 Unsorted stages Changing the order of stages After creating your estimate you may decide that your stages are not in the right order This is easy to change Each stage has a field on the far left of the line that can contain a numerical value This is used to sort the stages into a preferred order To change the order simply re number the stages so that they are in the correct sequence Once you have done so click the small graph style icon at the top of the number column to re order the rows AS Re number a sort 2m onte button to put stages into order This numbering sequence is very flexible Note how in our example we numbered the stages with decimal points So to insert a stage between 2 and 3 we called it 2 1 You can of course re number the whole list with whole numbers You do not have to include 0 but if you do it will fall before 1 You can also include negative values such as 1 and 2
42. a cost you can now type your own figure here 224 8 You now have two reference fields Their ref can be used to type in the couriers company s own reference number for the delivery Our ref will contain a unique system generated number that you can give to the courier as your reference If you prefer you could also give them the job number as this is always displayed at the top right hand corner of this window 9 There is a notes field if you wish to add details of the delivery Notice that the mark up for billing is not visible at this time It is created in the Administrator area but it can also be checked or adjusted prior to billing at Cost Capture stage 90090 Expenses Sohn 1 1 expan Courier type Supplier phone account no fram to theirref ourref currency cost to us bike 2 020 79889 6560 224433 acc address zone 3 ibb2244 54 GBP 40 00 e 2 e 10 Click the left hand window icon to close the window once you have finished Couriers added in this way can be monitored as costs against the job and billed on to your client in the same way as normal expenses The difference in doing it this way is that you can also match up these costs to the couriers invoices and enter these invoices into Traffic for your own records Adding a courier invoice to Traffic Courier invoices may often include several orders across different jobs for a certain time period There is a special area in Traffic for matching cou
43. a default orange but this can be changed by altering a colour setting that appears on the job screen In this way you could identify or colour code jobs in various ways such as choosing a colour per client per project handler or simply differentiate between top priority jobs and ones of lower importance rho ausa ede tran har ee oe To change colours for the staff schedule open the required job screen and you will see the default colour option in the top right hand corner of the screen t led tear load te job type Animation poret billing status not billed artworker gt Si lescripton gt Flasi poam ystem messi ov ng copywriter gt GL F complexity gt start d 08 project manager 7 LO no of seconds p deadli 008 studio manager NC k mate t amp stand web designer HK x t view job invoice click to add this job to staff diary edit GL B Lo B s B HK amp NC B NG 1 amp s B HK 6 HK B Click on of the colours along the bottom of the screen to set a new colour for that job The colour you choose will now display all stages for that job on the staff schedule screen in that colour wed 11 jun 08 il monday 9 june 2008 tuesday 10 june 2008 wednesday 11 june 2008 thursday 12 june 2008 friday 13 june 2008 Nikolai Clark NC gt bes 2 mon tue wed hu ti 65279 pre Casting Location 5 2 635 6 35 5 45 5 45 _ a Lt Henry King HK
44. a time period of all this week etc by clicking one of the radio buttons to the right of this window a dis i eee Le 5i nin pm a d gp p p p T ea pl p r T l E Mls Weer HS Ween Mils Manan aS MIO liant invoiced pi items You now need to select the line items the courier is billing you for This is done by clicking the word SELECT at the far right of each line E EJ E i JEI Click so that the field changes to SELECTED displayed in red H for each line item on the invoice If you have previously used this screen top match orders try checking the box marked uninvoiced as this will remove from the list any lines that have previously been matched against an invoice uninvoiced ee 226 Next click the add pi plus button at the top of the screen and a courier purchase invoice will be created in Traffic containing each order line that you selected add to tav purchase ledger a invoice diary companies people projects orders voices traffic sales administr Traffic System Message our Enter a new Purch Invoice ter a new Purchase Invoice x chegue no posting status You can now treat this in the same way as other supplier invoices for example you can add the correct tax codes and credit terms etc The invoice will have the default status of received which you can change to paid if you wish to add amount paid figures to the invoice
45. about how this person prefers to be addressed Email mail opt out Use this field for your reference if this person wishes to opt out of mailings The People records also have tabs at the bottom of the screen for storing further information contacts notes projects projectna title Status bref notes CONTACTS A list of contact records for this person See separate section on this later in this manual NOTES A blank space to hold any text that you would like to add eae about that person sport hobbies The notes area also contains a further 9 fields where you can store personal information about the person if required The field names aaa here are not editable aaa prey company PROJECTS A list of any projects created for which that person has been made the main contact rho eon ede epee lee ee Making Lists of People The steps to create lists of people are the same as those for creating lists of companies With lists of people however you can go on to create letters for mail outs send group emails and print address labels These functions are called Outputs Before doing this you may want to review the names on your people list To view and amend a list in the people area find a record that is featured on the list The lists that a person is a member of will appear on the far right hand side of the people record Here you can review which lists any record is on as well as using the first empty fiel
46. after the project is created as it contains the main project details namely project name client name and client contact Project Number The Project number consists of the Client Code for the company who you have raised the project for followed by a sequential number that Traffic assigns for you These numbers can be set to start at any number you like normally specified when your Traffic system first goes live but once set they will not be reset again under normal circumstances You cannot manually change the number of a project once it is created although if you were to change the company Client Code at the Company record it would appear renamed on all projects in the system except of course for any documents already issued so we advise that you check your company Client Codes before you raise live projects Please contact Sohnar Support if you have any queries about this Btraffic rho eon ede epee lee ee Project brief area Adding details to a project You can also add the name of a Team Leader which should be the name of the person taking on overall responsibility for managing the project The advantage of adding a name here is that projects can be searched for and reported on by the Team Leader field but there is no other impact on the project other than this You can also amend the currency the project is being made in it will default to GBP if you are in the UK unless you have specified another cu
47. all staff client team in Administrator as well so that you can load all your staff members as the team for administration jobs like this Create a project for this company and call the project Holidays or Time Off etc Be sure to mark the project as IN HOUSE This is done by clicking the in house radio button that appears on the Project sheet and the main project summary screen Same button but displayed in two places This will ensure that work on the project is not included in current work and work in progress reports The project is set as in house when the button is black the status can be changed at any time Project Sheet Project Summary j pact briel 100 ssia Browse aali Pier kirara nn 246 Now create a job for the whole studio or separate jobs for departments i e Designers As you are measuring time taken over a set period it is likely that this job will run for a year so you could name the job something like Staff Holidays 2008 and give it a start and deadline date for that period diary companies people projects ordars traffic sales administrator obs job title bref status nv deadline atest select all jobs deselect all jobs al rm days 2008 D not billed oO 31 Dec 8 D Once you have named it go into the job and create stages making one stage for each staff member If you plan to repeat this process every year it might be worth setting up a Job Prof
48. are now free to make any adjustments to the dates calculated Simply click onto any date and use the pop up calendar to alter dates as required Use this method to make any stages concurrent or overlap If any stage has tasks within it you might wish to adjust the scheduling of the tasks Here is an example of a schedule created automatically for a stage with tasks Presentation artwork m fal ino Ee Project Management l wie aamino E Notice that all the tasks for the Artwork stage start at the same time as the stage they are part of TEELE mranl ar raren Notice also that the next stage Project Management begins after the deadline date of the Artwork stage 24 June and not after the last task 20 of June The start date of a stage depends on the deadline date of the Stage before it not the tasks within that stage Please note again that EVENTS cannot be inserted between tasks Pre setting dates The automatic schedule can also be made to work around any immoveable dates In the example below we have entered a Client Meeting as an event which we know is planned to fall on the 10 of June This date has been manually entered onto the schedule BEFORE running the automatic procedure if you manually set dates in a schedule you will notice the colour changes to blue This denotes that these dates have been locked down Once this date is set the create schedule button can be pressed and the schedule crea
49. available to you on this screen Jobs list jobs job title brief billing status deadline date latest select all jobs deselect all jobs 7 E June Rebrand Brochure B alec rt E June Rebrand Poster LSJ pari elena an amd design completed NG 13 Jul 1707 I une Rebrand Leaner work in progress 23 Jun 08 At the top of the screen is a list of all the jobs within the project Clicking on the green arrow button on the far right of each line will take you into that specific job The square button on the left of each line will select or deselect the job On each job line you can see further details about status history notes and so on rho eon ede epee har ee oe 1 72 Selecting deselecting jobs Every job line has a select deselect button on the far left on the project Summary screen This button controls many useful functions found in this view jobs job title Job button Selected gt Autumn Range POS poster Job button De selected Autumn Range Catalogue Clicking the square select button will display job details on the project summary screen It is also used to select jobs before raising orders and invoices for them When a job is selected you can see many details on the project summary screen In the remainder of this section information viewed will depend on whether jobs are selected in this way or not Notice that there are buttons that let you select all jobs or deselect all job
50. been pre set into these windows this will depend on whether these options have be created in advance in the Administrator area of Traffic Add as many lines as you require l i tam description 100 Brochures cost type print import spec To use a pre built spec template click into the box labelled cost type on the far left of the window If spec templates have already been created you will be able to choose from one of them In our example there are four to choose from x Caterng Image Library itam de Photography cost tvoe fll omponsec M Mitrafic theese del ere har ees Select one of the templates then click on the radio button underneath labelled import spec and a pre defined list of options will be loaded onto the screen You can now select the correct details against each header shown in the left column by typing your requirements or selecting from a drop down if available into the right hand column Any lines not required can be deleted New options can be added by free typing into any fields costtype priini import spec You can also type into the first empty line below the spec list to create new entries This may be special instructions or notes pertaining to just this job Although the window on the right is small you can type whole sentences into it and these will be fully visible to the supplier These pre built spec templates are created and managed in
51. being displayed The lt week and week gt buttons will move the displayed range of dates forwards or backwards one week at a time The lt day and day gt buttons will move the displayed range of dates forwards or backwards one day at a time The today button will reset the screen to show today s date ie the screen will show the current week Note that the Multi Calendar allows you to see the full 7 days of a week but the default display of any week shows only Monday to Friday To display Saturday and Sunday on the screen use the lt day and day gt buttons to move the calendar along so that these days are visible Workload The Multi Calendar screen will show the total amount of time allocated with work on each person s diary At the top of each calendar day you will see a number which corresponds to the amount of time blocked out on that persons schedule for that day rho eon ede epee har eee 0 00 Plus minus buttons Ts By default the calendars appear at a standard size and you can browse them with the aid of a scroll bar on the right which appears automatically or you can control the view by using the plus and minus function buttons Clicking these will vertically expand or compress the calendars visible on screen With just one or two calendars being displayed you may not need to adjust the view but with more than 3 people selected the screen size can be ad
52. cost terns The difference will be come clear if you are making multiple options within one overall 3 party cost To show the multiple line items options on the estimate you must set it to cost items ar eranl leer es 3 party cost notes fields The choice you make here will also apply to any notes fields that have text in them make sure you add notes to the correct place on total line or on item lines depending on which setting you have chosen One advantage of displaying cost items is that the cost items notes field can be used to display the spec you have entered on your customer estimate If you go into the Estimated Costs window and click the notepad icon on the far right any cost line item the small notes window will open up Notice the box labelled import spec at the top right corner of the window Clicking this will import the spec you created for the supplier into the notes area You can now tidy this up or edit it for your client if you wish as this will appear on your client estimate The import spec function is not available for the notes field that appears on the cost totals line Notes added to the cost totals line have to be typed in manually plus they will only appear on your estimate if you set the option described above to show cost totals plus they can also be seen when the estimated cost is turned into a purchase order later on AND on your client invoice so use this n
53. couriers GBP Sterling cunency Sterling exchange rates code cumency exchange rate cested date EUR Euros cumency code GBP GBP Sterling 1 8 2005 2 04 55 om USD US Dollars EUR Euros 1 4 11 11 2005 11 18 24 AUS Australian uso US Dollars J 11 11 2005 11 18 24 CAD Canadian Dollar CAD Cansdian 21 IZON 2008 14 1439 serial k bar raria 289 The options you may select are currencies accounts nom codes tax codes expenses couriers Currencies To add a new currency to your Traffic system Click the Currencies tab Select the new currencies plus button at the top left of the screen Input a code e g USD description e g US Dollars and symbol e g Input the current exchange rates for the currency Note You will need to keep these rates updated yourself To amend currency details Click the Currencies tab Select the currency you wish to change from the left hand side of the screen Make the relevant changes to the currency details The date of the last exchange rate amendment will be displayed in the system Accounts Input all your company bank account details into this area To add a new bank account Click the accounts tab Select the new account plus button at the top left of the screen Input bank account details Account Details Account Name input the name of the bank account e g current account Account No input the account number Sort Code input the branch sort code Cur
54. each line you can also see the billable value of the work done and should you need to you can edit the timesheet lines from this screen This includes changing the selected stage and or task for the hours amending the time itself marking hours as billable or not and even deleting lines It is recommended that only managers have access to this area Unallocated hours It is very useful to come to this area if you find there are unallocated hours against a job and you wish to re assign these In the example below you can see that the top timesheet is 2 5 hours of work that has not been put against a stage It has no charge band and thus no chargeable value either b dai band hrs walue cf wok bill 2a Tae E ERI otes l ou 24 i 4 2 E 288 00 ote Done as request tive eerie lice fer creniiices 1 79 Unallocated hours cannot be charged measure in value or reported on For this reason it is best to avoid them by telling staff that ALL timesheets must be assigned to a stage not just a job These hours can however be re assigned to a stage from this view Simply click on the empty stage name box on the timesheet line A box pops up showing you the stages within the job Click on the stage name you wish the hours to be moved to The timesheet view will now show the hours have been assigned and they will take on the value of the charge band against the stage KR WN From this screen you can click the this proj
55. hours worked notes total hours fimeshesta pod view 100 os wl HC Browse aante By appeals Mad 160 The functions of the Timepod work in the same way for full Traffic users as they do for Timepod only users The main function of the Timepod is to add timesheets and there are two ways to do this Adding time manually through the Timepod To add time manually simply click on the first empty window under date worked to select the date for the timesheet entry you are making You can record time on any calendar date not just today s date Once you have selected the date work from left to right filling in the details of the work you have done The next window along allows you to select the Client name All companies currently listed as clients will be displayed here in a drop down list Select one to continue Next choose the job title you worked on from the drop down list in the next window If you wish to filter the list of current jobs the Timepod has the same filter between current jobs and my jobs that the normal timesheet week window has This will limit the display of jobs seen under each client to only jobs that you are in the team for Job list filter Tally of hours logged this week Timesheet Week the essential tool for creatives Once this is set select the stage title for the job that you have worked on in the next field Next check to see if there are any tasks in the
56. if filled in Uxerdae oS site p Change contact You can click on the contact button on the OO main invoice screen to choose a different person Soma SONAN PEN at the client company to be the named recipient of the invoice This does not change the address Check alter invoice terms nvoice status pending The box marked due date will show your default payment terms for invoice na all invoices as set in Administrator You can override this for any ssued date individual invoice by typing a number just beside the small sign due date 60 here we have put 60 days or you can store a company setting for paid date payment terms in the Company record which will over ride the days overdue default for all of that company s invoices ties smelled Deal barrens 207 Tax amounts You can alter the tax codes for each line item on the invoice Usually these are set as defaults when the job is created but if these are blank or need changing you can do so on this screen ne items address payments t tam ne tata discount igbe esign visuals 480 00 240 00 4 sub tota onda dess 0 Zero rated 400 00 200 00 BM discount DESER z 1 Standard rate mae A i went adat deS 2 Exempt transactions 0 00 E 40 00 ax amount an de 4 Sales to customers in EC 240 00 120 00 A total Nominal codes Here you can type or select from a drop down if added in Administrator any nominal or departmental codes that you wish
57. in the Diary Scheduled jobs can be seen via a link in the Traffic Diary The right hand side of the day to view diary has tabs that can show you what you are working on on a daily basis In this section we will look at the jobs and stages amp tasks tabs The Jobs tab This tab shows you every job in Traffic that you are a member of the team for If several jobs have been timetabled your diary Jobs tab might look like this work requests fo do Deadlines of Jobs tab scheduled jok selected earliest job job tithe deadline at tt ee oe L Lal l pm pmi FE fae _ Autumn Range POS poster over running 217 Now 10 List of j 1 2 sonnar Rebrand TY Spot 10 Dee 10 over running Link to timesheet to mee imams 24 Dei log hours agai si Project Autumn Range pong 24 Dec 10 a this job f Client Berkeley Inspirations Ltd Job titles wa Roll over menu displays project and client name scheduled job numbers Autumn Range Catalogue active 53 Dec 10 This list enables you to see at a glance all current ie pending or accepted jobs in Traffic that your name has been added to Jobs will start to appear in your diary on the start date of the job onwards and stay there until the deadline date of the job has passed The actual date that the link will cease to appear in your diary is 7 days after the scheduled deadline date of the job OR if the job status is changed to completed or closed by
58. is not need for them to appear on the estimate The steps to manually creating an order are much the same as using an estimated cost 1 Go to project summary containing the job that you need the order for highlight the job and click the Create order plus button 2 You will be taken to the order screen with a new blank order in front of you a number will automatically be assigned In this case we are not going to import any estimated cost from the upper part of the screen Instead we can free type all the details we require directly into the fields on the bottom half of the screen as shown below Select supplier type from list Click here to search for and select supplier Type in a description for the purchase order Type in line items as required Type in a quantity and cost for each line item Optional Click the spec icon and create a detailed spec for the order you can ignore this if you add enough detail at steps 3 and 4 Oo uorKR WN eiie kmi ir cemi 1 94 Once these details have all been added you can print email the purchase order as described in the previous example Other useful details On the purchase order screen you can now see and or add other useful details on the top right hand side of the order screen order no 16 Supplier raf pid5564 billable status Dil mark up 0 00 currency GBP estimate status not estimated 1 Order number This is automatic and cannot be amended 2 Supplier re
59. job click in the fields under the a p heading selected team and you will see a list of job roles E 5 displayed These job roles are defined by you in the Aaro Administrator area of Traffic and can be as detailed or as Project Manager generic as you wish them to be Please refer to the SHUGIO Manage ar s x Yeb Designer Administrator section of this manual for more details Continue selecting job roles until you have the required EEN amount you may choose the same role more than once ee LO Lisa ODonaghu Copywriter rho eon ede epee lee ee After you have selected the job roles click into the field beside each one to see a drop down menu which will list all members of staff who have been assigned that job role in Administrator There may be more than one staff member with the same role The team can hold as many staff names as you need Use n _ the scroll bar on the right of this area if you need to move Sna 2 down the list If you add too many rows by mistake use the P iS t manager sl E red X button on the line to delete them artworker DH x Artworker Sl x Load team studio manager NC x The load team button can be used to load a whole group of copywriter a Staff members to a job Please refer to the section on Jick to add this job to staff diary Administrator Staff to see how to set up teams of staff for certain clients Updating Staff Diaries Finally after setting roles and names for the ful
60. next drop down As tasks are not always created for every stage this field might be empty If it contains tasks select the correct one to record your hours against Once all these fields are completed type the amount of hours you worked into the last window There is a field below the line to add notes into pu neneennmeeeepenenenmunueueweununee eet SS SSSR bha smni i bar cree 1 61 Once a timesheet line has been added you can repeat the process and add more timesheet entries Another way of adding time using the Timepod is to use the stopwatch function Adding time using the timer The Timepod allows you to measure exactly how much time you have spent doing something It has a timer that you can start and stop before entering your hours The function is used as follows Near the top of the Timepod window you will see a start timer stop timer function OOO Timesheet Week ad oe i p ppa oe ad om p t kali Start i Sbor timer Start timer Stop timer Timer is running timesheets pod view 100 sE Browse To time yourself simply click on the start timer button to set the clock going Traffic will begin to record time and you can let the timer run while you work You will know the timer is actively recording because the start timer button will change colour to green while it is running Once you wish to record how long you have been working for click the stop timer button T
61. of the estimated and actual time is also shown plus line items which have been invoiced amounts still to bill maximum revenue based on the bill against estimate or actual setting of the job and staff cost Staff cost will only show if you have entered staff salaries into Traffic in the Administrator area There is also a very useful window in the bottom left corner called unallocated hours This will show you if there are any timesheets submitted that were not linked to a stage Timesheets entered in this way cannot be billed or reported on so it is important that you identify these when they happen Use the blue time link on the project summary screen to see all timesheets on the job and find the unallocated ones The next section will deal with looking at the progress of projects and jobs in other ways e e creel 1 70 There is one more area on the job screen that may show useful information it is found by clicking the triangle arrow button on the top part of the estimate layout between the optional and estimate column headers C E p 50 00 n a Clicking this icon opens up another layout that displays useful financial information Q estimated profit E 3 238 00 85 estimate 3 820 00 The column on the left shows cost rate This will display a figure if you have allocated a staff member to the stage It will show the cost to the business of that person if their salary has been entered into t
62. of the value in the field called pi amount it defaults to the same as the PO amount when the invoice is created but it can be edited Once you have changed this field the system will register that there is a variance which you will be able to see on the corresponding purchase order ties manini ii bar ararsan 200 PI Created with PO amount of 300 as default ne items job tam ma item nominal tax code tax amount pi amount amount paid 6621 5 1658 pics of trees p ooo E 300 00 x curer GBP E p num e aE MU eu E al L n T Alter PI amount total to 325 to reflect suppliers invoice me iterns job tem mo item nominal tax code tax amount pi amount amount paid 6621 5 1656 pics of trees E 0 00 325 HA currency GBP E E 0 00 ub ints E delivery invoice items Print Spec zini Orde order type Supplier contact ssued date 29 Aug 08 invoiced foaks Photography Russell Scott Skinner delivery date description Brochure photography qty E order total Supplier invoice spec tam pic t p 1 00 O00 250 ii M E p p ii x J 300 00 anance E Now you can choose whether to just accept the variance or pass it on to your client There is a check box marked variance beside this figure which you can mark with an X Doing so tells Traffic that when you come to cost capture for billing your client you wish to pass on the variance figure instead of the original to your bill and it will be marked up with y
63. press SAVE after moving work around on Multi Calendar In this way you could schedule Work Requests in Traffic and then work out how best to fit them between other scheduled stages and tasks Please note that Multi Calendar does not show diary appointments rho eon ede epee har ee oe Traffic contains a Work Requests system whereby users can submit requests for other users asking them to carry out specific tasks related to jobs and projects Work requests are received in the Diary area as well as in AIRTIME if you are using this feature and each request is accompanied by an alert Recipients can acknowledge accept or decline every request and the sender can be sent a confirmation of this as well as overlook all current work requests in one central area This section will look at sending receiving and viewing work requests The use of requests in AIRTIME will be discussed in the section on AIRTIME Sending a Work Request To send a work request to another Traffic user click on the work requests plus button This icon appears at the top of the screen when you are in the Diary Projects Jobs Orders or Traffic sections Clicking the icon will open up the work request window eO Work Request 1 select a job select the job for your request x Options for filtering sear Jobs search function B5284 3 june rebrand project leaflet 6S284 2 june rebrand project poster 65284 1 june rebrand project brochure
64. print off as required Intended for use after the project is totally completed View Project Sheet A useful button that returns you to the screen that contains the set up details for the project If you ever need to rename a project or completely change the client company project status and team leader click this button The project sheet is shown again on the next page with some useful hints about what you can do here Project reports there are four project reports you can run here click each button to see them in turn Project brief click this button to open the layout mode view of the project brief document DUPLICATE button click this orange square icon to duplicate the entire project including any jobs within it This can take some time to do 188 View 1 ALFOU Project Sheet AUA Ha qv w om pm a As mentioned it can be very useful to access this layout as it enables you to amend screen 1 ve Please the basic set up details of a project The available functions on this are as follows Edit Project name Free type here to change the project name This is the ONLY place you can change this Click here click the yellow client box to change the company that the project is created for Again this screen is the only place you can do this Click in this white box to change or add a team leader for the project Again this is the only screen where this can be changed Project status
65. purely for internal planning in which case you do not have to show tasks on your estimate By revealing or hiding the tasks in the estimate screen in Traffic you can decide whether they show up on the outgoing estimate document Use the folder icon to display or hide the tasks before you print your estimate and it will appear accordingly This gives you the freedom to make estimates with different levels of detail for different clients Please note that the radio buttons for option and hide cannot be applied to tasks Hha poe ere har rraren The add team icon You can also cost out a stage by adding staff members This is done by clicking the team icon which is on each stage line estimate view only stage 0 Research Clicking the icon opens up a smaller window which you can use to add several staff members to a stage You must have loaded a team of staff names to the job in order to do this Loading a team is discussed in the section of this manual on Scheduling ANOO Stage Staff a oO Sa 5 Use the lines inside the box to add the following details 1 Add number of hours do this first 2 Add staff member can only be selected from team loaded against the job 3 Add a charge band 4 Close window Completing this process will give you a stage calculation based on the people working on the job at specific charge bands i FE aa rh ren EE E c seta O Research 001 Team 55 E 520
66. raised the invoice you are taken to the Sales Ledger screen of Traffic and your cost capture is converted into a pending invoice shown below Pending invoices can be deleted at any time so if a mistake has been made you can still delete the entire invoice at this stage and all amounts will be returned to the job area to be billed again The invoice can remain in pending status with no number or date indefinitely or up until the point it is issued sales ledger sential tool for creatives Q i yy a j Created Fri 29 Aug 2008 By Admin User Au Modified Fri 29 Aug 2008 By Admin User Au rho ausa ede tran har ee oe Pending invoice hi no numbe or date Delete fre here Checking your Pending invoice There are various things that you may now wish to check before issuing the invoice Address You can check and amend if needs be your billing address by clicking the address tab just above the line items area The address tab allows you to over write the company address if you wish to send this invoice to someone other than the client project contact There are two settings in the system to help you alter this PS ace handler CP Billing address oa Each company record has an area called billing address under Sie tga the accounts tab where you can store a billing name and pata hae address that may differ from the project contact address This rae tad will be used on all invoices
67. same button again in financial view mode the button will say hide figures ALL FIGURES DISPLAYED IN THESE TABS RELATE TO WHICHEVER JOB OR JOBS ARE SELECTED AT THE TOP OF THE SCREEN Summary summary actuals orders profit intemal totals E 9 190 00 2 772 590 313 20 fF 2459 90 4800 00 5 220 000 extemal totale E 0 00 E 834 00 834 00 B25 00 0 00 716 00 job totals 9 190 00 J4 706 50 1 247 20 1 63400 4781 00 6024 00 total budget of 5 740 00 wip E 2579 50 budget left E 4 760 50 This table shows a compact summary of the estimated and actual totals of the job Beside these figures you can also see all the costs against the job and the resulting profit margin too The columns are as follows Hra meer diel kal 4 m P r E 1 84 Estimated Total estimated fees plus marked up costs and expenses Billable value All billable work produced to date calculated from logged hours orders and expenses Our Costs Cost to you of actual work produced to date Profit Difference between actual and cost Invoiced Any amounts invoiced to date Left to bill Any work that is still to be invoiced Total Budget If you have entered a client PO amount against the job that figure will show here as your budget figure Budget left Your budget figure minus any work in progress to date WIP Value of work in progress to date timesheets only A negative WIP mea
68. the Administrator tab of Traffic This will be explained in the section on the Administrator area later in this manual Close this window when you are happy with your spec and you are ready to Start adding suppliers Adding Suppliers To do this start by selecting suppliers Clicking on the tab marked supplier which is above the cost item line displays the supplier area as below First add all the suppliers you wish to send tenders to When x you are finished click on the create tenders button to create the tenders tams suppliers create tenders import a list of suppliers Supplier contact switchboard notes mport 400 Company Finder x select a company from company list Printer Albe AuDenregnt Print Lid tal 0800 098 0033 BOH Sohnar Lenited tel In this window you can select suppliers by clicking into the window headed supplier You will be presented with a list of suppliers that fall under the supplier type for the cost that you are entering which in our example would be printers Note If the supplier you need is not automatically displayed here you can still use the white field to search for any company stored in your Traffic system On the same screen you will also be required to select a member of staff at the company to address the tender to staff members are listed on the right You will not be able to use a supplier that has no records of any staff members as Traffic needs to b
69. the project manager other job status settings may also stop the job appearing here check with your administrator to see which ones apply You can see status of the job which includes things like active over running etc and the deadline There is also a link directly to the Timesheet function so you can log hours directly against this job There is a choice of viewing just your own jobs on the screen or viewing all scheduled jobs This is done by show mine show averyone ie rho ausa ede eranl har srar using the radio buttons show mine which displays just scheduled jobs that you are in the team for and show everyone which shows all jobs scheduled for any team members The stages amp task tab The tab directly to the right of the Jobs tab will show you a similar view that displays any stages and or tasks that your name has been assigned to in the job schedule Estimated and actual hours against Stage task so fz Stages amp tasks tab selected Research Design Development Job number Design Goncer a th Checkbox to Stage name Research mark stage as green block Shoot Record 20 14 05 23Nov10 done Task names are light grey 2 Design Development 16 29 Nov 10 Link to blocki timesheets for Job Autumn Range Catalogue each stage task Job Status Pending Project Autumn Range Client Berkeley Inspirations Ltd Roll over menu ee ae ee displays pro
70. the Companies part of this manual for details about building lists create tenders mport a list of suppliers notes all contacts mpeort 130 Freelance designers 502 Local caterers Preferred Print suppliers 866 If you do have a suitable list of suppliers select it here and click import to bring in the selected names Now that the suppliers have been chosen click on the next tab along at the top of the costs window which is called create tenders rho eon ede epee har ee oe Sending out tenders Once you have clicked the tab create tenders you will be able to send your tender document to all the suppliers you have selected The screen from which tenders are sent out will look like this BOM Estimated Costs x These are the supplier quotes for Vanc 65125 3 1000 Brochures terns tenders amail all Supplier contact accept quote ref Status amount x aubernight print Itd james crouchfort unsent E 0 00 tender items 1000 brochures a 1 0 00 g 0 00 A i p as mcnatton paper supplies steve hawthorne unsent E 0 00 a tender itams 1000 brochures ry 1 0 00 g 0 00 a ap p A connekt colour andrew morrison unseant E 0 00 a tender items 1000 brochures ap i 0 00 g 0 00 a g Sending the tender From this screen the created tender can be sent out as an email or printed as a document At the top right hand corner of this window are the three icons for edit email and print 1 Click edit to view
71. the contact window but it will appear to prompt you at approximately 10 15 minutes before the follow up action is due Once you have carried out the follow up action you can clear the reminder buy clicking the done button against the line If you do not clear the reminders they will stay in your diary Overdue actions are marked with a 664 99 k red mark N Ae N O O fa nO F r YAS TIN if es 7 ANC ADA oc nn f AD O O t la O COn a T a tr OCOY rt 7 Fco a Note Deleting follow up actions aoes not detete tne contact recora itseitj Using the Plus Buttons Each contact record has plus buttons at the top of the window that enables you to customise it still further 1 4 friday 3 17 pm E march 2008 a attach a job attach a sale new sale markasalead select template Attach a job Use this button to connect the contact record to a particular job This function is extremely useful for keeping all correspondence about an ongoing job stored in Traffic for future reference Note If you make a mistake click the button marked remove job to J telete the link to a iob qgetete tne tink to a Job rho eon ede epee lee ee Attach a Sale New Sale Mark as a Lead Used to link the contact record toa possible new business opportunity Details on this can be found in a separate section on Sales and New Business elsewhere in this manual Select template Use a template to make the body text of t
72. ti a Spacial Progreit Project I E Producti KE 2 Enter a figure in the cost column to reflect how much this type of work would cost to do in your company when you use the chargebands in estimates 3 When you have finished click the left had side radio button again to return to the normal view Figures set in here will show up on reports that have a field for estimated staff costs so that you can see a provisional value of costs even before you have allocated staff names to stages within jobs Master job types The master job types are the basic building blocks from which the estimating and scheduling functions of Traffic are constructed Job types are your main design disciplines for example design for print web design etc ns job types profiles changebands cost spec types master job types nom code master stages notes basis band nom code master tasks basis band nom code Design for Print Research G fixed c 001 m Animation Design Concept G cae B 201 Packaging Design Development xscale B 001 Interior a Copywriting scale B o Advertising Artwork G xe c 001 Web Print Management E xscale E Branding E To enter a new Job type click the plus button add new job type This will create a line called New Job Type which you will then need to re title This master job type will be used to create profiles so you now need to build the master stages and tasks of this job type by adding them in
73. to calculate the chargeable amount to go on your estimate To fill these in simply click into the hrs field and type the amount of hours as a numerical value You do not need to work just in whole hours you can type values with decimal points to enter smaller periods of time for example half an hour would be 0 5 and so on Bear in mind that these are decimal fractions so fifteen minutes would be entered as 0 25 not 0 15 rho eon ede epee har eee Next you need to add your hourly charge rates The band window contains a drop down of all your hourly rates which are known in Traffic as chargebands These are set up in the Administrator area of Traffic and will be discussed in more detail later on in this manual Use the drop down to select the chargeable rate you are looking for and once selected you will see the hourly rate set for this band In the example seen here the rate for a Senior Designer has been defined as chargeband A which is set as 130 per hour A Senior Designer AA Special Artwork rate B Middleweight Designer C Junior Designer D Artworker E Project management F Web Programming Flash Htmi G Web Design and Concept H Research Note Chargeband values can be overwritten manually in the rate window but if you do not see the rate you want to use it is better to set up a correct chargeband in Administrator before creating the estimate traffic del rran lee A comple
74. to use This only has an effect on systems that are set up to integrate with another accounts software package As Sohnar Support for more details on this Issue Invoice by print email option Click the printer icon to preview the invoice before printing emailing and issuing it You can choose to preview print or email BEFORE you issue the invoice if you wish With the invoice open in edit mode the steps to follow are as follows Click print option at top of layout screen Choose letterhead yes or no N 3 Choose yes or no when prompted Do you wish to issue this invoice now 4 Print or email your invoice Remember that as with other documents printing and or emailing an invoice creates and saves a PDF of the document in Traffic as well as a contact record in the case of the email An invoice can only be issued once but an issued invoice can be printed or emailed multiple times Issue invoice WITHOUT preview To issue the invoice to your client without previewing you can go in to the invoice and select issue invoice at the top of the screen You will then be prompted to print or email the invoice We recommend this is method is not used unless you have previously checked the PDF rho eon ede epee har eee 208 At the point of emailing or printing the invoice it will be given an invoice number issue date and payment due date Altering the Invoice Date It is possible to
75. will always be reset to traffic tho sisari ere dee VIGATION JTTONS JICK SEARCH X HELP ICON posse BUTTONS Finding your way around Once you have logged in Traffic will open up The first screen you see will be your homepage or open layout You can choose which area of Traffic you see on log in see the section on Administrator for more details about this For the purposes of this guide we will assume that the homepage has been set to the Diary Below is an illustration of the Traffic Diary page with some of the main features Mi traitic TOS DASHBOA week 46 _______ lt q MAIN work requests tod jobs stages amp tasks kJ AU diary day view Navigation Buttons The top part of every Traffic screen contains general information such as the day and date in diary and the job number in job related screens are rho eon ede epee har eee displayed On the left are the navigation buttons These allow you to move through the records as follows go back one record go back to first record forward one record 90 to last record Note These navigation buttons are context sensitive and will change depending on the type of record selected Log In Button Beside the navigation buttons is an orange square icon If you need to switch users without reopening the database click the Login button and the log in window appears allowing you to login with a different Ac
76. will be able to choose which of the options make Labels you wish to use the list for The Outputs screen gives you a step by step guide on what to do Output to labels From the People area click the Output option top right of screen Choose the list you need from Select List area Select import list option Any names not required for this output can be deleted with the red X on that line This does not remove them from the list just from the output function you are doing Choose the label format required e g 18up Avery 7161 A4 Check label formality set up and select the format required e g Mr Steve Smith Select Create labels on the far left Choose Preview or simply print your labels Output to letter From the People area click the Output option top right of screen Choose the list you need from Select List area Select import list option Any names not required for this output can be deleted with the red X on that line This does not remove them from the list just from the output function you are doing Choose the mail to list option on the far left Write your letter in the space provided For formatted letters that automatically fill in details such as name and address for everyone you are creating the letter for click on one of the templates listed on the right hand side These templates have one or more pre formatted fields to bring in things like name of
77. 00 Concept lt _ If the cost capture contains more than one job selct one of them by using the grey highlight button on the far left of one of the items The system does not backwards allocate items added using this function to any stage or cost on the estimate so you need to be aware that all other amounts on the job will remain billable to full value whatever you type in here Reports will show this amount but not which part of the job this amount is attributed to Refresh Totals Use refresh to check cost totals after you have made amendments to the cost captured Restart Will allow you to restart from the Create Invoice point For example selecting whether you would like to bill actual bill estimate and so on If you don t wish to raise an invoice at all at this time you can also remove all line items from the screen by clicking the red X button for every line and close the cost capture window Print Icon Print a copy of the cost capture screen this is not an invoice Hra ine ial kral far crc 205 Create Invoice based on your Cost Capture Once you are satisfied with the amounts on the cost capture screen click the create invoice plus button This will then convert the line items on the cost capture screen into a pending invoice Allow the system a few seconds to transfer the amounts into the new screen in Traffic The Sales Ledger Screen Once you have
78. 1 3 3 Your estimate should now consist of estimated studio fees and estimated third party costs together The next section will deal with another way of adding costs to your estimate which is tendering them out to suppliers for quotes For this you will need to have all the required suppliers set up in your company records with the correct supplier type filled in Tendering As with the first example above you need to start the process by entering a new cost line and opening the Estimated Costs window x suppliers view tenders spec supplier qty mark zs margin total estimate optional costoptionhide notes dup 1000 brochures T 0 00 eco BEBB or oo 0 amp Bs 100 aad Browse But this time we will be contacting suppliers for their quotes before filling in any values Adding a spec The first thing you might want to do is create a detailed spec for the job Traffic allows you to build specifications in as much depth as you need so that suppliers can quote for exactly what you want Clicking on the spec target icon which is found in the main Estimated Costs window opens up the spec area x 100 Brochures traffic tho eee de ere har ees This will open up another smaller window in which you can build your spec details To create a spec manually simply free type definitions and requirements into the available fields within this window You may find that drop downs have
79. 10 24 12 2010 2712 2010 27 12 2010 06 12 2010 08 12 2010 09 12 2010 10 12 2010 1312 2010 1312 2010 The Excel icon creates an excel spreadsheet of the stages with their start and end dates not a gantt chart ee ee stageStartDateDisplay stageEndDateDisplay approv alDays title Production cs 8 11 10 44 11 10 4 Research LF 2 11 10 5 11 10 2 Design Concept LW 16 11 10 23 11 10 6 Design Development cs 24 11 10 26 11 10 3 Copywriting cs 8 12 10 8 12 10 1 client party 6 12 10 6 12 10 1 pre work cs 7 12 10 7 12 10 1 presentations cs 7 12 10 7 12 10 1 Artwork 6 12 10 7 12 10 1 closed for XMAS 24 12 10 27 12 10 0 PRINT Management LF 24 12 10 24 12 10 1 out to print 27 12 10 27 12 10 1 Research AU 6 12 10 7 12 10 0 Design Concept JB 8 12 10 8 12 10 1 Design Development JH 9 12 10 9 12 10 1 Copywriting AU 0 12 10 0 12 10 1 First drafts cs 3 12 10 3 12 10 1 Presentation artwork JB 13 12 10 43 12 10 1 The Gantt icon at the bottom right corner of this area enables you t print a project Gantt chart Clicking this icon brings up the usual print preview options plus a special dialogue box as shows below Traffic System Message Sort gantt chart by job code or start date Job Code J Start Date Click job code to show each job gantt chart one after the other but separate from each other the essential tool for creatives Design Development I H Copywriting i Artwor
80. 2 ia i Tue 10 Jun lew work request 65204 1 MC MG urgent 5 Thu 12 Jun paw work request 65274 2 normal Thu 12 Jun l paw work request 652043 normal 2 Thu 12 Jun I ew work request 652864 3 normal Thu 12 Jun Mon 16 Jun Further testing required 65264 3 NG JW high 1 Wed 18 Jun Extra amends 65204 1 MG DH urgent 2 i Wed 18 Jun Mon 16 Jun Gorreactions to loga 65279 1 MG JW high 1 l Fri 20 Jun Radesign the logo 65284 1 MG MG high 3 Wead 25 dun Mon 16 Jun new proofs 65264 3 MG NG urgent 4 Wed 18 Jun online research 6S204 1 MG GL normal 2 Lis aami Gove fer crin 1 50 List view is the only way to see signed off requests and requests that are not yet assigned You can also sort and filter this view by status and date by using options at the bottom of the screen show all show signed off show overdue show declined show done show assigned show unassigned based on deadline date show todays show yesterdays show this week show last vw Studio Manager option Traffic has a setting that allows a Studio Manager to control the assigning of all Work Requests The details of issuing requests listed above are based on using Traffic with this option set to no If the option is set as yes the issuing and assigning of work requests will be different This setting can be changed in Administrator under general preferences see section later on in this manual for more details With the Studio manager option set to yes
81. 22 1a aio credited E a00 ding E 0 00 cites 7 22 2611 10 ae n E 6 760 00 rho eon ede epee har ee 21 2 Credit Control Under each company record is a tab called credit control This area lets you track due invoices and unpaid purchase orders for clients stafi notes contacts documents projects invoices credit control account sales invoice no description outsianding amt issued daie due date days overdue status a 8718 mes On Project Ct Dubain Ball For Children s e 128 00 iogog ayog 60 ae e eri a a 141 00 106m8 107708 60 overdue shildran s Tris en na o avis ater a e Mics Se e k g 662 85 10608 107 08 60 overdue Prestar Far Children s Trst onder no job code description Status po amount issued date Status a 5238 6445 1 AS Landscaoe 4pp Printed 4 Colour X 1000 Copies pending fa 350 00 not racovered a 5239 65 1 AS 4p0 Landscape Printed 4 Colour X 1500 Copies issued fa 325 00 egaga not racoverad Es 5273 6463 1 AS ipp X 300 Copies 4 Colour Digital Printing issued a 70 00 11 3 08 not racoverad priate by total outstanding invoice amount 1179 85 total po s issued unpaid by client 1482 00 status active a no new update invoice list invoice amount limit 1000 00 po s issued limit 1000 00 In this section you can view unpaid invoices and unrecovered purchase orders On the left of the screen are two buttons marked overdue by C overdue by and all The overdue by function has a all i field
82. 275 Name lists This 1s to illustrate how your labels will User definable labels for companies Lists display in the companies area industry Sector indusiry sactor SOUCA ES specific source supplier type supplier sub type client type Client sub type titles of lists on Companies page Here you can alter the names of the categories Note that if you change industry sector or source your new choice of name will be visible in the company records area The other names are not visible Change industry sector source User detinable labels for companies Lists term 1 term 2 term 3 specific source Company view phone 007E 9887 7687 website term 1 term 2 term 3 supplier I yes P yes Media client Note that Source and Sub Source can be linked After adding a source you can selected it under Specific Source by using the drop down list headed parent source against each entry Note We recommend setting one blank line entry in each category by typing a character space and nothing else By doing this you allow users in the Companies area to set the field back to empty again if they simply wish to take away any previously chosen option bha mumariis sree tor cries 2 6 Divisions Your organisation may be broken down into divisions Most organisations however will have only one division set up in Traffic A default division 1 has been set up Many of the options may be set in System Settings and
83. 7 5 Now click the box marked insert field The field will go onto the layout at the place where your cursor was set 6 Add spaces or tabs as required on the central layout area Do not delete any parts of the formatted fields If you type text directly into the layout area this will become part of the template too Here is an example of a letter using several formatted fields contact formatted address current date Dear contact first nama Hello and thank you for joining us We look forward to working with you e will contact you shortly with details of how to log into our web site hank you Yours sincerely user full name user gmail signature fara disclaimer In this example we have created a template that will pull through the client s name and address in the formatted fields contact refers to the recipient of the e mail or letter and our own details which are the formatted fields that refer to user Spacing paragraph breaks and tabs will be retained when the template is used Saving a template To save the template click on the save buttons above the text which are marked save for MAC and save for PC TF Ta Barra Iver kd om deine bar Cl MUAA save for MAC Plas save for PC You MUST save the template on both Mac and PC if you use Traffic on both these systems But you can only click save for for the machine type you are currently working on so you need to sa
84. 8 Retainer May Sohnar Limited pending 1 000 6 2 june Sohnar Limited pending Mitrafic thee eerie iranl la r raris 21 9 Workflow This chart shows all scheduled jobs in the business on a single screen Each job has a single bar across the screen starting from the job start date and ending on the job deadline date You can adjust the dates displayed at the top of the screen by moving the arrows beside the date range left or right my projects deadlines raady to bill over running active missing po workflow find projects poi entfert D all 1 1 Sohn Sohanr Test Job EE CERREN CREEN CREEN CEREN CERREN pending 2 1 LGUK May Aebrand 2008 Brochure accepted 2 2 LGUK May Rebrand 2008 Poster PEURR PANI declined 224 LGUE May Aebrand 2008 Flyer O on hold 3 1 HIG Crown 2008 Hair Staighteners EN N n 4 1 HTC Documentation brochure CERAN COREN TRECE IIH completed os ae i E cii 2008 Astainer May O closed 6 2 Sohn june 6 3 Sohn july il 7 1 BBA Stroller User Guide selected division 8 1 Albe Snowboard photoshoot RRN CARRS FERN Design You can also filter this list by client by entering a client name in the client filter field On this chart you can also choose to filter the results by job Status and by division by using the radio buttons on the left of the screen Find Projects This screen allows you to run a detailed project search You can search within a chosen date range and fil
85. 8NE 0870 350 1458 x Print Export gt AHBN LLP London W1U 2AD x buttons gt Albion Computers Pic London WC2R OAG 020 7212 9090 x gt Angermann Gpg ard amp Loyd London W1K3SQ 020 7409 7303 x gt Asher Estates pic London W6 SPA x Sort button Ston Chase London NW1 6XU x gt Atisreal UK Retail amp Leisure London SW1Y 4JR x gt Atlas Contractors Ltd Twickenham TW13 6DZ 020 8755 6700 x Nottingham NG5 1ER 0800 096 0033 x gt Aubergine Print Ltd Delete list buttons The list can be exported to numerous different formats or printed as a report E a rho ausa ede eranl har srar The Sort icon will sort the records into alphabetical order depending on the column you choose to sort by The red X delete buttons in this list view will only delete records from the view so that you can remove lines before printing or exporting Company records will not be lost Creating lists listings oO You can also use the set to list function to save records iy to lists instead of searching for them every time The lists can be named by you and stored within Traffic And then viewed exported or printed at any time To create a list Carry out the search required to bring the records on screen that you wish to save as a list Be sure that the records you want to make into a list are selected you can tell what records are eeu currently selected by checking the numbers in the top left corner Note If you ha
86. E T E 118 Ene DIPY eee E E E 119 Dragging and Dropping sssssesessesescesesceccscecesescesescesesceeeeseeeeee 121 Scheduling Changes compared to prior versions of Traffic 121 SEEING WOFKIOAG 006 cccacecesecs lt tsscuesecosteesscesesedesectsuswacsesveecesieesess 122 AAMI TA O sacccsncasecesscmseenseansee sees oneeaenaateacaianssasanecsseaeeeniees 124 SMART SCHEDULING sicccousccsecosscocscensc ousnouseocuseoueeccsncntaccsecasecssears 125 SEATT MODO S ea R teenies E E E E EE EE manson 126 TAE MUU GAUGING al sicdccec see e becuccedeans rindi dii Er ene E EErEE 127 aB CAK AIS aa E EE 131 Seeing and Moving Scheduled Work sssssssesesessesessesesceseseeceseeces 134 POGIUION Gl TUMGTIONS eaea E A te 139 WOK ROUGES ararsa E ee eee 141 Sending a Work Request sesssseceseecesescecsseeceseeceseeceoeecseceeeeoee 141 Actioning a Work Request sssessscesesceceseeceseecesesceseececeseeeese 145 Notification for the sender sesessesesescsecescseceseeceseeceseecsseecereeee 147 Managing Work Requests sesessesescesesceeceseecesescesescesesceseseeeeee 147 Studio Manaser OPHOU essre nirna a 151 TOS NOOS rera E E E EE STN 154 Timesheet Week ssssssesesesesosososoesesesesosossesesesesesosoeseseseseee 154 Adding time using Jobs list in the diary ssessessssesessesessesesceees 158 Radin UME seri erir ENEE EEEE EE E EEEE 158 Stages amp Tasks list in the diary sssesesesseseesesescesescesese
87. Kye Gib Denaiomerern Manager Dad BA 7530 beg eae ake a Mr Dany Hartigan Operations Manager 020 S600 7530 dhartiganschnar com x D Me Clare Krighorsgr Trairar Hir herrian E ohra caper sier dara kisonsan 5 WT e Wr Luk Larus Support Manage Da0 BAD 7530 kiyal gohan AHT Mr Riga Sarmis Suppi Manaa D20 pti 7530 ichardi srar cot Ms Tracy shirdcatt Managing Careciar D20 S600 7520 Tshriclf S sohnar cam g HG Cenimi Tus 12 Feb 2008 By Hikoia Clark Ho Modified Wied 27 Feb 2008 By Mikola Clark Ho companies sih H e m d eranl a p spairn The Companies area of Traffic has the standard navigation buttons and quick find window on the left hand side You can use the navigation buttons to move through records one at a time or jump straight to the first or last record on the screen Current record No of records found by search Total no of records Note If you are displaying search results on the screen the navigation buttons will only move you through the records found in the search The Quick Find window all N Quick Find in Companies enables you to use many search words and criteria to make a fast search of your records Simply type in the chosen word and then click on the A cients company ni magnifying glass icon or press the enter key Results are Angel Tom Seren Al tear displayed in a list in blue underneath the Find window Click name Atis Rea Client code any item in this list to see th
88. ON ssceosccnsetoasaccnansue ossnosmanentenesorsensneottaateeoatensens 241 Reports Breakdown The Traffic Reports Manual csecceeecceees 245 Mouse PIOIECIS cosccscesesansaveawvndevasenaecesedoueuenasoueseusseweresssowsavees 246 FIOUCAYS eere EEE EEE E EAE EE ESETE EAE 246 Creating an ADMIN JOD sessssesessecesescsesesseceseeceseeceseecsoeseeceeceoee 249 Tr attiG Chient Mod le occ occccccucovecese do rinon roen ner EEEE SEa 250 Traffic User Instructions sessssesssssesesosoeseseessesesoeoeeeseseseeo 250 For more information please contact Sohnar Support sssssssssseses 253 Using the Client Module as a CLlIQ Nt cece cece eee c cece cceeecceeeceeees 254 AGUMMISUFACOM cc cscaxacevsoasscevecousaavescuesaviecevounsasenscncaseuscesecouesounsons 261 System Settings sco deciccwasdesdecendeedsseadeseaecsdacweetadeadescedeseaeee coseses 261 SISTEM ETTING sc ewe ce cance venncnceseaeenescswesssaceeeeneesesncaoesseesegucases 270 rho eon ede epee lee ee STARF ETENGO orari E E oresdeawoencest 272 Invoice Settings sssessesseseesescescesoesoesoecesoescesoesoesesceeoeeoesoeo 273 DIVISO S acs EE EEE E EEEE ETENA 277 TAPP woe soa E E E E E E E E E EEE E ES 278 JOD TYDE orris er AE EEE 283 CHARS CDA Ssxaceaaeeeusaaseneceneasereueeeenssseeeeeseeaesers lt seecceeceeaeeneeenens 283 PNAS UCR VOM EY DSS ee ENEE EEEE EEE EEEE ENTE 284 PYOUNGS EE 286 Cost spec types sessesoesescescesoesoesoesesoesoesoesoesoeso
89. Project level where it says inv on the job people projects orders invoices li ne Bate invoice create order work request contacts tracker et On the main projects screen in ready to bill where it is a green square brief status latest not bilbad First Stage comeleted rot baled my projects deadlines over running active missing po workflow find projects update list 271 Multistage project job 1 print Aston Chase Tue 11 Mar 08 az Multistage project job 1 print Aston Chase Wed 12 Mar 08 4 2 bolt s chargebands 2 AXA Sun Life plc 10 Mar 08 8 1 testing parent name Ads Inbay Europe Thu 08 May 08 13 780 00 833 testing round up Ads Inbay Europe Sun 30 Mar 08 11 1 Ready to Bill Stuif London Aerial Thu 08 May 08 The mark to invoice button is used to authorise a job for billing There is an area in the new ready to bill tab that will list all jobs marked in this way which is to help Traffic users pass on information for example a project manager might mark a job for invoicing so that an accounts manager can look in the Marked for Invoicing screen and see what invoices should be raised This is displayed when you click on the show marked for invoicing radio button but first we will look at the standard ready to bill section Ready To Bill The Ready to Bill tab will show you all jobs that have any stages with time logged on them as well as any purchase orders and or expen
90. Staff Once you have defined all the user groups you can assign them to your members of staff under the Staff area of Administrator To set these click the main Administrator tab and then click on the Staff icon In the staff record for each person click on the accounts tab thess Contro When groups of report account type Full ser a kiadi prr Sa z l traff C ACGOUT ATIU Le li finance fea account group Project Manager ziat raset password save settings eet from account group Setting Traffic Accounts There are three different settings to set up in this area so it s important that you know what to select here 1 Account Type oe ee ee ee ee o F re fen em on F i Am a i d ar Ei LIE g CE i Ly het i een Full a a i Time Recorder Artie ye ee oe Timepod These setting simply decide on whether the full Traffic system is available or just one of the smaller modules Select Full for all system users who need access at any level to log into the main Traffic application Select Airtime for staff who are only using the Traffic Airtime calendar and timesheet application also explained in the Timesheets section The Time Recorder and Timepod levels are not in use any more TEELE eranl ler es 306 2 Traffic Account account type Full lt More traffic account Low Level AaCCOoOUM group Medium Level High Level MD Level active yes These
91. Traffic they can always be found again Project status has no effect on any reporting in Traffic all reporting filters refer to JOB status so feel free to change the project status whenever you feel it makes sense for you You are now ready to add jobs to the project A project with no jobs is only an empty named folder or container All costing and time scale settings are done at job level rho ausa ede tran har ee oe Once the project has been created you will need to create the job s within it To create a new job click the plus sign at the top left of the screen marked create job diary companies people Traffic System Message create a new Job for this Project No C Yes project title Click to confirm the new job and then type in the name of the job The project name will be displayed as a suggestion in the job name field so overtype this if the job has a different name to the overall project This only applies to the first job you create for any project subsequent jobs created will have nothing suggested in the job name field Job Number A job takes on the number of it s parent project with the addition of a colon and then a simple extra number starting with 1 so that job numbers run sequentially depending on when they are created for example a project number of SOH200 would have it s jobs numbered SOH200 1 SOH200 2 and SOH200 3 You cannot manually change job numbers once they are cr
92. Traffic documents and should not be amended The letters templates You can see all the current templates listed on the left On the right is a list of fields that can be used to bring auto formatted text into templates Hra amerij kal 4 m P eo ET 295 These include details of the person you are writing to details about date and time settings and details about the person sending the message Adding New Templates You can create new templates by following these simple steps First click the plus button at the top left of the screen called new template You will be shown the id number of your new template and an empty screen for you to create it in First give your template a name template id template S template Type the name into the window marked template and then paste this name over the template id number which is not required so that both windows are the same It is also possible to leave the template id as it Stands as it is not visible elsewhere in the system ia a Fo ee Pa ee ee 8 l eee ee template id Client Welcome Lette j By i E a anl E I E f E n se O pE gy u py p template Client Welcome Lette Now you can write the body of your template in the area underneath a Fo eo Fu ee Le ee ee template id Client Welcome Letter p angai LP ee ee template Client Welcome Lette Hello and thank you for joining us We look forward to working with you Ye will contact you shortly wit
93. Work Request section of this manual you can open any request you receive in you diary and use the Timesheet icon to add a new timesheet ANDO Work Request 7 accepted 694 o Timesheet link for this work request x f request Nikolai Clark NC Wed new work request did lots of work extra Clicking this icon takes you straight to a window where your time and notes can be typed in bha asvardis freed Fo r oraris 1 59 Traffic has a module called the Timepod that allows users to add time and expenses to any job The Timepod can be accessed from the clock icon in the bottom left hand corner of the diary screen ie wed thu dri Hours logged this week lt q 1 4 75 4 mori Hours logged today Link to Timepod Note Beside the Timepod icon is a large figure which shows you your current tally of hours logged You can also see the tally of hours for each day of the current week The Timepod can also be accessed as a Stand alone version of Traffic for users who need no other access to the system except for adding time and expenses For these users their log in opens up the Timepod alone rather than the full version of Traffic The Timepod consists of a single screen which looks like this a Om Timesheet Week job list filter currant jobs O my job list mon tue wed thu fri i 4 76 66 5 Sonar the essential tool for creatives FA senine stp une oone SRT date worked client job ttle Stage title task title
94. You can mark a job as declined regardless of whether work has been done on it or not On Hold Should be used for jobs that are suspended temporarily but that you expect to resume work on or take through to completion at some future date Most companies have their Traffic systems set up to exclude the status of on hold from current work searches and reports but this can be changed if you wish to see on hold jobs showing along with all your live jobs m ie bha geste trasi far orarin 1 67 Completed Should be used for jobs where all expected work has been completed and the job is ready to bill or ready to bill final instalment This status will Stop jobs appearing in diaries and timesheet job lists as well as in searches and reports on current work This status can be particularly useful as a way of identifying jobs that are ready to invoice Closed This should be used to mark a job as invoiced This status will stop jobs appearing in diaries and timesheet job lists as well as in searches and reports on current work Some users prefer to wait until invoice are paid before changing to closed status What is a current job Current is a system status within the Traffic system It is applied automatically Usually your Traffic system will be set to identify PENDING and ACCEPTED jobs as current and exclude ON HOLD DECLINED COMPLETED and CLOSED jobs This definition can be change
95. a new person There are two ways to do this The fastest way is to add a person as a member of staff of one of your company records By doing this you automatically create the people record immediately complete with company details staff notes contacts documents projects nvoices account title first name Sumama job title direct tal email a Mr Kyle Gibson Development Manager 020 8600 7530 kyle amp sohnar com Pe Mr Danny Hartigan Operations Manager 020 8600 7530 danny sohnar cam The other way is to use the New Person plus button at the top of the screen To add a new person Ensure the person s company has been created previously in the Company area rho eon ede epee lee ee From the People screen click the new person plus button This creates a blank people record for you to complete To link this person to a company click the Select employer yellow box and choose from one of your existing companies to add the company the person works for to their record Note You should not enter people records without associating them with a company record If you need to enter a Freelancer or self employed person create a company record first under their name and make them a member of staff for that company Once you have the person s record and the company they work for is correctly assigned you can fill out any remaining fields with as much detail as you need Formal Informal Use this field for your reference
96. able to preview the report on screen While in preview mode there is a small window beside the report on the right in the illustration below with options for you to use Hha poe epee har srar 243 Job Revenue job revenue shows financial revenue streams across jobs scheduled in the specified period including i ff costs value of work invoices issued and staff cos Options Page Use the left and right arrow buttons to scroll through the report pages Scroll Up Down Moves the vertical scroll bar of the report up or down Zoom In Out Make the preview screen larger or smaller Print Print whole report Save as PDF Save the report as a PDF in Traffic to a location of your choice choose to also save to your own location while the PDF is on screen Export to Excel Create an Excel spreadsheet of the report which will be saved in Traffic choose to also save it to your own location while the Excel document is on the screen Some reports cannot be exported to Excel Close Closes the report preview ik bha auvaris frag Fiap orien 244 Colours You can also choose the colours of some of the reports A small colour chart appears at the bottom left corner of the screen showing which parts of the reports can be coloured You can set your own colours for the reports by adding them to this table The colours available are those in the colour strip at the bottom of the screen use old kx
97. ach line you will see the settings for cost option and hide These work in the same way as on the fees estimate screen Simply click the radio buttons to mark certain line items as options or costs In our example the 200 quantity is the suggested cost but we are also offering options of 500 and 1000 copies tams supplisrs view tenders spec supplier ty rate mark up margin total estimate optional gost option hide notes i a colour brochures 200 cA ae E 350 00 ES 175 00 52500 oOo a B colour brochures 500 cA aaa E 400 00 mE g g 600 00 6 A colour brochures 1000 co i E 450 00 Es g E a75 00 a S n PA o EE i e ooo b Eg To make the process easier you can also duplicate line items Duplicating lines Rather than writing three individual cost items you can create a detailed spec for the first line item in the estimated costs window and then use the duplicate button at the far right of that row to make an exact copy underneath The duplicate button will copy the line item with its title and any specs you have added print brochures 1000 print brochures 1000 p print brochures 2000 print brochures 5000 l print brochures 10000 i gt cocco Pore Annman Bee De 000 A 2 internal instructions 100 auf Browse 2 By doing this you can make slight alterations to the lines and show them on your estima
98. admin Job date field titles Change the names of 6 date fields that showm in the job scheduling area These field are for reference not scheduling copy due bref design dua meeting client review delivery Note Both of these settings have to be re set by Sohnar Support Staff if you wish to make changes after your Traffic installation has taken place If you are not sure what to call these fields you can leave them blank for now as they are optional fields OUTPUT The Output area is the second tab from the left on the main Administrator screen It handles the email setup for Traffic Currently Traffic only handles outgoing mail show job titie show ext show phone show mobile show fax show email wyes uno yes Ono yes Ono ys Ono yes Ono ye Ono Do Mot Delete tel 613 8598 9989 mob fax 613 8598 9558 email infogischnar com iha eeverial eranl barermirives 266 Email Setup Email works like the physical mail You have a postbox for outgoing or SMTP mail You have a postbox for incoming or POP mail Commonly SMTP and POP settings are the same Traffic does not use Pop settings so you do not need too fill in these fields SMTP host The name of the outgoing mail host for example mail sohnar com SMTP port Input the port number for outgoing mail The normal default setting is 25 Advanced users may choose a new port or channel SMTP auth type Allows you to encrypt your email Normal
99. age you can over ride this What order to plan your schedule in Depending on how you like to work you can either add staff names to each stage or task within the whole job amp then create your timeline or you can create your detailed schedule before selecting team members It may be that you wish to get client approval on the entire timeline before you decide who will do the work Or you may wish to add the staff names to the stages and plan the schedule around them Traffic is flexible and allows you to work either way You could also create the schedule before you even select your team For the purposes of this example we will prepare the entire schedule before choosing a team and adding staff names from our team to the individual stages and tasks In practice you might be working in a different order to this rho ausa ede tran har ee oe The Schedule tab This tab is between the 3 Party costs and Expenses tab on the lower half of the main job screen Click on this tab to display the scheduling area imate 3rd party costs expenses actuals billing events x ll avent set colour staff days Start deadline days signoff gantt ext notes The schedule area displays three distinctly coloured areas There is a yellow column for stage start dates an orange one for stage deadline dates anda red one for sign off dates Before and after the start and deadline date columns are two columns headed days These columns can be used f
100. aining the job that needs an order and select the job on the main project summary screen do not go into the job detail screen N Click here to yee create the order jobs job tile brief status nv deadline emir i aria ime ro BMohranc aye re Poe re IECH ES DOIL RNS ERA EANES 0 0 0 0O Click here to select a job do this first You can see above that only one job has been selected Once the job has been selected you can create the purchase order using the create order button in the top panel Clicking this button will take you to the purchase order screen where a new empty purchase order has immediately been created 190 The PO screen looks like this Note that a unique PO number is assigned automatically before you even enter any details x l ae BEFRE access cece iu ae Automatic PO List of any lt i a SET oe T number estimated Sanmetec copie N 100 Brochures tiotender s 00 FE binatio status costs in the job estimate status not estimated pending Details of a wiki e anae the order arder tems og tobe gt filled in the above notes will be displayed on the invoice for the customer as default Now that your blank order has been created you have two choices of how to fill it out 1 Pull in any third party costs from your job and the PO will be automatically populated with information 2 Free type the whole order by hand In cas
101. al Research 5pm Moving Stages To move any stage to a different day or time in a member of staff s calendar simple click in central area of stage cursor will change to a cross hair and hold that stage and move it from left to right across the days or up and down to move to a different time slot within the same day If the stage spreads over more than one day all blocked out panels will move at the same time whichever day you click on to drag the stage Example 1 Stage is originally planned to start Monday but needs t be moved to start on Wednesday In this example we moved the stage forwards by 2 day by dragging the Monday portion of the stage onto Wednesday The whole stage was moved to cover the same duration of time and it now ends on Thursday morning rho ausa ede tran har ee oe Before dragging stage After dragging stage Darren Jarvis DJ 8 55 Sam 3 05AM loam isual Research llam Company Sohnar Limited tpm Project 2010 ipm Product Launch Job Summer Brinks 2pm Rebrand E Title Visual 3pm Research dan Time Allocated PM 10 00 5pm Darren Jarvis DJ 0 00 Sam iam llam ipm 2pm 3pm 4pm 5pm Increasing or Decreasing Stage length To increase or decrease the time allowed on the calendar to work ona Stage hold down your SHIFT key while dragging the stage 205 Visual Research Company Sohnar 0 00 0 00 0 00 9 00 225 9 004M Visual Research Visual Research
102. ales opportunities that can be selected when a new sale is created in the system 274 Lom beer To add a new Sales opportunity type Click into the grey box for sales opportunity type Type the name for the sales opportunity type This will now be available in the Sales area to select as the opportunity type Note The columns headed conversion and sales number display information on sales opportunities once you have started entering them LISTS This area is used to pre set the values that appear in the drop down menus of the Companies Area of Traffic Here you can manage the terms used for Client Type Supplier type and so on Clicking the lists tab opens a further set of 9 tabs where you can add to or change these options Here we have selected the industry tab ndustry Software solutions Richard Sands OTA S008 12 16 33 x Simply type the terms you wish to use into the empty lines within this area and these will appear in your company type drop down lists in Companies Industry Area of business the company is in Sector Sub definition of industry Source How you first came into contact with the company Specific Source Detailed definition of source Supplier type What the supplier does Supplier sub type Further detail on supplier type Client type What the client does or type of client they are Client sub type Further detail on client type Hra meer diel kal 4 m P r E
103. alter the date of issue before or after you issue it Simply overtype the issued date and the due date will change accordingly You can then print or email a copy to your client If the invoice is pending simply type in your own choice of issued date before issuing it and this date will be retained Pending invoices with no manually added date will be assigned the current date at the point of issuing Note that if you add a date and it is wrong it is NOT possible to revert the field to being blank again so be sure to correct it before sending days overdue Note also that the due date is calculated automatically based on the payment terms CAN YOU DELETE AN ISSUED INVOICE The simple answer to this is no No matter what level of access you have to Traffic no users can delete an issued invoice Contact Sohnar Support if you need to do this but be aware that it involves losing the numbered invoice permanently from the system We can do this on your behalf but we recommend that you raise a credit note instead Raising amp Issuing a Credit Note Raising a credit note in Traffic is easy All you need to do is locate the original invoice and the function to create a credit note is little more than a few clicks Invoices are searchable in three basic places 1 Project Summary screen 2 From Companies area invoices tab 3 From main Invoices tab in Traffic Searching for invoices is explained in more detail in the next secti
104. an be correctly routed Next choose a password and then click activate The client s user name will be their Client Code which appears to the right of their company name company name Printers Unlimited Prin In the above example this would be Prin Note that if you change the Client Code in the future a pop up message will warn you if the client has a Client Module account a ree His geste trasi far orarin 250 Finally decide if this client can or cannot see estimated and actual hours for the job Click to the right of show Hrs and select true they can see time or false they cannot Enabling a job A job is enabled for viewing in two stages Firstly to enable the job go to the job estimate screen and click to the right of client view job job tithe Broo Brand Design manual st job type H Branding po ref billing stad profile Brand po amount E gaem Mess type H Refresh start date 05 03 2009 production m routes d deadline 05 10 2009 dient view o mark for invoice ectimete t 2 r This will make the job visible to the client At this point they will be able to see job detail history etc but no stages and tasks Enabling View of Stages and Tasks Client viewing of Stages and Tasks can be enabled in two places In the Schedule area estimate 3rd party costs expenses schedule actuals H Eo 1 Research ce e oos2oos 14os2oo9 DE e Clicking the check box Ex
105. an decide which one to accept To mark the one you wish to use click the box under the column headed accept to leave an X against the chosen supplier quote The accept mark can be left on multiple line items or you can click the box with the white background to select all tenders from the same supplier The status window will now display the message that the tender is accepted If you do not tick the white box the status will be marked as part accepted you may be selecting different quotes from more than one supplier if the tender had more than one line item in it The chosen quote will now be displayed in the main estimated costs window along with your default mark up and the chosen supplier will also be marked under the column headed supplier add to law n Vanc 65125 3 x List the items and add specifications for the 1000 Brochures tems suppliers view tenders spec supplier ly rae mark Up argin t nate p a t opti n hide notes dup 1000 brochures sauce 9 E 0 00 RM lt 12500 e 175 00 0 9 gt Bg gt Meo gt 00 n BY rho ausa ede tran har ee oe Setting a supplier without tendering Using the tender option for 3 party costs in Traffic is optional but you could also set a supplier without tendering at all if you know how much they are going to charge you This would simply involve choosing the supplier name in the supplier area as above entering the cost they provide this ser
106. and the balance delivered to the client These steps are all covered below Delivery options Edit delivery date and time Print spec Print order order typa Supolier contact pending TFW Printers Peter Longman description Draft Leafiets qty order total Supplier invoice spec order itams Draft Leaflets i E 30 00 30 00 i x E E x Delivery options can be edited by clicking the delivery tab above the order you have created This will allow you to specify up to four delivery addresses od ennai epee leer E 1 92 order type supplier contact issued date pending Print TFW Printers Peter Longman description Draft Leaflets contact Nikolai Clark 3 St James Street address Farringdon our address client s address To add an address click into the address box you wish to use and either type the address manually or click one of the addresses listed on the left hand side of the screen to have Traffic automatically fill in the relevant address details The set options you can bring in are your own address or the client s address Under the address field is another field where you can specify the quantity to deliver to each address This is a free type field so you can type file copies or samples or total order for example if you wish Once you have completed all the necessary details simply click Print Order to have the order printed You will be asked whether you wish to include the s
107. appears at the top of the screen of many Traffic views Depending on where you are in Traffic you will be asked to choose who the contact record relates to If you are in the Diary Projects Orders Invoice or Traffic area you will see a search window and will need to find the name of the person you require If you are in a Company record you will get a search window that only lists names of people who work for that company f you are in a People record you will simply be asked to confirm that the contact record is for that person Once you have opened a Get in Contact window the record can be marked as one of four available options Call Mail Email or Fax These will be discussed in separate sections below rho eon ede epee lee ee Get in Contact Call Open a Get in Contact window and click the top left hand corner radio button marked call to set the record as a call jeter email call fax 2 r wednesday r october 2010 Now you can enter the details of the call into the record by giving ita subject and typing more details into the main body text window Once you have recorded the details you can simply close the record and Traffic will automatically store it against the people record for that person and for the company they work for under the tabs called contacts in bth cases The company record also lists the first line of the latest contact in the main view The date and ti
108. asis If you wish to type in a new mark up rate it should be written as a decimal for example 20 must be entered as 0 20 and 35 would be 0 35 Note Do not type a whole number 25 would not be a 25 mark up but 250 Note You can also type in a margin value rather than a calculation In the example below 50 has been typed into the margin column to add a round 50 to the print cost Notice that the mark up figure automatically adjusts to reflect the amount of the mark up od ennai eranl leer es Once a figure has been entered the cost can be brought onto the estimate To see the estimate go back to the estimate tab and use the icons on the right of the screen to open and preview the document IMPORTANT Remember to refresh your estimate document every time you make amendments to it in Traffic otherwise it will remain the same as the first time you raised it The refresh function appears at the top of the estimate layout and is visible when you open it in edit mode 1 Back button closes preview 2 Refresh button ey 3 Email docment Sno fe dee LE 4 Print document rA 5 View in preview mode i 1 2 3 4 5 Some older versions of Traffic may have a document layout that looks like this A O O O 3 dAn Li Li kn l ki LF Li 1 Back button closes preview j mpotiempiaie print preview 2 Import template refresh port template print preview 3 Print includes email or preview
109. at it appears on your estimate quickly and easily 2 Or you can prepare a tender document and get quotes from suppliers before giving your client the estimated cost 3 Going further you can also make costs with options for variations of the same thing i e different quantities or sizes for example and get price quotes for each option Adding costs to a Job To add an estimated cost yourself simply type the figure into the field marked rate on the cost line in the estimated costs window teams suppliers wew tenders spec supplier ly rate markup margin total estimate 100 Brochures cde leant FA FA tri am Cost item title Supplier cost per item Default mark up Estimated Total Note that we are not entering any supplier details when using this quick method of estimating costs Once you have entered the rate you can see how much the cost will be marked up by and the amount that will appear on your estimate In the example above a cost of 350 has been entered for the 1000 brochures which has been marked up by 20 making a billable amount of 420 Mark ups Mark up rate can be set in the Administrator area of Traffic A single global default can be set up for all 3 party costs and this will be automatically applied every time you enter a new cost item like in this example You do not have to use the default mark up the figure can be manually over typed with any amount you choose on a job by job b
110. ate and capture any newly added requests A request can be opened by clicking on the title line When opened it will look like this eoo New Work Request assign work request a A x assign this work request to JW deadlinea Wed 25 Jun 08 at 12 00 pm pridrity ig requested by jan wheatley jw time to take 2 request for JW final amends From this view it can now be assigned to a member of staff see above for details on this The details can also be changed such as the description and the estimated time for the work Once assigned it will be cleared from the Studio manager window and will now appear in the recipient s Traffic diary where it can be actioned in the ways previously described There are a few other thing affected by the Studio Manager setting being active and these are as follows Lis gamer Gov fer crin 1 5 Declined work requests do NOT go back to senders diary they can only be re assigned from the work request chart area Done work requests do NOT go to senders diary they can only be re assigned from the work request chart area You will also see under the setting for Studio Manager that it is possible to add a person s initials the function The effect of doing this is that Declined and Done work requests go to the named studio manager s diary not that of the original sender The email confirmations still go to the original sender Please note that email notification does NOT go to the ass
111. ays column These figures are drawn from the number of estimated work hours given to the stages in the estimate Traffic will provisionally assign a day for every 8 hours of work on the estimate for example estimates of 1 2 or 5 hours of work would fall within one day whereas 12 or 14 hours would fall within two days These figures are designed to be a guide so overtype the numbers in this column if you wish to change them rho eon ede eranl har srar Please note that you cannot schedule stages for less than one working day This process will eventually produce a chart of dates therefore even a stage with a very short estimated time has to appear as one date on your schedule You can of course make several stages appear on the same day by giving them all the same date The days column on the right of the deadline dates allows you to build approval or sign off days into the schedule These are days after the end of one stage and before the beginning of the next Traffic does not suggest sign off days so if you don t fill this column in the automatic schedule will begin every stage directly after the end of the one preceding it Traffic will use these figures to select the start and deadline dates of all Stages in the schedule so it is up to you to amend these as required In the example below we have increased the number of production days and added a sign off period of 2 days between every stage Note Cha
112. be able to click on the tab across the top of the screen memea eee barrens 304 User settings Once you have chosen each area of Traffic to be accessed you need to set the actions that will be allowed for that user group Choose to allow or block the following four functions duplicate fi fi access type E ta ta ii x x Oo Oo o x o o o x o Oo o x o o Create the ability to add new records to the area Delete the ability to delete records from the area Duplicate the ability to use the duplicate function in that area Issue Only affects invoices and orders and allows users to change the Status of these from pending to issued Setting none of these means the access is read only Denied Layouts SaCCess type Companies Client Report Companies Contacts Companies Credit Control Comnanias Nata Mananear For each main area selected you can filter out certain layouts that you do not wish that user group to be able to see The bottom half of the screen allows you to set denied layouts To set these first select the Traffic area you are defining by clicking the square select button to the left of the area name Layouts specific to this area will now be displayed in a drop down list that is accessed in the lower part of the screen Set any layouts that you wish this user group NOT to have access to Hes amerij lice 4 m P eo ET 305 Assigning Account Groups to
113. bels which can be selected when printing labels from the People area Sohnar will provide a default set of labels for you so there is no need to change any settings at this stage If additional label settings are required this can be done at an additional cost please contact Sohnar for more details MANAGEMENT The management area is the 6 tab from the left on the main Administrator screen It holds important settings which govern how Traffic measures many aspects of your business These are normally set when Traffic is installed and typically will not need altering again System Settings traffic SYSTEM SETTINGS Default currency Select default currency required for your Traffic system Alternative currencies may be selected for individual companies or projects but the one set here will be the default Language Choose default language for your Traffic system This affects a number of field names throughout the Traffic system such as whether your records display the names zip code or postcode and so on fied maaan alka teal cy irae 270 Fiscal year This should be set to the first day of the current financial year The setting affects financial reports and sales targets You should change it once a year Default tax Choose the default tax rate for your Traffic system VAT rate Choose the standard VAT rate for the system e g UK is 17 5 VAT number Input your own company s VAT registration number
114. bility is much higher Just beside the Sales Cycle tab is the Sales types tab Identify the areas of business that you work in and record each one as a new line in this area These names are used in the drop down of opportunity types when new Sales are created Examples might be Design for Print Event Management Branding and so on You are now ready to add new sales into Traffic ties imei lol Her creel 228 Sales Area To select the sales area click the sales tab along the main Traffic toolbar The sales area will be displayed with all the current sales opportunities listed traffic OBR 1 of 27 34 new sale contacts tracker get in contact diary timesheet expenses leads calls actions targets sales filter sale 32 new opportunity active 1 cold prospect 10 LB 33 new opportunity active 1 cold prospect 10 LB 34 new opportunity active 1 cold prospect 10 LB 35 new opportunity active 1 cold prospect 10 LB 28 Point PR Ltd letterheads active 5 identified sales opportunity 10 1200 Thu 28 DecO06 LB 31 Flowers to go brochure active 5 identified sales opportunity 50 10000 Fri 2 Feb 07 LB name phone employer opportunity dient close date value sales stage win probability delegate to last action won amount outcome Owon Obst reason Ss You can use the search field to look for sales using various filters If the box is empty the default sear
115. bs or duration in minutes for animation and if time taken on stages or tasks of a job will vary depending on factors such as these you can now make this distinction For each stage or task that will vary set the value under nua the column marked basis as xscale For those that would take the same amount of time to do regardless of the iteration value mark the basis as fixed J i m ie bha eunaryiisl rest far rart ias 285 Note If you are not sure how this will affect your use of the system mark all stages and tasks as fixed Profiles Profiles are the real life job descriptions drawing from the job types Stages and tasks which you have already set up Profiles can be quite specific so that they will accurately represent the number of hours a job is likely to take Once created they can be imported into jobs to automatically generate schedules and estimates job types profiles chargebands cost spec types Exhibit Display panels Banner an format production stage basis Stage tasks basis hrs band LE Research fixad E E TI F iho Ro Ro Ro Ra FF 5 S s s s s To create a profile Select the master job type by clicking the grey square button on that job type row Example Design For Print Click the profiles tab Click the plus button at the top of the screen marked new profile When the dialogue box appears choose create new You
116. cesescesesceceseeceseeceeeeo 209 Adding a Payment to a Sales INVOICE cece eee ceeeccceecceeesceeeccees 211 Finane MVOC OS Eeee EEEE E EEE EAEE EEEE EEE EEE AETERNE 212 Credit CONU OlLnaecserarieeti raen E E ENEE E EEEE 213 PANO PONS CCS corci areen EEEE EEEE ETEN 215 Finding and overviewing Jobs sssessesescessesceeceseecesescesesceeeseeeese 221 COUTET S orreen aE 222 Setting up Couriers in COMPANIES sssessessescesoeseeseeceecescesoeseeo 222 Creating Courier accounts in Administrator sssessesescesesceceseeces 222 Adana Coun O S 10 JOD earne EEE 223 Adding a courier invoice to TraffiC ssessseesesessesescesceceseseeeeee 225 Sales and NEW BUSINESS cccccccccccccccccccccccccccccccccccscscccccseecs 228 DAES PCAs cacesecuducedesucuesdesnseanieces saeceouseeeceansceoaeonseosiecesvercecses 229 PGC NOW Sal C ssacosmtasecousanseamasenane E EEE 231 Monitoring A NEW sale cceeccceeccceeccceescceescceeecceescceeescesescess 233 Sales reports and overview in the Sales tab ceccceeecceeecceeeees 234 Leads and Calls Summary ccc ceeccceeccceeecceeesceeeeceeesceeeceeeees 234 VIEW Sales 1 Al O 2x cncmcasucnssecenemasancecnesecsneotee anaasieasecoesenenemenas 235 Create Sales Targets ccccccescccccccccecccencccescceessceesccssscceseecs 236 RODOITS gee nn ene E nee ee ere rrr 240 BODON ccccesvestessccsnceonscousccedocuseesteeccuessesesecesereeeseceaecusoieocss 240 CHOOSING a D
117. ch displays all active sales For each of the searches you also need to choose the staff member s initials in the box to the right to see that person s sales Mitrafic the essere reel bar zra rrien 229 A roll over menu shows the ways you can search using the quickfind shown below f ES all AU Twin prod value i e win 10 stage sale stage i e stage 1 opportunity type i e rebranding sales status i e won lost on hold all i e all sales To select a particular sales opportunity Click on the button to the left of the screen to select the required sale Details for this sale will appear at the bottom of the screen sales leads calls actions targets sales filtar ra ef Bloggs n Co Design for Print active 7 hotprospect proposalissued 90 7500 2a02N1 AU co T cick here to show details at bottom of ml opportunity Blog close date 28 02 11 value GBP 7 500 sales stage win probability a0 delegate to won amount outcome Owon lst reason To see further details and amend a sale click the arrow to the right of the sale A sample of the full screen view is shown below add estimate ew ac k req contacts tra g contact diary t p l m x opportunity Design for Print handler AU sale status active client Bloggs n Co client contact Fred Bloggs sale no 1 sale stage 7 hot prospect proposal issued win probability 90 currency GBP Sterling description the
118. ch for your purchase orders in the main Traffic tab called orders Selecting this tab will bring up the screen displayed below diary companies peapa projects orders invoices traffic sales administrator r x unpaid missing pi paid not billed unpaid but billeg orders filter 7 order nd description Supoliear onder total issued date delivery date status Searching for Orders On this screen you can look at all orders in Traffic You can use the search box on the far right of this screen to filter the results on screen the roll over menu gives you the available search options orders filter order total esua COC SERA Jats status order number E 325 00 29i oO rde f type nwoiced p 67 00 12 description ssued _ supplier 1100 00 i2 i ssued supplier PO Ref E 200 00 12 age i issued E 350 00 pending Order Number The Traffic PO number assigned at the point the order was made Order Type taken from supplier type if you set this on the order Description Whatever was typed in the description window of the order Supplier Supplier s company name Supplier PO ref Suppliers own reference to you if added Type in your search term and click the magnifying glass or enter key Results will come up in a lost view underneath the find window Click any line item to see the order Hha poe ere har rraren 1 96 As well as this search the orders screen also offers other useful displays which you can see in t
119. cial year date and then come back to this screen and click reset year start which is one of the radio buttons on the far right of the screen Do not click the click to preview figures button forecast months won july 2010 august 2010 september 2010 D at e october 2010 range november 2010 december 2010 ne Sree staff salas against targets january 2011 If out of date click here raset year start february 2011 sales forecast against targets march 2011 april 2011 The list of dates will now update Click the save changes plus button at the top of the screen to make sure the date range is saved Note that the bottom of the column has fields for total won total target and left to achieve figures total won total target alt to achieve You can see figures in these areas when you go into the preview mode explained in the next section These figures are automatically generated You can now start setting targets for staff members 237 Setting targets To add a new target click the add staff target plus button at the top of the screen The following pop up will now appear You will be asked to enter the staff members initials and a sales target Enter the Staff Code for the Person you wish to add Targets for Along with the default monthly Target Staff Code Monthly Target Se Cancel ox 3 Input a target for one month and this target is input auto
120. company from a list simple click the red X button to the right of the list name on their company record Hha fee eel ere har araire and Client list Client list London Clients Marketing Mall Out Jan 08 listings Client lisi London Clients The people area of Traffic contains details of all the people you have contact with both clients and suppliers To access the People area simply click on the People tab at the top of the screen The People area of Traffic will appear Andy Stork mployer 65 Graphics x e 2 isted as o Katrina department switchboard 07906 407 705 andy stork ntlworid com postcode ALIO 95W pene ve andy Hatfield occupatio 07906 407 705 ok Genthwo Maggie Agamemnonos Created Thu 13 Dec 2007 By Nikolai Clark Ne Modified Thu 10 Jan 2008 By Nikolai Clark Ne The People area also has a quick find function similar to that in Companies to help you find records quickly As in name Companies once you click the magnifying glass to carry Ben ea eT out the search click on one of the search results which wae i appear in blue to see the found records displayed The search terms this supports are as follows oopa are NAME Enter the first name OR surname of the person If you type a single letter Traffic will display all first names that begin with that letter but surnames will only be displayed if typed in full name Andy Stork JOB TITLE Type in the Job Ti
121. count default tax mark up remittance advice credit tanms billing contact account Ma VAT reg code billing address nominal coda Supplier terms import default changabands country code site password password deactivate show hrs 1 l pe l show VAT rate on invoices Acc handler set the initials of a member of your own staff if projects raised for this company are always to be handled by the Same person Currency set a currency if projects raised for this company are always done in a currency other than your system default Default Tax Pre set a tax code that should be the default on invoices raised for this client Remittance Advice Choose a bank account to be used for payment details on all invoices for this client you may only have one bank account stored in Traffic in which case you can ignore this Billing contact address set a billing address if you would like to have a different name and address on invoices rather then the main company address Band set charge bands that are only to be used for this company See the section on charge bands later in this manual for more information rho eon ede epee lee ee yes no discount record a discount you may give this company for all projects created Mark up Set a figure here as a fraction if you wish it to apply to all costs invoiced to this company Traffic also lets you set a global mark up figure which appears on all costs s
122. count Name Note You do not have to log out of one open version of Traffic first to log in again on a different machine and logging in a second time will not log you off the first one You can see which user is currently logged into Traffic by checking the bottom left hand corner of any open Traffic window The initials of the person logged in are always displayed here AU The help box in grey will launch the Sohnar Traffic Website in your default browser when clicked Use this to see hints tips and FAQs about the Traffic system The help box appears on every layout in your Traffic system TEE eranl a p spairn Quick Search Box Underneath the navigation buttons is a window that allows you to search for records quickly The search terms that can be used in this box differ depending on which area of Traffic you are in It will also be labelled differently on each screen kii w Adjusting the window size 100 ull At the lower left of the screen you will see this size i ME adjustment function Traffic automatically opens at the standard size of 100 percent shown in the window as 100 The two icons to the right are used to increase or decrease the size of the Traffic window by set increments Click on the two icons to choose a window size that best suits your monitor On larger size settings you may have to scroll to see the full contents of the window Note Traffic also resets to 100 si
123. current Traffic diary date IMPORTANT NOTE The contact will show results for contact records created in that time period but if you have added a follow up action the contact record search will be based on the date of the action Use the radio buttons at the top right corner to view all records or just leads or just sales Click the print icon to print a report on the selected records Click the grey select button against any line item to see full details of this entry at the bottom of the main window eie koai far crendiives 234 View Sales Targets targets and monthly forecasts 50000 00 30000 00 50000 00 5000000 50000 00 90000 00 The targets area shows the following Target target set for each month Active sales the total number of active sales assigned to the user Won the number of sales won during the month Lost the number of sales lost during the month Best case the maximum value of sales for the month Win probability multiplies the likely percentage by the total amount of the sale The only targets that show here are those set up for the current user ie he person logged into Traffic To see an overview of all targets for all staff you need access to the Sales targets area of the reports section of Traffic This is also where the targets are set up Mitrafic the essere reel bar zra rrien 235 Create Sales Targets To add targets you need acces
124. d Once you are on the main screen again you can also move the columns into a different order by clicking on any column name and dragging it left or right to change the order of the displayed columns In addition to this you can also click onto any column name itself which will then sort the whole list of stages into alphabetical order by the selected column Hha Tuari eranl har srair Output Move your mouse over the output header to display options to output to csv file or print the list of stages The output will show information from whichever columns you have selected to display at the time of clicking the output function Filter This panel allows you to set advanced options that control which information is being displayed in the columns Output Filter Columns FA anore case uaina 0 I pemn aE The default setting for this function is to show unscheduled work The filter line will be set as above using the terms from left Scheduled Equals False You can use these drop down boxes to change the results shown in the list Showing Scheduled work only You can simply alter false to true in the filter shown above and the displayed list will refresh to show scheduled work only Additional filters can be added if required You may for example wish to search for specific jobs or stage names To add another filter click the button on the far right button underneath the colum
125. d a new company to the database Click on the new company plus button at the top of the screen A dialogue box will ask you to confirm that you wish to proceed Click Yes You will now be looking at a blank company screen Working your way through the fields you should enter company name department building street postcode city county country Note The Client Code window will automatically be filled in at this time so change this now if you prefer to choose your own code Note also that you can store two addresses for each company By clicking on the box marked comp address you can add a second address for reference only The company address will be used by Traffic for documents and communication If you fill in the company website you can click on the box marked website to automatically open that URL in your web browser Industry sector and source should be used to store relevant information that you think may be useful as a search term or way of defining a company These fields have a second empty space to the right of them if you wish to further define a category type Below the source field are the client and supplier checkboxes Click so that a cross appears in the box if you wish to make the company a supplier or client A company can be both a client and supplier and all companies should be marked as at least one supplier yes gient yes tho eee de ere har ees Click on the blank field to r
126. d amounts in the job and they can be invoiced at a later date or not invoiced at all Remember that these items will come back again as billable the next time you do a cost capture use the non billable option if you wish to mark them as permanently non billable Percentage bill Use the percentage function to raise an invoice for a set percentage of all line items in the cost capture You can choose onay of the present value or free type a percentage of your own choice write as a decimal figure eg 25 is typed as 0 25 The next time you create an invoice for the same job the remaining percentage amounts will be billable again You can only apply the same percentage change to the whole cost capture Hha mmni ien a 204 Round Allows you to round up individual line costs to the nearest whole number ie to the nearest pound Amount Invoiced Shows you any amount already invoiced on each line This will show if any line has been part or percentage billed already Lines that have previously been fully invoiced will also show on this screen with a billable value of 0 00 These lines will not appear on the invoice you are about to create Add New Line Will allow you to add a new line to the invoice Use this function if you wish to create a line item that you decide on yourself irrespective of job figures LOST CADTUre on gt Traffic System Message Enter the Set Amount to add for job 547 1 set amount 150
127. d e make sure that you have correctly labelled the supplier type ro of any companies with the cost type you are looking for Pint Prootreader Note Do not manually type the required cost type into this window as when the time comes to order or tender it out you will have no company in Traffic to send the request to Always make sure the correct company exists in Traffic before going past this stage rho eon ede epee lee ee supplier type description Next you need to add a brief summary of the cost into the next field marked as description This will appear on your estimate invoice and associated orders so remember that both clients and suppliers will see it To enter details of the cost for the item you need to open up the Estimated Costs window Click on the green go into button on the far left of the line item to open this window actuals estimate schedule expanses yst type description tax code Status notes optional estimate cost option hide nter 1000 Brochures 001 estimated E E O b g E ooo M 000 Estimated Costs x t tems and adad specificat j i 00 Bro 1000 brochures E ma 00 Bg al a ooo b Mg e 100 aadi Browse The estimated costs window allows you to write in supplier costs and chose suppliers to send tenders to It is important to understand the different options that are available within this screen 1 You can select the cost rate yourself for a single cost item so th
128. d in the Administrator area In timesheets only current jobs will be available for Staff to log hours against Many searches and reports default to only showing data about current jobs and non current jobs can only be found via specific searches Billing Status Traffic will tell you the billing status of any active job automatically To see billing status update automatically you must put the job into accepted status or any other status that follows this Pending jobs do not show billing status Billing status messages appear on the main job screen and against job titles in some searches and reports The status names are as follows Not Billed Any job yet to be invoiced or a job still set as pending Work In Progress Any job with work timesheets done but no invoices raised Ready to Bill Displayed if there are any purchase orders or expenses added to the job Also obtained by marking the manual status as Completed Part billed Any job where some of the work has been invoiced Billed A job where all available amounts have been billed Any of the billed status messages may also be accompanied by part paid or paid if the system detects that payments received have been added to the invoice System Message In Traffic there are some status names that update manual aalus automatically These do not over ride the six basic status types ing status listed in the previou
129. d on that project s summary page Hea amnia eranl bap zra riren 1 97 Adding a Purchase Invoice to a Purchase Order To add a supplier invoice to an ordered cost you must first go in to the relevant purchase order Use any of the search methods listed above to locate the order Once in the purchase order you wish to add an invoice for click on add pi and you will be able to add an incoming supplier invoice pi to the order by clicking OK on the box that appears Traffic System Message Enter a Purchase Invoice for this Purchase Order Cancel OK Note that if the PO is incomplete or invalid you will see an error message come up at this point and will not be able to add the pi until you have corrected the order or added the missing information If you successfully add a pi you will be immediately be taken to this screen in your sales ledger ae ee al add to taw purchase ledger SPUNT o inii invoice 2 for order 11 this order diary companies people projects orders i iraffic sales administrator x PLP Click L act t a erdue descrip pplier Cat t ibe 21 line items da d T3123 itam nmo item nomina tax code tax amount pi amount amount paid 12 2 1 1 3 Bg mant GBP E 1 00 Hg ib total g 350 00 ax amo 1 2 otal E 11 edit notes Paid amount egua mo Sting Stat ge 01 athy sta Tobe 1 2 350 0 0 E TEEN eranl ler 198 Once in the purchase invoice screen use the fiel
130. d underneath any existing list names to add the record to any other existing lists To view the list click on the green go into button beside the list name you wish to view In view format a list from the People area looks like this AO PeopleList Dace mber Mail oub Er ployer LISI a ADRIAN GRIFFITHS Sohnar Limited Andrew Marrison Connekt Colour x Bruno Caltapeitra Sohnar Limited x Carl Witton Sohnar Limited x Clare Knatensen Sohnar Limited H Danny Hartigan Sohnar Limited x James Crouchtort Aubernight Print Ltd x Kyle Gideon Sohnar Limited x Luke Lanza Sohnar Limited x Nikolai Clark Sohnar Limited x Richard Sands Sohnar Limited x Steve Hawthorne McNatton Paper Supplies x Sylvia Dunn Durley Promotions x Tracey Shirticitt Sohnar Limited x Viktoria Strandund Sohnar Limited x listad as oO December miail out list London client list x gt Delete whole list with this button Delete unwanted names from list with the red X buttons Note If you are making lists of staff from groups of companies use this screen to remove names of staff that you do not need for example you only need one staff member per company to receive mail outs etc rho eon ede epee har ee Outp uts from Lists copy details add to iav output To access the outputs area click on the outputs link at Output from the top right hand corner of the People area dashboard Sain tec From here you
131. dars on the screen will move at the same time Number of Days option ok l e This allows you to set the number of days visible on the calendar screen The default is 5 days Monday to Friday but by using the up and down arrows you can reduce this down to show less days as far as showing just a single day on the whole window you wish You can also free type the number required into the box The maximum number of days that can be viewed is 7 rho ausa ede tran har ee oe Full Screen Mode Click this icon to expand the Multi Calendar screen to fill the monitor by hiding the browser window borders and functions completely You can quit full screen mode by clicking the icon again or pressing the Esc key Stages tasks list On the far right hand side of the screen is the stages and tasks list This shows work that has been created in Traffic Output Filter Columns Sahnar Limited Summer Drinks Rebrand Research 5 00 of 0 00 15 07 2010 NVA A 09 00 Sohnar Limited Summer Drinks Rebrand Visual Research 0 00 of 10 00 13 07 2010 NVA 17 00 Sohnar Limited Summer Drinks Rebrand Mind Mapping 0 00 of 10 00 N A Sohnar Limited Summer Drinks Rebrand Design 20 00 of 0 00 26 07 2010 N A 09 00 Sohnar Limited Summer Drinks Rebrand Artwork Layout 0 30 of 0 00 30 07 2010 N A 09 00 This shows by default the following columns Company name Job name Title which is of the stage task Progress this show
132. day O wednesday O friday O sunday O wesday amp thursday O saturday Stafi Meeting ay of the with Danielle Grant reek fram Part Time p t1 Ons location Boardroom notes To ae changed to process ppointment etails area 100 sai P Browse Haa puerilia eranl leer es Colour code options add to fev Add all staf appointme 7 m Selecter y r staff AS a CD m pes List of all hai DR Ho s Staff GJ a Remove CY all DR 1 a attendee ramove all The appointment can now be amended to suit your needs Check and amend the start and end date as well as the start and end time of your appointment diary date Thu 06 Mar 08 and date Thu 06 Mar O8 Start time 16 00 am end time 16 30 am Check and amend the day of the week of the appointment days O monday C wednesday O friday _ sunday O iwesday H thursday _ saturday Note Choosing a date period that lasts for more than one week means that the appointment will be scheduled to appear on every selected day between those dates Fill in details of the location and a description of the event in more detail if required The with icon allows you to attach the name of an external attendee as long as the person is found within your Traffic People database event Stafi Mesting ERFA z we ILII 4 fram Cation Obas Choose which members of staff you would also like to be included as Ne in the appointment The creator of the appointment is aut
133. deadline 05 1 1 2009 status accepted title start date end date sign off status est hours act hours 07 10 2009 14 10 2009 done 38 00 0 00 Design Concepts 15 10 2009 16 10 2009 10 00 Job history v Development 17 10 2009 22 10 2009 30 00 0 00 date action Feedback 23 10 2009 24 10 2009 done 15 00 0 00 09 06 2009 Research completed Implementation guide 25 10 2009 02 11 2009 40 00 0 00 09 06 2009 Feedback completed brief This is the job brief documents v Q name typ file size a ChatLog Meet Now 2009 brief 0 374023 view document s hnar the essential tool for creatives This is a sample of how a client home page might look after logging in Each section of the above will be expanded upon in turn thee eerie erecl la r raris 254 The Left Bar projects jobs b 3 Client Module Test Eo Rebrand _ Brand Design The left bar is the principal method of navigation The Client Module lets clients see Projects and the jobs within them The project name is the top level tree Rebrand and Brand Design is the job The module loads all the data it needs when it first loads Clients can refresh the data at any time by clicking the refresh button highlighted ae eerie eranl ler es 255 The Centre Panel summary project Rebrand Job Brand Design account manager admin user estimated cost 12600 stages ese aaa ovat e hs a Research O7 10 2009 14 10 2009 De
134. depending on the master job type chosen Finally you need to set the value of any variables within the chosen profile a Variables could affect stages of work E P that will change depending on things like EEDE fa Nii quantity or size For example work required to create a printed brochure might vary based on the number of pages and work required in creating display stands might vary on the quantity of stands being In our example we will set the number of pages for the newsletter to 4 job tithe job type F Design for print description Newsletter We are now ready to import our chosen profile Click on the plus button marked import profile at the top of the main job screen to import the profile You will be asked to confirm the action as an imported profile will always replace any existing stages on the screen Click yes to proceed Note Do not over write the drop down options with your own choice of descriptions before trying to bring ina profile The drop down fields show you what is currently in the Administrator area so changing these fields before trying to import the profile will not work because the system will be unable to find a match An imported profile can contain all the stages required for the chosen job type The stages can already be divided into tasks and all the hrs and charge bands columns can be filled in The notes fields might also be filled in With all this work stored as a template
135. destination postcode cur cost markup margin price tax country nom code bike London Zone 1 GBP 2500 m0s0 1000 3500 00i GB oo FY bike London Zone2 GBP 3000 Wos 1200 4200 001 GB oo A bike London Zone 3 GBP 40 00 B040 1600 5600 001 GB oo ff bike London Zone4 GBP 55 00 B040 2200 77 00 O01 GB on H E a Enter as many rate lines as you need and then create more line items for other courier types if needed Note You can still use the Courier option even if you do not enter any figures in the fields as the price can be entered manually at time of order Mitrattic Templates You can create and use various templates in the Administrator part of Traffic These can be used whenever you create a contact record and are particularly useful when sending out emails or creating letters To access the Traffic templates first click on the main Administrator tab and then click tag directly underneath it Mtraric A Save buttons Template lt currently m i mme tr List of being vie oma it ats formatted viewed i are fields a ct available List of wea s created a _ ees na templates O teers ner rete a F E ready to insert In here go straight to the section called letters on the bottom half of th screen The other tabs in this section are marked tenders estimates orders invoices and terms These are used by Sohnar to set up your
136. details Jeremy Audge lt jeremy sohnar com gt sent status Apart from internal fees you may also want to add external costs to your estimate These may be costs to get something printed or constructed that you outsource Typically they are things you have to order and in Traffic terms this is what separates them from materials and studio supplies which may also count against a job These other miscellaneous costs are called expenses The difference between 3 party costs and expenses is that 3 party costs need to have a purchase order There is a separate area in the Job screen where you can add these 3 party costs On the main job screen click on the tab marked 3 party costs which is just to the right of the tab marked estimate estimate expenses schedule actuals supplier type description tax code This will display the costs area where you can enter details of outsourced work that you wish to include on your estimate To begin the process click in the first field on the left under the header cost type to select the type of work you wish to add to the estimate The field will contain a drop down window from which you can select the cost type that you need This list is made up of the terms you have used in your ee company records when you defined Supplier Type If you wish to add a cost and the cost type does not appear in this D Catering window you should go back to your company records an
137. diary If you have stages and tasks listed in your diary the link to the Timesheet Week window is even easier All you need to do is click the clock icon on the required stage or task line work requests todo jobs stages amp tasks Timesheet link for job stage task est act deadling at each stage or task 1 65276 1 Storyboarding 60 4 20 Jun listed 65283 1 beta testing 20 Jun O8 T ese7a 1 Fre Casting Location 1 4 17 Jun 08 652791 Programming 4 10 Jun 08 Job SunSplash website Project Sun Splash Client Oakland International rho eos ede eranl lee ee 158 Traffic System Message Once You have clicked this icon You on ly How much time did you spend on this and what work did you do need to type the amount of hours and your notes into a single window to record the aimbe af koari wara time notes First draft finished OK Timesheets added via the links in your Diary are recorded in the Timesheet Week window in the same way You can open your Timesheet Week window at any time to review or amend time added by any of these three methods ADO Timesheet Week Please note that Traffic will automatically add hours added via the diary links to the current calendar date the date you have selected in the diary may NOT be the current date in which case you will asked if you wish to add time to the selected date or the actual date Adding time through a work request As detailed in the
138. ditions are the small print you issue with purchase orders invoices etc to protect yourself from misunderstandings Note Please note that these are company terms and conditions If you have more than one division you may need to enter different terms and conditions for each division Fees and Costs All work is charged out on a time cost basis The sca experience and expertise that a project may deman i 10 It i normal working practice to provide a de work commences All such estimates given by Sohnar required Estimates are based on what we consider t normal office hours including the cost of time by us Tre There are areas to enter terms and conditions for general terms estimate terms purchase terms client signoff email fax and credit control We provide some generic terms and conditions of the sort used by most design companies but you may well wish to alter them Even without alteration they will automatically insert your company name in the places where the conditions say lt lt Personalisation gt gt To enter terms and conditions Select the appropriate terms and conditions tab e g purchase terms Type or cut and paste the information required into the appropriate area Note It is important that you enter the terms and conditions texts in the fonts sizes and colours in which you want them to appear Please do not include any tabs Hie eerie freed ter creer ives 269 LABELS This provides the list of la
139. ds on the top right of the screen to add a supplier invoice number add a received date issued date and due date The due date can be calculated by simply typing a number of days into the area to the right of the due date label in our example below we have typed 30 The folio number is automatically generated this is the Traffic system s own reference for the record you have added The invoice status is also automatic it will change to paid when a payment amount is added nvoice slatus pending Geli sus mj Molo ne fa SUPPE m ng AA ssued date racsived data dus date 30 29 01 11 paid date days overdue In the centre of the screen you will see all the line items brought through from the order The line items have data fields for you to add nominal codes and the correct Tax VAT code line there job tam ma item nominal tax code tax amount 5 12 250 lanyards O01 E 61 25 E pi amount amount paid 350 00 D non i LUAJ This completes the information you will need about the supplier invoice The invoices you have added to a purchase order can be viewed at any time by going in to the original PO and selecting invoice items half way down the screen this will show you details and numbers of the invoices you have received and if it has been marked as paid PO screen with invoice items tab panie people jec d ce selected of 1 TR T 1 Ag contact Liam Knowles b titi TR Cor 10
140. e a separate numbering system to other invoices Leave account package id and any reference to accounts software alone unless instructed to fill in by Sohnar Support refers to integration with account software Forecast allowance A special setting for an optional module to Traffic called Cashflow Forecasting This is not covered in this manual contact Sohanr Support for an explanation of this ties imei lol Her creel 273 Traffic Licenses This shows the number of Traffic licenses purchased There are different types No action is required here Support Expiry This shows the date when your Traffic support runs out No action is required here Client licences Only applies if Client Module has been purchased SALES CYCLE The Sales Cycle area of Administrator is for storing lists of Sales Stages and Opportunity types which can be selected when creating updating sales opportunities You don t need to fill these out if you are not using the Sales area of Traffic To input your own sales cycles Click into the Description box for the row number you need to add amend Type the stage name required e g cold call and then a further description if desired The list of sales stages may now be viewed in the Sales area when creating new sales opportunities When you are viewing the Sales Cycle tab an additional tab called Sales Types becomes available Sales Types are used to form the list showing the types of s
141. e able to link the outgoing document to a person as well as a company name Once the staff name has been chosen the supplier details will be entered into the cost window To add more than one supplier click into the next free space under the supplier header and repeat the above procedure Once you have selected all the suppliers you wish to obtain quotes from the window should look something like this Hha poe ere har rraren ASO Estimated Costs First add all the suppliers you wish to send tenders to When x you are finished click on the create tenders button to create the tenders ams Suppliers create tandars mport a list of suppliers Supplier contact switchboard notes mport aubernight print itd james crouchfort 0800 096 0033 mcnatton paper supplies steve hawthorne 020 7501 6111 connekt colour andrew morrison O1442 874391 EZ ESESER The notes field on each line will display the first line of text entered into the notes field of the company records if entered This can be useful if you have used the notes field to record facts or information about the products or services or quality of that company Importing a list of suppliers If you have created lists in your people records of suppliers you could also import a list of suppliers into this window For example you might want to make a list of your top printers or ones that specialize in certain print jobs Refer to the section on lists in
142. e aware that any staff records relating to this company will remain in the system in the People area but with no associated company rho eon ede epee lee ee Other functions At the top right of the companies area are some additional functions to make using your company records more convenient copy details add to fev Copy Details With any company record on screen click copy details copy the company name and address and store it on the clipboard This can then be pasted into any suitable application like Word an email etc Sohnar Limited company name Sohnar Limited Sohnar House department 1 Glentharne Mews comp address Sohmar House Hammersmith address 2 1 Glenthome Mews Sohnar Limited o W6 OLJ UK address 3 postcode WE OLJ gt Copy detai ls gt tel 0208 659 0099 city Hammersmith fax 020 68600 7526 Www WWW Sohnar com county country Sohnmar Limited UK Show as a list With any ae results displayed on the screen click the show as a list icon am Traffic will then display the results in list format which you can use to print or export to another application Records displayed as a list D add to fav the essential tool for creatives 4 A diary companies people projects orders invoices traffic sales administrator 1 of 25 x 020 7078 9364 EC1V 7DH London gt Ads Inbay a gt AES Security Systems Sutton SM3
143. e record displayed on the industry BAFTA sector screen BAFTA 11 Supplier type Blackston can D p I Ora A roll over menu will tell you what the available search Blue Phom terms are and these are listed in detail below Please note this is a tool tip and not a clickable drop down list Note Search terms are not case sensitive NAME Search by the first name of a company or by any letters that begin the company name eg typing sohn or sohnar would bring up a record with this word at the beginning of the name and S would have the same effect although it would also include results of all company names beginning with S company name Sohnar Limited Hha eo epee har srar CLIENT CODE Each company record is given a Client Code when it is created based on the first four letters of the company name When you add a new company record or at any time you can amend this code to make it something useful or memorable to you SOH INDUSTRY and SECTOR Search for companies based on how you have defined them in the field marked company sector industry sector charity SUPPLIERS and CLIENTS Typing either of these words use the plural case into the Find window will display results for all companies defined as either supplier or client i e with supplier or client box checked supplier BI yes client CJ yes SUPPLIER TYPE and CLIENT TYPE Search for terms you
144. e whole scheduled period Re assigning stages You can re assign the stages or tasks from one member of staff to another directly from this screen Click on the coloured bar that shows the job number and stage name This will open up a new window displaying the stage and the name of the person currently scheduled to do it Click on the staff member s name and select a different person from the dropdown list Close the window and click the refresh button at the top of the screen The stage or task will be moved from the original staff member to the new one wed 11 jun 08 monday 3 june 2008 tuesday 10 june 2008 Nikolai Clark man We wed ul i Blana Dabar 0O00 Edit Stage e090 Edit Stage 2 s lt lt lt lt lt lt i lt i lt i lt i lt i lt C SOidiQ ke BPO a ETO 100 200 300 4 ofr ed a teat a fier eet ira ea teat TT ECAR Edit the Te Edit the staff and date information for this stage Z NC staff member taff member Nikolai Clark s Tue 10 Jun 08 deadline Thu 12 Jun 08 3 100 oa Browse 100 adm Browse Jan Wheatley sw gt 25198 presentation Arwore B138 presentston Arte mon tue wed thu ii Changes made in this way will feed back through the Traffic system to the job schedule screen AND to staff diaries and my jobs lists automatically Adjusting colours on the staff schedule You can change the colours of the stages on this screen In our example all the colour bars are
145. eated If you wish you may carry on creating more jobs for the project there is no limit and you can create all the jobs before going into them and adding more details Adding Details to a Job Once you have created your job you can go into the job to add more details The summary of all jobs within a project looks like this jobs job title brief job status billing status deadline date latest ea March 2008 Brochure not billed A March 2008 Website not billed E March 2008 Business cards not billed The job line on the project screen has two important icons on it On the left is the select deselect icon You will see this button elsewhere in the Traffic system as well and it usually means that the row or item in a list is selected In the projects summary screen clicking this button will display information about the job on the project summary screen which we will look at later But it will not take you into the job screen On the right of the line is the go into button This also appears in many other areas of Traffic and it usually takes you further into a record or line item usually a different screen Clicking this on a job line takes you into the full job screen Note You do not have to click to select the job before you use the drill into button they work independently of each other Each job line has a notes field icon This icon appears elsewhere in Traffic and marks a space where note
146. eceseece 158 Adding time through a work request s ssseeseseesesescesesceseseeeeee 159 WANE DOG PA A N E E E 160 Adding Expenses as a Designer ssssseseeseseecesescesescescsceseseeeeee 164 Job Status and JOB PROGRESS MANAGEMENT cccccccccccccccccccecs 166 Job Status Definitions cece cece cece cence cee eeecceeeeeceeseeeeeaeeees 166 BINS StAtUs lt wcaccneneeseaceeeucnsaemseseencarnseeeeseeeanecaeereneeacetaenceeaceees 168 rho ausa ede eranl har srar THE PROJECT SUMMARY SCREEN sscdcxsssvoscvasiwaseneseredeverenesendsaussenes 172 Selecting deselecting jODS cece ccc ccc ceeecceeccceeeeceeeeceeees 173 Adding documents into Traffic ccccceeccceecccceecceececeececeeeecess 175 Viewing Financial Information cccceeccceeccceeccceeccceececeeeccees 184 View Project SNECL eeccceccccceccceescceescceessceescceescceeescesescess 189 PURCHASE ORDER vcs icsuccscnsswavescneosmerassouwavussmeonausenagesusensoenassases 190 Finding Purchase Orders sssseseseecesescscescecesceeceseeceseeceseeceoeee 196 Adding a Purchase Invoice to a Purchase Order ccceeccceeecceees 198 Adding a Payment to a Purchase INVOICE ccc cece cc eeecceeeeceeeccees 200 V AI ANNGCS ceca c2yaceanserecaeaessaceacuseucaceesesee4eseacndessnecugeseeececeenees 200 TANAL E E E A E O E A S 202 Create a Cost Capture rate eee ree gee 202 Raising amp Issuing a Credit Note sessseeseses
147. ect tab at the top of the main screen to go back to the previous project summary screen and go back to looking at the details down the right hand side of the screen The Do Not Bill box Beside each stage name there is a box marked do not bill time amp costs If you check this box it makes the stage non billable when a you raise an invoice Use this function if you have stages a ae that should not be billed or if you have billed a stage to E _ a estimate and it has more actual hours that you cannot bill Scriptwriting Checking do not bill for all stages with remaining unbilled visuala amounts will tell the system to ignore them and the job ee billing status will change to billed rather then remaining Pre Casting Loca as part billed a eee Post Production Dupes Underneath the list of stages you can see more information The lower right corner of the project summary screen shows a summary of costs against jobs within the project estimated costs a 5000 name badges iim ee err Pee EE T D bt US orders 4 BXpEnSeS couriers 4 invoices 2 Hea miia eranl a p zra riren 1 80 Estimated costs against jobs with each cost listed anda costs total on the right Orders Expenses Couriers and Invoices will all display a number if any have been entered into the system for the job s currently displayed Each of the links in blue will display more details when clicked Under t
148. ed and you can set follow up actions if required Get in Contact Fax The fourth way of using Contacts is to print out the contents and fax them This select button marls that this record was sent as a fax and so its use is exactly the same as a letter record Traffic does not link to a fax machine rho eon ede epee har eee follow up call Actions and Notes At the bottom of the contact window regardless of the type of contact are optional settings to add further Actions and Notes These can be used to store more communications or follow up action show notes reminders if you need a second reminder to return show sales to this record later on after carrying out your first follow up This section is optional as you may wish to open new contact records for each instance of communication show action You can add multiple extra notes and follow up calls to an original contact record Example To add further actions 1 Click show actions 2 A button will appear named add action hide actions add action 3 A small window will pop up allowing you to add a further action and set an alert ANDO Contact Notes 2T lao 6 04 pm Action request for admin user from admin user action task wed 27 oct 10 delegateto AU titie 2nd attempt original call Tracey Shirtcliff Sohnar Limited by admin user 2 C 100 sd Browse To add further notes click the show notes link and press the button ic
149. edule You ll find the De Schedule button at the very bottom left corner of the Multi Calendar screen It allows you to un assign any stage or task in the calendar screen To use it simple click on any stage task on the calendar view to select it selected blocks have a highlighting effect around the border to make them Stand out and then click the de schedule button The stage or task will disappear from the calendar view and appear back on the list of unscheduled work shown on the right Another way to de schedule work is to click on the start of the scheduled work panel with Apple or Ctrl held down and move it entirely off the calendar and onto the list of work shown on the right hand side of the screen Once you let go of the panel on the list area it will become de scheduled and removed from that persons calendar NOTE Work that has been rescheduled either moved from the list or one person s calendar to a new person must be SAVED before it can be de scheduled again Show Selected on Calendar Show selected In calendar You ll find this button on the very bottom right corner of the screen underneath the Stages Tasks list It allows you to quickly locate a stage on the calendar To use it select a stage task in the list by clicking on it colour of stage in list will change to green Next click on the Show selected in Calendar button The calendar will display the week to view that scheduled ite
150. emember that signing off a request removes it from this display so if you Hha fee eel ere har araire 149 use this area a lot you should remember to use the sign off function to clear entries To show staff members who work in certain teams areas disciplines only select a value from the drop down beside the show only staff who work in option and click the radio button beside the message diary companies people 1 Set value in staff records 2 Use value to filter Work Request display name Lisa O Donaghue job trite Project Manager role Project Manager department Admin team deaden show only work requests for Graphic design i ein an show only staff who are in v webteam specialisation discipline Web team The terms that you will see in this drop down can be set in the Administration area of Traffic Under each staff record is a field called discipline Use this to group members of staff into work disciplines departments or teams You can then view selected results in the work requests area You can also show all the work requests in list view by clicking the list icon at the very top right hand corner of the Traffic screen workflow timesheets raports sales targeis request deadline finished subjact job from for priority hours order il Wed 11 Jun Wed 11 Jum mew work request 6S282 1 MC MC normal 3 Wad 11 Jun new work raquest 65282 1 normal Wed 11 Jun lextra amends 65282 2 NG MG high
151. en pressed As well as placing a link in each Traffic user s diary schedules can be seen in a broader summary in Studio Schedule screens that show all staff members schedules and all scheduled jobs in the business tho ese ede ere har ees The Traffic system allows users to schedule using a variety of methods Your system may be set up with original scheduling or you may have the new style Drag and Drop scheduling or Smart Scheduling This manual covers all the available methods beginning with original scheduling Please note that your system may not have this feature in operation in which case you should refer to the later sections on Drag and Drop scheduling and Smart Scheduling On the main Projects tab you can access the Staff Schedule by clicking the staff schedule plus button at the top of the screen diary companies people projects orders With several jobs scheduled the staff schedule will look something like this A S Current date _ w ee NC aT _ CS soyoowarg 7 a range _ 55139 Presentation Artwork Schedules selected lt stages Staff names n eRe gt Jan Wheatley J gt Sandra Isaacs There are several ways to view use the information on this screen The coloured bars represent stages or tasks A bar will appear on every production day that stage was scheduled to run for when the job schedule was created rho eon ede eranl har srar T
152. ennai epee leer E 307 3 Account Group account type Full traffic account Toto at ne Pe ACCOUNT OFC Lp Manager Managing Director Project Manager artive Studio Manager Finally use this drop down to set one of the account groups that you have created in the Account groups area of the Administrator section as described above When you have chosen the account settings you must click the green save settings box to set and save the account raset password save settings In this same area you can also simply reset a forgotten password by clicking rest password again the password will be reset to traffic at next log in The new settings will not take effect until that user next logs in but it is recommended that you do not change a user s account group while they are logged in and using the system as they will find they get locked out of areas and they may be in the middle of something If this is a new user also click the active check box at the bottom of the screen This assigns one of your Traffic licenses to the user account taking it from your total number of purchased user licenses You can switch licenses between staff at any time but you cannot collectively activate more user accounts than you have purchased licenses for The system will warn you if you try to activate a new user that will exceed your total number of licenses of that type 308 Note that changing u
153. enses GL 4 DA Artworker GL Copywriter os JW Project Manager Po NC Studio Manager fs 3 SI Artworker gt 8 Dos 8 1 a fna fil fe on l le lt TI ta You can assign the names in either the estimate tab view or in the schedule tab view If you use the schedule tab view you can also assign names against the events You can only add one name to an event Remember that if a stage is split into tasks you should enter a person against each task There is no need to put any persons name against the Stage you should do your scheduling at task level if these have been used As with loading a team name once you have entered staff names against Stages you must click the Add to staff diary button beneath the team window This will send the information through into each team member s diary area and they will be able to see stages and tasks that they are working on in their diary Can use the add team icon for scheduling You may add staff members to a job by clicking the team icon which is on each stage line estimate view only but you cannot schedule people by using this method aoo 0 Research gt p This process is explained in the section on creating an estimate earlier in this manual but to re iterate this is for job costing purposes only and cannot be used to scheduling Use tasks if you intend to create schedules View Jobs Stages and Tasks
154. equential order you can create a schedule and this can be done either manually or automatically Adding schedule dates manually To add your own dates manually simply click r staf tat days deadline day into each window of the schedule and select E the dates required from the pop up calendar E Continue adding dates until the entire E schedule is filled You do not have to work i r around the figures in the days columns but E these numbers are generated by Traffic based jg 2 Mon Tue Wed ae on the number of hours in your estimate so E a 5s 3 8s 3 19 they can be useful as a guide Bil 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 May 2008 Add dates to the sign off column if you wish to add any of these to your timetable The sign dates can be used to suggest when sign off is expected from the Stage it is set afterwards or simply to put breathing space into the schedule between stages Creating a schedule manually can be time consuming so it is often quicker to create the schedule automatically Creating schedules automatically Traffic can fill in all the dates of a schedule for you automatically working on the number of production days you would like to allot for each stage It will also calculate how many production days are required by counting the number of hours that you built into your estimate rho eon ede epee har eee Rules of automatic sched
155. er words the master category under which all ooo Ee variations of this type of work will be classed For size ie es our example we will choose design for print no of pages p Cookery Design for print Design tor web client view pob Exhibition estimate t amp c SOH Maren 2008 Newsistisr Now you need to choose the actual job type a Decign for print profile In the white window beside description description choose the job profile size Brochure you want from the drop down The noofpages pi pea ars drop down will show different estimate t amp c Newsletter selections depending on which job type has been set For our example we will choose Newsletter cliant view job a F rho eon ede epee har ee oe You may find that no further drop downs are required to import the profile you are looking for job tithe SOH March 2008 Newsletter however some job profiles are divided again by job type Dasign for print more criteria such as size or format If you click description Newsletter into the drop down under your chosen profile and size i o O O see options like these you must select the oo f appropriate one to proceed These options mean estimate t amp c that more than one template exists for the chosen sient view jab profile In our example you can see that profiles have been made for A4 and A5 newsletters We will choose A4 Note The label on the format window will vary
156. es of automatic schedule Creating cece cceeccceeccceeccceeccceeeees 92 rho eon ede epee lee ee Tasks in o SGMEGUNG nc casceascenscecserssee decessaransensswaeceesesesecuameesaeasees 92 Schedule SEEN 9s ccz suicnceeacesesccacucsseseeesnaccnouseaecncaeaeseeeesenceceseaeene 93 Adjusting the schedule essesessesesseceseecesescecescecesseceeeeceseeereeee 95 Pre setting dat s srririrrcisiri cttr s trer Er t ttre EEEIEE PETEERE EEA 96 Adjusting the schedule to accommodate altered dates eeees 96 Showing schedules as a Gantt Chart ccc cece cc ce eee ceeccceeccceececeees 98 UI CS AAI erer em ete sere iate EEEE EEE EEAO OE sien ves EEA 105 Updating Staff Diaries ccc cece ence cece cc eeecceeeeceeeeceeeeceeesceeees 105 View Jobs Stages and Tasks in the Diary cee cece ec ceeeeceeeecees 107 Schedule OVER VIEW Sirssouecdccsncoseuscnasentosensousieeccseussouseveseonosees anus 110 ORIGINAL STAFF SCHEDULING wsisscseseneccceseacdsnvicnctsnecenesenecensseaeawaes 110 Re assigning stagesS sesessercescescesoeseecesoesoescesoesescesoeroeeeeee 112 Adjusting colours on the staff schedule ssessesessesescesessesesseeee 113 ORIGINAL JOD Schedule eresisarerescserecerererererarereres uren nrn e e 115 Stage and Event COlOUTS serrsserssssissness ns ssn sinesi Ettr ESENE EENEN EAEE 116 Drag and Drop Scheduling sesessssesesesosososoesesesesososossesesesosseos 118 Enee E EE
157. es where no cost was estimated beforehand useful for freelancers or very late orders that are needed after the estimate has already been signed off We will look at both of these methods now 1 Using pre estimated costs To add estimated costs to the order simply click the green downward arrow button next to the cost you wish to use All the cost awaiting orders are listed at the top of the main screen Once the cost has been pulled down you can t remove it and start again so be sure that you have the right cost selected If you do pull down the wrong cost delete the entire order and start again by making a new PO from the project area 191 cliant ADC Adrian Cliant contact Adrian Brown job title b 65284 3 June estimated costs Draft Leaflets here After clicking the arrow button click yes to the prompt that pops up and your third party cost will appear in the section below Remember that you can only import a single third party cost at a time and each purchase order will be assigned a number that is generated automatically in sequence from the last order The number sequence is independent of the project from which your costs come Once you have imported the cost you can choose to print a spec of the cost print the order itself choose a date and time for delivery and split the delivery between a number of locations For example you may wish to have a sample of a print job delivered to your offices
158. es y G S GMs d Web 3pm y Studio Manager 4pm r _ Jan Wheatley JW 5pm ed w Y No Department Anne Chambers 3 3 0 Rob Hanlon RH Rad oem Sbategic dann i ited rinks J 10am Stra Rebrand fred bloggs FB Lt 99 ilam c Limited ar 12pm Li Project 2010 b Limited Drinks P brand lpm Pp i p riu 50 D Limited Drinks 3pm Rebrand Rebrand brand 4pm Ti i Planning Planning SmE ET E A S O O S ind Darren Jarvi 9am Ta Market 10am Es hment llam Co Soh 5 saa 12pm ti Limited Drinks 1pm is Rebrand 2pm_ Job The Europe 3pm Re Football dualifi p Association Chai rt 4pm Sohnar Summer 5pm Limi Drinks Gary Lewis 2 00 Rebrand Sam nar Summer ited Drinks 10am Rebrand lam 2pm a Show selected In calendar Te 30 07 2010 12 58 03 leit 7 ja Once opened Multi Calendar can be refreshed at any time by using your browser refresh functions It can also be closed and launched again from the Traffic screen to refresh The screen will show the following information 1 A list of all your active staff members on the left hand side grouped by department 2 A week to view calendar in the centre of the screen to display scheduled work for selected staff 3 A list of work on the right hand side which can show scheduled or unscheduled work This guide will take you through each of these sections of Multi Calendar in turn Hha pose epee har rraren Staff Members On the left of the screen is a list of active staff at your agenc
159. etails on timesheets refer to the separate section in this manual Traffic System Message How much time did you spend on this and what work did you do jas 4 vd Ss OO number of hours worked 1 request Nikolai Clark NC Thu 12 Jun 08 NG O hgh notes Can you test each log on for all access groups OK Mark as Done When you have finished the work request you can mark it as done Doing this takes it off your list of outstanding requests Done work requests can still be seen at the bottom of the diary screen Marking a request as done also counts as a status change so you may wish to open the done request and send an email to the sender The request will look slightly different after it has been marked as done ANDO Work Request lt done 723 S x qee a reassign or sign off this request request Nikolai Clark NC Thu 12Junoa nc USA H reassign this work request to HK deadline Tue 17 Jun 08 at 12 30 pm priority normal requested by admin user au time 1 request for AU new work request Lis am Gow fer creeiiiews 146 Depending on your level of access to Traffic you may now be able to click an icon called sign off This will completely delete the work request from the diary A signed off work request can only be retrieved by Traffic users with a high level of access For this reason there is a setting in the Administrator area that can be set to limit use of the sign off function to hi
160. ettings can be changed at any time once you have started using Traffic there are many that should not need changing at all and a couple that can only be changed by the Support team at Sohnar once set These will be pointed out in this document To access the main settings click the Administrator tab to access this area The screen below will appear System Settings traffic System Settings The upper half of this screen illustrated below should be used to input your own company name and details Set at install The fields for Operation Type Team Leader and ISDN are optional and do not affect the way Traffic functions cop name Sohnar Limited role heading 2am switchboard operation type Software Designers address 73a J fax E E pa Sl big bs i 2 ondon isdn 261 PREFERENCES The first tab on the left on the lower half of the screen contains fields that set several preferences for your Traffic system These should all be set up already for you Current job definition Current job def allows you to define which jobs will appear in certain lists and searches throughout the Traffic system The main impact of the setting is seen in timesheets because hours can only be logged against current jobs Some reports and searches also allow you to search for current jobs Therefore you should have an X in the box against the type of jobs you would want to be able to look at frequent
161. f This may have been entered at the point of accepting an tender in which case it will appear here If nothing appears here you are free to add a reference received from the supplier here if you wish 3 Billable status By default all purchase orders are set to bill Click the white box will change this to non billable This can be very useful if the order was raised for internal costing only and is not to be on billed to your customer eg for paying freelancers 4 Mark up If an estimated cost was imported into the order this box shows any mark up already applied to the estimated cost If this is wrong or if you need to add your own you can change this figure here Please note you only have access to the percentage mark up here not the margin mark up function 5 Currency If an estimated cost was imported into the order this box shows currency of the estimated cost If you are ordering something that was not estimated you can change the currency here if required 6 Estimate status If an estimated cost was imported into the order this box shows a status of estimated in green If the order was made manually it will show a status of not estimated in red Remember that a Purchase Order can be deleted if you do not require it by using the red delete button in the very bottom right hand corner of the screen Hra anial kral far rca 1 95 Finding Purchase Orders You can browse through and sear
162. f a stage by clicking at the upper or lower edge of the stage border cursor will change to a double headed arrow and drag the border of the stage higher or lower so that it decreases in duration within the same day NOTE After making changes to the calendar you MUST PRES THE RED SAVE BUTTON The save button is at the bottom right hand corner of the Multi calendar window It turns RED when there are unsaved changes on the screen Pressing the save button is required to send the updated changes to your Traffic system SAVE OFTEN S gt If you quit the Multi Calendar screen or refresh it without saving your changes will be lost if they have not been saved Moving work between staff members If you wish to move scheduled work from one person to another click on any scheduled work on the calendar and hold down the CTRL key on a PC or the APPLE key on a Mac With this key held down you can drag the scheduled stage over the border of one person s calendar and onto another person Example 3 Stage on Monday needs to be taken away from Anne and allocated to Rob Stage before clicking with p CTRL Apple key held down ea o Mon 26 07 Tue 27 07 Wed 28 07 Thu 29 07 Fri 30 07 8 00 4 Stage after moving with aa Ctrl Apple key held down Once it is on Rob s calendar you can a move to any required position som for him in the ways described as earlier without needing to a keep the Ctrl Ap
163. f raising the invoice so if you are not sure yet you may wish to make this decision at the invoicing stage One advantage of setting it here is in cases where the person raising the invoice is not the same person who added the expense rho eon ede epee lee ee SCHEDULING Once you have created the stages and tasks of your estimate you can plan a timeline for the entire job from start to finish and add a team of staff members to the job as well as assigning people to individual stages or tasks The procedure is managed on the main Job estimate screen under the tab called schedule Areas of Job Screen involved in scheduling BERKELEY 2 Autumn Range Fal traffic for Dave Porter at Berkeley Inspirations Ltd tel 01753 696722 the essential tool for creatives O se o 20f2 4 create schedule remove schedule schedule today add event view schedule work request get in ta timesheet xpen co E m find a job Si job title Autumn Range Catalogue selected team load team manual status pending copy due rt date 08 11 10 account manager gt LF g deadline 22 11 10 artworker gt cs delivery creative director gt CW managing director gt LW fj g Team members client view job mark for invoicing click to add job to staff diary added on OB 11 10 at 20 24 44 brief design due meeting prod notes start end dates estimate 3rd party costs expenses x Schedule ta
164. for you so it may be good to set up some specs that match the types of Suppliers you use most often job types profiles changebands cost spec types cost types cost profiles cost type nominal markup Print mo TInt bet 5 l E T Image Library 383 5 F D Process x 3 Colours cover JEEZ 2 a 9 Delivery artwork to D i L i To add a new cost spec type Click into the first free line on the left side of the screen Input the title for the new cost spec On the right hand side build up as many options as you think you could need for sending such a cost type out to tender By building in all possible options you can bring in this master spec when creating tenders and then omit the ones you don t need on an individual basis To create lines with multiple options write your spec name in the first column and then create a list of possible options in the second column dividing them up by hitting the return key after typing each option Cost Types Cost Types are cost specs with standard details already input for a specific variation This will save you having to input cost spec details if you often use the same variables of the basic ones You can use Traffic without setting anything in this area m ie bha eunaryiisl rest far rart ias 287 traffic 1 Sohnar sliable divisions job types profiles chargebands cost spec types cost types cost profiles minal markup cost profile BDI
165. for you to choose the time period that you wish to see all unpaid invoices for Choose 1 day to see all issued invoices otherwise choose a longer time period to see just those that have exceeded the agreed payment terms You can also choose all to see all issued invoices update invoice Once the invoices are displayed you will see a value in the total outstanding invoice amount field Under this window is a field where you can enter your own credit limit for that company In our example we have set a credit limit of 1000 total outstanding invoice amount 1179 85 invoice amount limi 1000 00 If you set a figure here and the outstanding amount exceeds this figure a red message will now appear at the top of the company record and on all projects for that client The message will look like this copy details add to tav Carrick Media Ltd is in excess of its credit limit refer to finance diary companies people projects orders invoices traffic sales administrator Class mmn e Hiv a 21 3 This message should act as an alert to all Traffic users but it has no impact on the system other than that You can however choose to block certain Traffic functions for clients who exceed their credit limit by using the status function on the right of the credit control tab This function is set to active as default but you can choose to set it to no new if you wish by clicking on this button No ne
166. function to check availability of other members of staff You can also make an appointment on someone else s behalf if you create the new appointment while their diary view is selected 29 diary Changing to Week To View Clicking on the week to view icon to see the current week of appointments A d friday february 2008 a show HE shia ETOO E fe apean o ote sl im re q Ne q 7 ra The week to view lets you see all your appointments taking place over the current week At the top left of the week to view screen is a function that allows you to choose to view another member of staff s appointments for that week or click on show everyone will display all appointments made for that week show NG show everyone a lt 1 AH 7 l mi l Note You can move through different week view by using the same navigation methods as used in the Day to View screen The navigation buttons will move you to the next day or month and the date number columns will move directly to a chosen day In all cases the screen will display the week to view that contains that date Note that you cannot view Saturday and Sunday appointments on the Week to view screen z a m ai Miranic the gered eranl bap cree Other Diary Functions The colour of the diary dashboard can be changed Each user can choose a colour for their Traffic system Select your choice of colour from the colour char
167. g Allows pending jobs to be shown as live jobs Some Traffic users do not make use of the job status function and this allows pending jobs to be shown in colour Administration Staff Management Drag Resize allows administrators to restrict staff members to viewing the schedule only This option is set per member of staff so it can be found under the Staff icon within the management tab for each person rho eon ede epee har ee oe The newest scheduling system in Traffic is called Smart Scheduling It allows you to see and schedule work for multiple members of staff within your agency quickly and easily It can be accessed from the project home page in your Traffic system via a plus button shown below the ersemtel tosl for estreas A paki x Clicking this icon will open the multi calendar screen in a web browser your default browser will automatically be launched 08 2010 FA lt week lt day today day gt week gt L Scrollbars bH A y Development Mon 02 08 Tue 03 08 wed 04 08 Thu 05 08 Fri 06 08 Company Job Y amp T Admin User AU 0 0 00 0 f z onnar summer _ Admin User AU 9am Limited Drinks 0am Rebrand y Creative Company The am Football Association Sohnar Summer Anne Chambers AC 12pm Project European Limited Drinks Quali Rebrand __j Darren Jarvis DJ 1pm 2pm Sohnar Test M _ Gary Lewis GL
168. gh level users Notification for the sender If you are the sender of a work request there are ways that you will find out whether your work requests have been actioned or not 1 Email confirmation any status As mentioned above the recipient can send you a confirmation email to say whether they are doing the request by clicking on the send email icon 2 Email confirmation automatic If work request emails are set to automatic in Administrator the sender will be notified of every Status change as soon as the recipient changes the status 3 Diary confirmation declined In the case of a work request being declined the person who sent the request will receive back a copy of it under the work request section of their own diary From here you can open it and read the reason given for declining it 4 Diary confirmation done Similarly if a work request is marked as done a copy of it will also appear in the sender s diary area under done work requests These are some of the ways that you can see how staff are responding to work requests that you have issued but to see all work requests in the system re assign declined requests or sign off completed ones you need to go to the main Work Requests area Managing Work Requests Under the traffic tab is a screen where all issued work requests can be managed This area is for studio managers to see what requests have been sent out and to whom and
169. h details of how to log into our web site Lis gamer Gov fer crin 296 Adding formatted fields to a template If you wish to add any fields that will automatically personalize or bring in pre set information you can add formatted fields to the template Over on the right is a list of all formatted fields available to use in templates action details company nama contact action date contact address contact details contact fax contact first name contact formatted address contact formatted list address contact full contact details contact full name formatted contact full name contact job code contact job tithe contact last name contact PO reference contact subject current date current time division fax number templates letters You can use any formatted field in this list in your template Adding a new field is done as follows 1 Bring the template you wish to amend onto the main screen 2 Select the field you want from the list on the right by clicking on it 3 The selected field will now be displayed underneath the main window Here you can also see a brief description of the formatting Selected field amail disclaimer nsert field your amail disclaimer as entered in Terms amp Conditions field description 4 To add the field to your layout put the cursor on the page where you would like the field to be inserted Sled wes ail eal es e 29
170. h selected To begin the invoicing process click the create invoice button Confirm that you wish to proceed and the next step is to choose a single or itemised invoice Use these options to select whether you wish to have your job figures combined on the invoice single or whether you would like the client to see an itemised invoice listing a breakdown of all the charges they will be paying for itemised The question may come up more than once because you can do this for 3 Party Costs Job Stages amp Job Expenses After selecting your preference for each of these you will be taken to the cost capture screen or tae eranl jap armies 202 Cost Capture The cost capture screen allows you to decide how much of the total estimate you wish to include on this invoice You have the following options Delete any lines you do not want to invoice at this stage these will be available to invoice later Under billing options Change the amount to be billed from estimate to actual if estimate is the default status of the job Change the amount to be billed from actual to estimate if actual is the default status of the job Change the amount of a line to be billed to non billable if this Stage is not to be passed on to the client for invoicing al aR is BO Use this x to remov this line from the invoice and send it back to the estimate Cost captu
171. hart of your schedule simply click the Gantt icon to the far right of the schedule screen Gantt View i actuala estimate ord party cosis 8xPanses E me m ma m me M me me x x x x x x x x Be a e ie a sh ee e actuals estimate 3rd party costs schedule expenses ra 2 24 july 2008 stage task event 16aprO 23aprOB BWaprO e FmayO i4mayO8 21 mayO8 2BmayOB 4 jun o8 11 junO 18junO 25jun08 2 jul oa 16 jul 08 Design Development 16 408 1E B l m l gt Design Concept 20 4 B O00 8 Research 4 4 E mig E Client Presentation o4 on 8 gt Copywriting 8 4 an 608 8 4 Artwork 16 4 om 68 gt Print Management 8 4 E E i gt Amends 1 4 og f gt set start date set deadiine set approval a start sign off E deadline date B approval days d The start dates production dates deadline dates and approval dates are all colour coded A key appears in the lower right corner of the screen From this view you can also make changes to the dates At the bottom of the screen are functions that allow you to move the dates in the schedule Mitrafic rho eon ede epee har ee oe Set Dates Use these three buttons to set new start deadline or approval dates on the Gantt chart First click on the day that you wish to move a date to and the cursor will highlight the border of that day E Then click the appropriate button in our case an approval date Traffic will re position the approva
172. have used to describe the types of supplier and types of client in your company records supplier yes Printer client CL yes ALL Type the word all into the find window to display all existing company records Advanced search Apart from using the Quick Find you can also search using any other criteria with the Advanced search option Click the magnifying glass icon that appears on the copy details add to top right corner of the dashboard in Companies This will display an empty record on the screen Type the search term you wish to find records for into any window For example you may wish to do a search for all companies in the same city or for a single word in the company name that is not the first word of that company s name for example the word Limited You may enter search terms into more than one field if you wish and Traffic will look just for records that contain the terms in all the fields you have rho ausa ede eranl har srar used for example enter a name in the city field and checking the supplier button will bring up results for all suppliers in that city Click outside of any active field and then hit your enter key to display search results Note If there are no results for the terms you used you will see a message to that effect If you wish to abandon the search you can press the enter key and just press cancel Adding a new company record To ad
173. he top of the screen named load calendar rho ausa ede tran har ee oe M ev companies people s A 38 of 563 665 bad calandar 2 Click load calendar to show Choose date range na data on all scheduled jobs Stage Titles Estimated Hours You can also use the box marked Client to filter out results and show jobs for just a single client You can also select whether each date block shows the stage name or the amount of estimated hours of that stage by selecting Stage Titles or Estimated Hours the default setting is the stage name Once you have clicked the calendar button the jobs that have been scheduled for period will be displayed on a line each like the following example 10 Jum 2008 a8 enini 1oeoe 11608 Eogan 1a 1446 08 paia TAEDA 1708 126 08 TAADA ever June Rebrand Project 65284 3 Deadline of stages Date deadline of event Stage and Event Colours Note Events show in the default colour of yellow and stages show in the default colour of grey However these colours can be altered manually in the job schedule area In the main job schedule screen each stage or event line features a small colour bar icon Click on this opens the Schedule Colours menu W Initial Concept Artwork Stage ia Brainstorming Final sign off H Delivery date Amends A Client Sign off Raise Invoice 100 saad Browse Mitrafic thia sisa rmin fred bap s raris
174. he central area of tabs you can see a summary of any schedules created under a tab called Events events briefs ext dome st tatt o start days deadline app aignotif Production o oino 4 aio Research WAI 2 15417 Design Concept Tete 6 D Ziino Design Development AAO 5 ALO 7 oriana Artwork a gana 2 RAR 7 29120 Design Concept B onzo 1 RAB Design Development JH owizio 1 omino show schedule This area has boxes against each line called ext and done EXT check this box if you wish your clients to be able to view this stage in the Client Module see separate section for more details DONE check this to leave an automatic action note to say that the stage is completed Stages marked as done also move down in the list to the bottom so that the stages that are still current remain at the top The print icon at the top right allows you to print the Project Schedule This is a document style view of all the jobs with each stage listed showing it s Start and end date Hha poe ere har rraren 1 81 Project Schedule 2 1 Production 0811 2010 11 11 2010 Berkeley inspirations Lid Project Autumn Range Research 12 11 2010 15 11 2010 Date 16 11 2010 23 11 2010 16 12 2010 24 11 2010 26 11 2010 07 12 2010 Contact Dave Porter oB i2 2010 08 12 2010 Account Manager Aiaia Une 1612 2010 16 12 2010 06 12 2010 07 12 2010 1712 2010 17 12 2010 17 12 2010 17 12 2010 2412 2010 27 12 2010 2412 20
175. he coloured bar will display the project number and stage task title The view is for one week You can navigate through weeks using the navigation buttons which on this screen move forward through dates Move back to Move forward previous a one week month Tor7 7 e Move forward Move back one to next month week m Current date thu 21 aug 08 in view On the left is a column displaying each staff member s name At the top of the column of staff names is a sorter button to put the records into alphabetical order by first name the default order is the order the staff records were created in Staff member Sort button name p Nikolai Clark NC gt TON We wed thi li Actual h d gt Average amount of ctual hours gt 919 719 7419 S45 Erie or ail ae scheduled per day Henry King HK gt This section also contains a 5 day view of scheduled work for that person This corresponds to the week currently in view The figures appearing directly under each day show the amount of hours logged on that day In our example above Nikolai has logged 5 hours on Wednesday The second row of figures is a guide to how much time that person has been scheduled for and can be used by resource planners who need to see which members of staff are free and which are busy on certain dates This figure is generated by Traffic and it is based on the Job schedule and estimated hours of work both of which are built in the projects area
176. he record much more formal This is more important if the record is intended for printing or emailing See below Now let s look at other uses of contact records other than calls Get In Contact Email record If you click the radio button at the top of the record marked email the record window changes slightly to offer you different options that relate to email An email contact record might be a simple record of an email or it might be used to create an email that can be sent out from Traffic Differences in an email get in contact record are seen just below the subject line Options that you would normally associate with sending an email are now available These options may be displayed or hidden by using the small triangle arrow button amail details Kyle Gibson lt kgibson sohnar com gt from Nikolai Clark lt henry sohnar com oc bec Nikolai Clark lt henry amp sohnar come format text rich html receipt yes no priority normal high very high low Normal Traffic settings will set up BCC for you if you choose to send the email You can also search the Traffic database for more names to add as CC recipients click the magnifying glass icon to bring up a search window and use other setting such as priority and receipt request can also be used Attachments At the bottom of the record window is the attachments box Click here to browse for and add an attachment Using Templates If you wish to se
177. he system If no one has been assigned but you would still like an average or forecast cost figure to show here you can do this by assigning a CHARGE BAND COST to the charge bands so that every charge band you use will show what the expected cost to the business of that charge band will be in this field Charge band costs can be added to your charge bands in the Administrator tab of Traffic On the charge bands screen use the button labelled show costs to change the view to one where charge band costs can be added amended this is described again in the section of Administrator later in this manual Other columns on this layout show the charge rate per hour of each stage the cost value of actual timesheets done so far for each stage the estimated profit margin and the actual margin a ree the eeseeriel rag Fa r cree 1 71 The Traffic system has many areas where you can see an overview of current work In each individual project there are many ways to keep track of how work is progressing A lot of information can be seen in the main project summary screen the essential tool for creatives o ws deadine ap o 7 mama m timated costs o amaa estimated costs O vie a asoa 2 ama o 26 Jun 08 orders 9 yuriting l a expenses O sta couriers o B 3h edule invoices Created Tue 3 Jun 2008 By Nikolai Clark Nc Modified Sun 13 Jul 2008 By Nikolai Clark Nc This section will go through the various options
178. he tabs shown beside the find function orderno description supplier order total issued date delivery date status These are as follows All Orders This is the standard view of any search results from the find box Note that this can be printed use the print icon far right Unpaid Shows all orders that do have a purchase invoice but no payment has been made Use the UPDATE LIST button to refresh the screen each time you search Missing PI All purchase orders that do not have a purchase invoice added Again use the UPDATE LIST button to refresh the screen each time you search Paid Not Billed All orders that have been paid to the supplier but not yet billed to the client Again use the UPDATE LIST button to refresh the screen each time you search Unpaid But Billed All purchase orders that have been billed to the customer but not yet paid to the supplier Again use the UPDATE LIST button to refresh the screen each time you search purchase ledger Remember that you can also look for purchase invoice under the invoices tab of Traffic too Click on the invoices tab and you will see a purchase ledger search on the main screen of this section lower right corner Here you can search for received show paid invoices due paid and unpaid supplier invoices show unpaid invoices show received invoice show due invorces i show credit notes Finally remember that purchase orders linked to any project are also liste
179. he view to be opened in a browser as opposed to within Traffic This is useful if you require a bigger view or you wish to use Traffic whilst scheduling to check something This option would also allow the studio work schedule to be displayed on a plasma screen for example Seeing workload It is still possible to access the workload function that shows how much of someone s time has been allocated This is now viewable in a standalone window opened by clicking the small bar icon at the top right of the schedule area Department Staff Member Freddy Finance A000 Staff Schedule Mon 21 Sep 09 Freddy Finance mon te wed ihu tr 20 20 2 0 mon tie wed ihu tri Tammy Traffic Barry Boss mon tue wed ihu tri ee 100 aa Browse The date range of the workload window can be changed by clicking on the date at the top left of the window thea ese ede eranl har raire Administration There are two administration areas that control Drag and Drop Scheduling Administrator Preferences colour pending tue Drag n drop Allow you to set how many days before after today the function loads by default If loading data is taking significantly longer than 10 15 seconds then these variables can be changed Tree Open Sets the module to open with the menu tree in the left bar open or closed It can be faster to select data if the tree is closed by default Colour pendin
180. hen the request is opened the background will also be pink This is to remind you that ALL COMMENTS YOU PUT ON THE REQUEST WILL BE VISIBLE TO THE CLIENT Technical The Client Module will be set up for you by Sohnar The Traffic Server will be hosting the web pages that your clients see This will require a port on your router to be opened The average client opening time for the web page should be some 10 15 seconds If it is significantly slower than this it will be either that the client folder has a very large amount of data in it or more likely that your office ADSL connection cannot serve data fast enough For more information please contact Sohnar Support 253 Using the Client Module as a Client Logging On To log in your client will need to access the URL below http IP address TrafficClientApplication TrafficClientModule html Sohnar support will advise you of the correct IP address required in this URL Username Password HHHH Login Advise your client of the username and password as set up in Traffic Client View Brookmans _ dogout projects jobs summary job detail v gt 3 Client Module Test project Rebrand Job Brand Design account manager admin user estimated cost 12600 poamount 0 v Rebrand po reference Brand Desi start date 05 10 2009 ran n 2 stages
181. his area will be restricted To access the staff area click the staff icon Add Staff To add a new member of staff Click on the new staff button top left of the screen You will be asked for first name surname and division code The division code is the number of the division If you only have one division the code will be 1 Complete as much of the rest of the details as you think you will need name Sarah Golding phone extension job ttle lunior Designer mobile code rota Designer fax division 1 department Print Desig amail sarah traffic com taam leader home address occupation start date employee type specialisation and date date of birth discipline Ar diary layout Diary with Calls Areas requiring special attention Team leader Mark an X here for any staff who will be taking responsibility for creating and managing projects Role Staff members position skill within the company Used to assign Staff names in scheduling Department Staff members department within the company Used to view staff members under department headings on the drag and drop and Smart Schedule chart Discipline Staff members skill or responsibility within the company Used to sort staff on Work Requests studio manager s chart 278 Once you have got more than one staff record and you wish to review them you can use the navigation buttons at the top left of the screen to move forward or backwards through them
182. hoice is call email meeting task close no action and terminate The choice you make has no further effect on the record so choose one appropriate to your definition Note also that the last three close no action terminate do not add an entry to your diar y to do list Date The date the follow up action is to be done on Time Choose the time of day These setting will also define when you receive the pop up reminder If you don t wish to have an alert leave the time field blank and just add the date to get the to do list entry Delegate to Who is to receive the action and the reminder This might be another member of staff Leaving this field empty defaults the recipient to yourself follow up call fri 14 mar 08 10 00am delegate to a F rho eon ede epee har ee oe Each contact record that has a follow up action can now be viewed in your Traffic Diary on the right hand side under the to do tab Subject title To do list of ine of contact all your follow record up actions Overdue follow up actions acs esa Resend estimate for job 665 2 Jaramy Audge Sohn Enquiry about new offer Mark as done to clear reminder from diary work requests io do Jaramy Audge Sohn Urgent call back about website Each line entry provides a link directly to the contact record which will open in a separate window You do not need to wait for the pop up reminder to open
183. idually or bring in saved ready made estimates of work that you do frequently which are known in Traffic as Profiles There may also be outsourced work on the estimate known as 3 Party Costs in Traffic and expenses too But for now we will start by planning just the studio work required Manually created estimates To manually build an estimate with stages start by clicking on the add new Stage plus button at the top of the screen You will be asked to type the name of the stage in the box that appears Traffic System Message Please enter a stage title Stage Title ES Initial Concept Once named the stage will appear in the lower part of the screen and it is now ready for you to add more details You may wish to add all the required stages before you start building the costs into your estimate Here is an estimate that has been built up of four stages stage tax code staff hrs band rate optional estimate a a Ls a am Ph ity E m m E in EA ES EA EA E f o mpg o e000 e 00000 00000 E To estimate the cost of each stage the two fields that you need to type information into are the hrs field and the band field The Hrs field is for you to estimate how many hours of work you estimate it will take to complete the stage The Band field is for you to enter the hourly rate you charge for this type of work Both of these fields must be filled in for Traffic
184. ight of checkbox to bring up a drop down list of supplier or client types to choose from Select the one you want Note These drop down lists Industry Sector Source Supplier Type Client Type are pre defined and managed in the Administrator tab of Traffic If you wish to add new entry ask a person who has Administrator permissions in your Traffic system to add new options to the list Further information The tabs on the lower half of the screen contain more fields in which you can enter other company details staff notes contacts documents projects nvoices account sales ttle first name sumama job ttle diract tel amail A lan Moorcroft 020 8741 7411 ianm printhouse com Staff Enter the names job titles and contact details for staff who work at the company You can click the new staff plus button at the top of the screen or just start writing in the first available line under the staff tab Note Make sure to add at least one member of staff for all active companies as Traffic relies on having a contact name to use these records elsewhere in the system Notes Use the large field to add text notes about the company On the right hand side are 8 fields that you can S Sssst C C SC name yourself if you want a set of fields for storing a information that are not covered by the default company sss record settings The top one of these fields is set already n as parent If you have several reco
185. igned Studio Manager to inform them that pending work requests have been created and need assigning The studio requests window can however be kept open all day and checked periodically to make sure all requests are moved forward This window will auto refresh every time a new request is made plus it can also be manually refreshed at any time for certainty Managing Work Requests from the Project Summary Screen You can also see and amend work requests from the main project summary screen All requests will appear in the central panel area under ther tab labeled work requests work requests contacts timesheets documents history Click on any request to open it in a separate window In here you have the Same ability to manage the request as you have in the Traffic tab you can re assign it to another person or change any of the date time duration or detail B00 Work Request A assign work request as nb j cl ssign ssign this request to a staff member and click assign Z assign this work request to AU 15 12 2010 t 11 00 am high Jasted t admin user au Further testing The client has informed us that the orders screen of the product website needs to be hidden from low level users Can you test each log in for all access groups to make sure that access is denied for all except the Manager and Administrator user groups Please log your findings on the usual spreadsheet Submitted by AU 13 12 2010 10 19 25
186. ile To help measure the amount of time being taken you can enter the total holiday allowance in the field marked hrs for example if your staff have 20 days holiday and an 8 hour working day this figure would be 160 job title SOH Holidays 2008 manual staius pending selected team dad team billing status not billed account director DS x t Holidays po amount System message designer CK y version b start data i Jan 2008 designer NC x deadline 31 Dec 2008 x aats stimate t amp 5 ani views job mneuk for invoice click ta add this job to staff diary tua Jrd part edu pan stage tax code staff hrs band rate optional estimate cost option hida notes Nikolai Clar oot 160 f oo e o o x Clare Kristensen oot 160 E E oae o o BO x Diana Sullivan oo 160 owe o o amp x Entering Holiday Dates To use the Holidays in house project every time a member of staff books a holiday add the approved dates as a task You can name the task anything you like for example the reason for the holiday or it s date range might be clear enough od ennai eranl ler es 247 Next enter a total amount of hours being taken off in the hrs field of this task so in our example five days off would be 40 hours The stage should still hold the original figure of 160 which is your reminder of the total allowance this person has Note Alternately you could leave the stage field blank and each t
187. imated against the stage Scheduling Changes compared to prior versions of Traffic The scheduling function works as before with one exception The system used to treat the deadline date as a non working day It was a to be done by date In this version jobs started today that are less than a working day of hours will end today Please note that jobs scheduled by Traffic prior to this upgrade will display showing their previously calculated end dates Additionally the time of the stage will show as 00 00 These jobs will rapidly work their way through the system or should they be longer running simply reschedule them to bring the scheduling into line rho ausa ede eranl har srar Restrictions Depending upon where you have opened Drag and Drop Scheduling within Traffic you may only see one project one person Additionally in the administration section you can restrict individuals so that they cannot drag drop dates only view Saving Each time you make any changes to the schedule those changes will need to be saved This is a change from regular updating of data in Traffic To remind you the SAVE button turns red once data needs savings The save operation is undertaken in the background and hence you may notice it takes Traffic a few seconds to show your changes If vou navigate away without saving vour changes will be lost Opening in a browser There is a button at the top left of all views that allows t
188. ime you added a task for a member of staff s holiday you would see a running total of how much holiday they had used Now enter the staff member s initials in the staff column for that task Do not put the initials against the stage because it is the duration of the task we are scheduling job titis 50H Holidays 2008 6 manual status pending salected team ad tearm job type F Administration po ref billing status net billed account director F DS description Holidays po amount system message designer CK Version i start date 1 Jan 2008 designer F NG saals deadline J1 Dac 2008 estimate t amp c cliant view job mark for invoice click to add this job to staff diary actuals 3rd party costs schedule Bxpanses stage tax code slat hrs band rate optional estimate cost option hide notes Pa Nikolai Clark oo 160 E ow e o o fx NG HOLIDAY NG 40 E 0 00 D fx Clare Kristensen 00i oo amp x Diana Sullivan oot E aea o o 6 fx Then you will need to go to the schedule tab to enter the dates of that person s time off Do not use the create schedule plus button instead manually enter the start and end dates using the calendar drop down windows This will schedule 8 hours of work hours for each day that person is on holiday If the holiday goes over a weekend i e a non working day you should start a new task for every period of consecutive working days and leave the weekend days out
189. in this depends on if you have a Studio Manager who monitors this Secondly it governs the ability to check the done box against stages and tasks in the diary area If this is set to no stages and tasks can only be set as done in the Project summary screen Request access choose if work requests can be amended write or not amended read Read would mean that the recipient could not overwrite the instructions from the sender of the Work Request These instructions will eventually form the notes logged against the job so we recommend this is set to write in case the person doing the work needs to enter any more information Colour Bars The colour bar fields can used to associate colours with types of work you do for clients when creating schedules This is explained further in the JOB PROFILES section of this document tha marii kcal fc crmailies x 265 Company custom fields In the Companies area under the notes tab you can input more information about the company in 8 additional fields You can choose the names that you give to those fields by setting them here must be set offline companies rm field titles label 1 label 2 labal 3 label 4 label 5 label 6 label 7 label 8 label 3 job date field titles parent company label 1 tum over label 2 staff count label 3 year of inmcorp label 4 ISDN label 5 set in admin label amp set in admin set in admin set in
190. ing in the default email details they are automatically attached when the message is sent You will not see the details in the contact screen window Dri maal Genii er oien 302 Traffic has fully customizable levels of access so that users can set exactly what information each user has access to within the system The area where these access privileges are defined is under the administrator tab and then by clicking the icon called Account Groups System Settings address t C Nare Vesgners The main screen looks like this Account Groups SH a one ze z List of denied layouts for A l displayed List of user level accessible x areas for displayed level B When Traffic is installed there will be some main default levels already set for example Designer Studio Manager Project Manager Account Director Managing Director etc names may vary in your version of Traffic These will have basic settings already defined by Sohnar and you will be asked to pick user levels for your staff at install that match these groups as closely as possible Once installed users with Managing Director access can go to this section and customize these settings as required as well as creating additional access levels themselves which they can name in any way they like a ce barrens 303 There are several layers of access definitions to set giving full flexibility to
191. into a staff members client list Please note that client names cannot be removed individually once added but you can remove all clients and start again by clicking remove all Now for any projects for clients that have teams of staff stored you will be able to use the load team function in the Job screen At the main job screen instead of selecting selected team oad team team members individually click the load x team button on the top right Selected team oad tear In our example we added Sohnar as a client to ae a5 three staff members in the admin area Because this is a Sohnar job the three staff members get m w g automatically loaded as a team manager TE 282 Job Types To access the job types area click the Job Types icon Here you can create Master Job Types which define the areas that you work in Then you can create profiles under each master job type Profiles are collections of jobs stages and tasks with associated numbers of hours and hourly rates In other words they are pre built estimates for types of work that you do frequently Before you can build profiles you must set up the chargebands master job types master stages and master tasks Chargebands Traffic s estimating system is based on chargebands These are costs per hour for the different types of work you bill for job types profiles changebands cost spec types band description cient code nom code cumency
192. ions tirat i schedule p t J ax coda qty cuman i p i b t F media cD 1 0 r i Once you have selected the expense item the details corresponding to that item will be displayed on the line in full actuals estimate 3rd party costs schedule expense type description nominal tax code ty currency E costtous markup margin amount billable est notes F 16 05 08 media dvd 005 GBP 3 00 300 pG E In our example you can see that DVD media comes up with a cost per unit of 3 and a mark up of 20 Other details that might be pre populated on the line are a nominal code tax code and a currency These are usually filled out in the administrator section but if not all details are present you can complete the missing fields yourself if you know them At a minimum you MUST ensure the currency and unit cost per item is filled in The margin can also be set here or amended by over typing if you wish For all settings you should then add a number into the qty column to record the amount quantity of the expense item being logged The system will automatically multiply the cost per unit by this amount and add the mark up to give you a figure in the amount billable window bal Bap rho eon ede epee lee ee sa wpe description nominal tax code aby Parrett Fri past ia us mark up margin amount billable east notes HS UES Ipi mi F HESI LX GLIS ty eek RSE E LAE UL uo ok up borat SALTE Die SSL IIOS 15 05 08 media dvd
193. ish to select A new line will be created in the courier area and you can enter account number details in here Other details will come through from the company record if they have been filled in Now you need to create some service options for this courier Click on the link on the far left of the screen marked view courier rates Couriers with created accounts will be listed under this header on the new screen Highlight the name of the one you wish to create rates for First enter a description on the service they offer under the courier type header Normally this would be something like Van or Bike This term will be used later when you wish to add a courier order to a job Now fill in the destination and postcode fields with the commonly used destinations that you use this courier for Examples might be City Centre Zone 1 or City Name Postcode Note Only the second field postcode will be visible when you order a courier at the job screen so make sure this information is suitable You do Hea miia eranl a p zra riren 293 not have to write a postcode here if you prefer to have a different term displayed For each destination listed enter the price the courier charges for that trip You can use the mark up option to calculate the amount that will be billed to your clients couriers currencies accounts nom codes tax codes expenses Point to Point Point to Point courier type
194. its within a single view ug Clicking the month quarter and so on will zoom the display to that quarter month week etc Refreshes the view This will take the same time as when the module initially loads ie approximately 10 15 seconds rho eon ede eranl har srar Fram 13 07 00E 4H To 01 06 2009 oe Changes the date the schedule is shown to and from By default the systems opens today less 10 days to today plus 30 days This can be changed in administration Dragging and Dropping All stages and tasks by default commence at 9am and finish as determined by their length relative to the length of the working day set in the administration area of Traffic Example a 1 hour stage will start 9am and finish at 10am A 10 hour stage where the system is set to an 8 hour working day will start at 9am on Day 1 and finish at 11am on Day 2 Initial scheduling takes account of weekends public holidays and so on but you may drag jobs as you choose without restriction You can drag the whole entry or make the bar longer of shorter The length of the bar only reflects the time you are allocating someone to undertake the task Re sizing a bar will never change the estimated hours If you believe your estimate is incorrect you must amend it in the usual manner This feature ensures that scheduling is doing not amending your estimates Note although you can make the bar shorter you cannot make a bar shorter than the amount of time est
195. ject This view is also date sensitive and will display the stages and tasks only m a from the start date Note that you have to be the person scheduled AGAINST THE STAGE OR TASK on the job schedule screen to have items appear in this list You cannot view stages and tasks for other people in this section It also shows you the estimated and actual hours worked so far the actual hours are for the job as a whole not necessarily just ones you have logged yourself Note that if the stage or task has overrun more timesheet hours recorded than were estimated the number under act actual hours will turn RED Note also that if the stage is still in the diary after the intended deadline date has passed then the deadline date of the stage will also turn RED To clear stages or tasks from the diary after they are completed you can check the done checkbox on the far right of each line description This ee rho ausa ede eranl har srar will remove it from the diary AND mark it as status completed in the job overview screen Finally there is also a link for logging time directly to the stage or task that the hours are intended for which is the clock icon on the far right of each line Note If stages and tasks are not appearing in your diary check that your name has been assigned to the stage or task in the job AND that the stage or task has been scheduled AND that the click to add to staff diary button has be
196. justed to show the information more comfortably for the user Calendar with 6 selected users compressed using button Mon 26 07 Tue 27 07 07 2010 FS aati ett ll el Ea mara L Scrollbars A Thu 29 07 Fri 30 07 CE Admin User AU Anne Chambers AC Sar i a iiam iZpim ipm pm h 4pm Darren Jarvis DJ Sain Lain 1137 i pm ipm pm 4pm Gary Lewis GL cal Sain Lar ii m i pm ipm pm 4pm Jan Wheatley JW car Sarin iam ii m i pm ipm pm 4pm Rob Hanlon RH 9am iam il mi i pm ipm pm 4pm AN 0 00 nw 0 00 NAN NAN NAN 0 00 0 00 0 00 nnn arn nan 0 00 0 00 0 00 nw nt nw 0 00 0 0 0 0 00 a mi F gt Even with only one user selected you can still zoom closer in on the single calendar if you need to rho ausa ede tran har ee oe Scroll bar checkbox Eil scrollbars Check this to add a scroll bar to the right hand side of each individual calendar The calendars display a period from 9am to 6 00 pm by default but this scroll bar function allows you to move the time range up or down to display times before 9am and after 6pm L Scrollbars H A Mon 02 08 Tue 03 08 Eal Scrollbars H A 0 00 0 00 Scroll bar disabled Scroll bar enabled 0 00 The scroll bar is linked across all calendars currently being displayed on the screen so you only have to adjust one calendar scroll bar and all the other calen
197. k Bi i pre work i presentations I PRINT Management i Job 2 2 Research il Design Concept i Design Development i Copywriting Artwork a First drafts I Presentation artwork I Project Management E Click start date to show one chart containing all job stages running in date order This choice does not show the job titles and stages from different jobs may be mixed together the essential tool for creatives Design Development it Artwork ii a pre work presentations Design Concept Copywriting Design Development i Copywriting i Artwork F First drafts Presentation artwork Project Management i PRINT Management repelled 183 The Brief tab to the right of the Events tab will show you the project brief this can also be printed Viewing Financial Information Traffic users with a high level of access will be able to view financial information about jobs and projects On the right of the project summary screen you will see a button called show figures uma tirme totals l unallocated 5 re an 5 an 4 12 1 11 16 16 4 2 This button will enable you to see five extra tabs which replace the Work requests contacts timesheets documents and history tabs in the central portion of the screen Click show figures and these tabs will now be called summary actuals invoices orders and profit You can return to the normal view at any time by clicking the
198. k like this CD From 07 12 10 GA To 12 01 11 GA Clients amp Jobs Project Detail Tue Dec 07 10 Wed Dec 08 10 Thu Dec 09 10 FriDec 10 10 Sat Dec 11 10 Department Staff Member Y iy Studio Admin AG user Jenny Harris Each time the module opens the user has a choice of three differing views which are selected in the top right hand corner of the screen Staff Schedule The left hand pane shows Department followed by Staff Opening this tree will show all staff in the department and the workload they have on Clients and Jobs The left hand pane shows clients projects and jobs This view will show you how much work you have on for your clients Project Detail The left hand pane shows projects jobs and then stages tasks This view breaks down a job so you can see its component parts You can switch between these views at will which is a fast and efficient way to check that your changes make sense at all levels Loading Drag and Drop will typically take some 10 seconds to load its data If the loading period is significantly in excess of this you can adjust how much data the module is loading This explained at the end of this section Drag and Drop needs Flash player 9 or higher to be installed on the machine that you are using to run Traffic Most machines will have this installed in any event If the Flash player is not installed it will load itself but you may need to restart Traffic before it run
199. l date for that stage onto the selected day All the intermediate production days will be filled in for you Move dates movesi late O We desni e daie O THO il i jal O IO of dary ve Use this function if you wish to pick the amount of days a stage needs to be moved instead of picking the calendar date First add a figure into the number of days to move window Then check the box for the parts of the schedule you wish to move by this amount may be all three boxes or just one i l OMe OAN yE if i ati Finally go to the side of the chart where you will see small dark grey arrows They appear at the far left and at the far right of every stage line m B Click the left side arrow to move the dates back in time by the set amount of days or click the right side arrows to move the chosen dates forward in time nmm F rho ausa ede tran har ee oe Dates moved on the Gantt view will update the table of dates in the normal schedule view but weekends will not be worked around and dependencies will not move when this method is used Once you are happy with your dates you can prepare the Gantt chart for printing or emailing You can choose to remove certain stages from the printed version of the Gantt chart This can be done on the normal schedule screen Hiding dates from the Gantt chart If you wish to send the Gantt chart to your client but have some stages or events which are for internal information onl
200. l team click the link underneath called click to add this job to staff diary a ee zi n z See fe SIE Lipu lee Jeu Lt i eam project manager JV Artworker DH x artworker Sl x copywriter GL x x The add to staff diary button is an important step in the scheduling process It creates a link to the job in the Traffic diary and of every member of the team between the start and deadline date of the job It also adds the job details into the Airtime calendar This diary link allows Traffic users to see exactly what jobs they are currently involved in and it also creates a quick link to the job when any member of staff in the team is adding timesheets This diary link will be looked at in more detail after the scheduling section Note If you change team members or dates at any time be sure to ALWAYS click this button again to refresh the updated information throughout the rest of Traffic rho ausa ede eranl har srar Now that you have created a full schedule you can decide which members of your team should be assigned to the various stages and tasks To do this you need use the names that you assembled as your team described above to populate the stages Each stage line has a field under the column header staff Once you have loaded a team the names of the staff in that team become available from a drop down window in this field Use this to assign names to the stages actuals ard party costs schedule exp
201. l users only does not influence Airtime reales eranl dare ries 263 Unalloc time Enable or disables the adding of unallocated timesheet hours Unallocated hours are those that have been submitted to the system but not against a specific stage Even hours against a job are unallocated if no stage has been specified Unallocated hours cause problems for you reports and figures so we recommend this is set to NO Drag n Drop Load This has two boxes to hold numbers What you are setting here is the amount of days that you wish to show by default on your drag and drop scheduling chart Standard settings are 6 and 30 This means the chart opens showing 6 days prior to the current date and 30 days in to the future Set these numbers to load a chart for an initial date range that suits you Tree Open Only applies to drag and drop scheduling Defines whether by default all folder menus on the schedule are open at initial screen loading or closed Colour Pending Only applies to drag and drop scheduling Defines whether pending stages show in colour on the schedule or in grey Accepted stages will always show in colour Work Request Settings Work Requests are ways of sending direct instructions to design staff in Traffic Some settings will be set in advance if you defined some simple aspects of how you work at your time of installation Note Most Work Request settings can only be changed by Sohnar Support staff once Traffic is i
202. lable filters that can be set before you run the report Q show report options Ea To the right is a green box with a white arrow This button will open the report without any filters being set some default filters will be in effect but we encourage you to check the report options first Opening the Report Options Each report will have a different set of available filter options depending on the data the report uses Some will have a date range and other filters such as client job status division handler etc You will see available filter options when you click the show report options button rho ausa ede sran har ee 241 Here is an example of the filter options for a Job Revenue report weorkihow work Faquests timesheets sales tangets i pa ri ay pay Py i is Projects amp JoDS Current Work With Estimated Fees Currant Work With dale range i this month this year Estimated Fees a Se to all dates jast month jast year Shows jobs scheduled within the date range division client job statue Includes estimated and actual hours the assigned handler migi HS all divisions all clienta pending and the estimated fees and accepted ate declined eer staff member hardier on hold Optionally shows totals per completed E closed chant all stati m Include in house sort by client sort by handler back to list of reporta At the top is a date range filter which
203. le Fees Staff Project Job amp Stage With Start amp Deadline Date Time Leal LAJI o WIP o D O us t NOTE A different original reports layout can still be accessed via the link marked use old reporting system at the bottom left of the screen However we d not update these old reports anymore so using this is not recommended use old reporting system This will take you back to the original reports but each time you access the reports area the new format will be displayed Lis gamer Gov fer crin 240 Choosing a Report On the main screen you will see a list of the different report categories in a column on the left hand side and all available reports for the selected category displayed in the centre of the screen First use the select buttons to choose a category then select the report you wish to view Once a report is selected a brief summary of that report will be displayed to the right of the list Select job here Description shown here Job Revenue then select a report Job Revenue Job Revenue Monthly Financial Summary streams across jobs oe a 3 scheduled in the specified tafi Alloc at on Monthly period including value o staff Allocation Monthly Expanded work invoices issued and Timeline By Client After selecting a report you have two choices At the bottom right hand corner of the screen is an option called show report options Clicking this will show all avai
204. les f the expense type is to be used throughout the company click the global checkbox If it is only going to be used within the division leave it unchecked With the expense type selected the selection button on the left is green not grey enter as many expense items of this type as you require under expense items If your expense type happened to be presentation your items might be foam boards or mounting boards etc Next enter currency and cost to your company for each item per unit The mark up field has two parts a checkbox and a mark up percentage If the checkbox is not selected the item will be charged ties smelled Deal barrens 292 at cost even if you do enter a mark up The markup will be read as a percentage so for 50 type 5 into the box The next two fields are calculated automatically from the cost and mark up fields you have already entered Enter tax code country and nominal ledger code if required Couriers The couriers area allows you to add rates for your courier companies This can only be filled in if you have a company set up as a courier in Traffic To do this simply enter the company and mark them as a supplier with the type set as courier Creating Courier accounts In the couriers area click on the plus button marked New Courier Acc A pop up window will present you with the names of any company set up as couriers click on the name of the company you w
205. ll check box on the project summary screen see section on Monitoring Active Work It will stop the unbillable stage from going through to the invoice and is useful if you know a stage has over run and this extra amount cannot be billed or if a whole Stage is not going to be billed at all It s also good for expenses and purchase orders that you think should not be on billed Marking the stages as non billable will influence billing status of a job too So for example if all outstanding stages were marked in this way the Status of the job would change from part billed to billed Finally line items marked as non billable will not transfer to the invoice that the client receives so if you are intending to show line items as not charged so the client can see what value they have saved for example leave the line item as it is and discount that line to zero on the final invoice this is explained in next section Mark Up Allows you to mark up the value of this line as a percentage at the point of invoicing and will also allow you to see the percentage mark up already applied to any line from the estimate details Normally applies to expenses and 3 party cost but mark up is available for stages as well if you wish to use it Remove stages You can delete any line items from the cost capture that you don t wish to include on your invoice Lines removed from cost capture will be retained as uninvoice
206. ll be saved of each tender and a contact record will also be created and saved for each one If your standard Tender document template is good enough for most occasions you may find you just need to preview one copy and then you can click email all Remember that the PDF will automatically personalize the details to each supplier The email that gets sent will automatically include a greeting to the supplier Although you cannot change this on the fly you can decide on the content of this greeting in the templates area under the Administrator tab in Traffic it is found under the heading of Tender Email in your letter templates Recording supplier replies to tenders Once your suppliers have responded you will need to return to the tender window and input the details of the quotes you have received To do this open up the estimated costs window again and go to the tenders tab You can type in the amount quoted by each supplier into the fields on the right of this screen underneath the email status window in the field headed supplier cost rho eon ede epee har ee oe Kdl These are the supplier quotes for 100 Brochures DERKELEY 2 1 Type price quotes from D allman smith stanley rogers TIER Suppliers in 100 brochures G he re o supp f 20 aC ote gopher graphics ted henderson 100 brochures H o A paramount print group les field 100 brochures G Once all the quotes have been entered you c
207. lobally The global setting is on the main Administrator screen click the outputs tab to see and amend the settings These settings will be the default for all users who do not have personal settings created as above Next you can also set up or change your email footer For this stay in Administrator and click the terms amp con tab which is to the right of the outputs one Under this tab is a section marked email and here you can store text to form your email header and footer disclaimer Currently only the footer can be used in templates od ennai epee leer E 300 email Importantly you need to check your division settings as well In the Administrator tab there are icons at the top of the main screen and one is divisions Click this icon and check the terms amp con tab in here as well it looks identical to the one above Make sure you paste the same text into the division area too as Traffic needs these two areas to be the same even if you only have one division Once you have set up the details you can make sure all emails are pulling in this text so click on the main Administrator tab again In here go straight to the section called letters on the bottom half of the screen You should have a template set up called Default email This is the one that is automatically puts your email details in every outgoing Traffic email It can be found in the list of templates do
208. ly We recommend that both Pending and Accepted jobs are set as current jobs but some agencies also set On Hold jobs as current if they wish suspended jobs to still be classed as active in the studio and included in reports Note This setting can only be changed by restarting your server so please contact Sohnar support if you need to do this pending closed accepted declined on hold completed current job def Formality Select default setting of formal Mr Longman or informal Peter to choose how to address an individual when using certain letter and email templates Only certain templates in Traffic use this setting This setting is global but can be overridden in individual people records if needed Project Display Choose Client Code or Division Prefix as the name displayed before the project number at the top of the screen when a project is selected In the example below the Client Code displayed is BRO The recommended setting is Client Code 262 Estimated Cost Type This setting affects how you handle 3 party costs in Traffic The choice you make here depends on whether you tend to raise tender requests that have several line items or whether they normally have one item only We would suggest setting this to Cost Items as this offers the choice of using either but to summarise the difference Choose Cost Items if you regularly split one estimated cost into multiple options for y
209. ly left blank SMTP account This is normally a general account for incoming email for all your staff e g sohnar mail com SMTP password You might have a general password for all the mail or staff specific passwords for both outgoing and incoming mail Character set You can set specific alphabets that your mail uses to enable the use of unusual currency symbols Normally left blank Pop host port auth type account password Not applicable Email format Normally set as TEXT as this creates the smallest email file sizes You may select RICH or HTML as standard if your emails are going be formatted Email Signature Select the details you would like to appear at the bottom of an email sent from Traffic You can select whether to include name job title telephone number and extension mobile number fax number and email The details selected will be displayed to the right of your selections Details have to be added to each persons staff record to feature in this email address or tae eranl jap armies 267 Louise Bar Wo TA a Ga Aq m 4 _ HETO a La i iu uh rt i Sra ia lanm Be gg email loulse isohnar com Att settings This area is used to set the location for storing email attachments Attachments are normally stored on local machines in Applications Sohnar Outputs Mac or C Program Files Sohnar Outputs PC This folder should be created during Traffic installation You can choose to store attachmen
210. m on screen If the selected stage belongs to a user who s calendar is not currently visible on the calendar screen then that person s calendar will be added to the calendar view and the stage task displayed rho eon ede epee lee ee Work Requests If you use Work Requests in Traffic these will show on the Multi Calendar along with other scheduled work Work Requests appear with a red border around them Work Request Thu o7 10 Fri 08 10 admin user AU Sam 10am liam lzpm ipm 2pm 3pm 5pm 0 44 9 00M Art work Company Sohnar Limited Project Sohnar Test Project Job Sohnar Test Job 2 Title Art work Time Allocated 8 00 schedule 4 new work request Company Sohnar Limited Project Sohnar Test Project Job Sohnar Test Job 2 11 304M Development and Build Company Sohnar Limited Propect Sohnar Test Project Job Sohnar Test Job 2 Title Development and Build Time Allocated 18 00 schedule 11 30 9 0AM Development and Build Company Sohnar Limited Project Sohnar Test Project Job Sohnar Test Job 2 Title Development and Build Time Allocated 18 00 schedule Work Requests can be moved to a different time slot using Multi Calendar in the same way as other scheduled stages and tasks The only restrictions are that they cannot be transferred between staff members and they cannot be de scheduled Remember to
211. matically for the whole year Repeat this process with as many staff members as you wish to add You may now edit individual months to vary the target for the year after creating the default setting To see or amend different monthly click on the appropriate month name in the list on the far left of the screen For example if you input a target of 10 000 and want to raise it just for December click on december in the list on the left and you will now be able to edit the figures for that month for any staff members name in the centre of the screen Select month here forecast months july 2010 august 2010 september 2010 october 2010 nggember 2010 december 2010 january 2011 workilow Siafi code AS ALU Eg t La JH Hha pose epee har rraren work raquests target won sales team targets for december 2010 238 Reports on Sales On the Sales Targets screen you can choose to see two reports by clicking the radio buttons on the right of the screen Staff sales against targets Sales forecast against targets staff sales against targets sales forecast agains targets reset year start Both reports show all forecast sales figures for te forecast period They can be printed or just previewed There are more reports on Sales under the Traffic tab Check the separate manual on reports for more details on these but here is a summary of the four available reports Sales oppo
212. me that the record was created are saved along with the name of the person who created the record company name Sohnar Limited Sohn listings department phone address 1 Sohnar House fax 020 8600 7528 address 2 1 Glanthorme Mews website waw sohnar com address 3 ndusiry sector vie postcode WE OLJ Source city Hammersmith supplier E yes courier Software county country Sohnar Limited UK client E yes last contact Kyla has been away and wishes to have a meeting to catch up on the Fri 14 Mar 08 manne of the oemiact stafi notes contacts documents projects invoices account sales staf date subject contact MC mi i4 m r 0e Urgent Cal Kyle Gibson MG twe 11 mar 08 aestimata for job 1 2 test job 2 Danny Hartigan NG tua 11 mar 0A test Danny Hartigan rho eon ede epee har ee oe There are further options available that can make contact records even more useful Most of these behave in the same way for all the settings of call email letter or fax Follow up actions You can set yourself a follow up action for every contact record made which creates a link to the record in your diary area as well as generating a pop up alert that reminds you of the action you set yourself To set a follow up action you need to fill in the details of the action in the fields at the bottom of the contact window Choose from the following options Action Select the type of action from call meeting email etc to set the reminder for The c
213. ments on the request and also a date time user stamp that shows when the request was dealt with As such they can track its progress lO view request from Peter Longman subject new client request Status done notes number 2 request Accepted by JR 05 09 2009 13 05 50 Completed by JR 05 09 2009 14 17 41 Sending a job brief from client to Traffic user If the client simply selects a project name from the list on the far left WITHOUT clicking n any job title inside it the work request button will change to add job brief Click Project name here projects jobs 9 SohnarTest 2011 Rebrand and Launch to obtain this function 20a ab briet This means the client can write up a job brief and submit it it is submitted in the same way as a work request The account handler can then read the brief call to discuss or set up jobs as required and use status settings like accepted done etc to let the client know what is happening The client will then see the job appear under that project once the agency is ready to share it with them TEEL eranl leer es 259 the erverril treo bar ermenin 260 The Administrator area in Traffic allows you to setup defaults for your Traffic system change staff settings create job profiles and set finance information Most of these settings will never need changing and are set at the time of your Traffic installation Although many Administrator s
214. mp Product Management E3 EJ EJ EJ EJ EJ EJ E EJ E E E E E E E E E companies list our london clients 100 ad P Browse A diary companies people projects orders Alternately click on the sales z company divisio city ill postcode e gt Ads Inbay London EC1V 7DH 078 9364 NAME of the list to view all ae a ae Gee gt AHBN LLP London W1U 2AD t h r rd 7 n f l l r n gt Albion Computers P London WC2R 0AG 9090 e eco 1 u SC ee gt Angermann Goddard amp Loyd London VIK 3SQ 09 7303 e gt Ashcroft Estates pic ondon W6 9P lj st m od e gt Aston Chase ondon NW1 gt Atlas Contractors Ltd Twicke nham TW13 6DZ 8755 6700 Aubergine Print Ltd Nottingham NGS5 1E 800 096 0033 AWG terboroug PE29 6NZ gt AXA S f ondon EC2V 7H gt Balmain London SW10 ONS gt Benjamin London 1S 2FH gt Big Cheese Badg Shoreham b BN43 6QA 01273 264722 gt Boultbee London Sw3 5RQ gt Bracknell Regeneration 0 Rg ened g RG12 1AG gt Brentwood Borough Council i i i Gels ford CM15 8 gt Briant Champion Long London w1J 0D gt British Land pic Londe W1H 7L gt British Loose Lea Da d DAI 4Q 132 G gt Calendar Club Exet EX2 8BY gt Campsie Twickenham TW18 4LG Y e e e ou can add any company to a previously created list by using na listings the first available empty list space on that company record selecting the list you wish to add them to from the drop down of previously made lists To remove a
215. must be set against individual members of staff but they only affect full users These levels work in conjunction with the account groups to be set next and give a further flexibility to the system Therefore for Airtime users the Traffic Account should be set to None The five other levels are as follows Managing Director Access to all financial information in all areas including Staff salaries Has two unique privileges this level allows you to see and edit the staff salary field in the Staff area plus it allows you to modify other users account levels High Access to all financial information with the exception of seeing adding staff salaries and modifying account groups High level users can access all other financial data such as chargebands invoiceable amounts staff costs in reports mark ups and overall profit figures in all reports Medium Access to outward facing financial information about a job You could liken this to information that might be shared with a client This includes estimated and actual figures but not staff salaries any job costs or profit or loss Low Cannot see any financial information in areas of Traffic where job costs are set or viewable This setting is designed for users who do not get involved with creating projects purchase orders or invoices Typically you would set this group for users who only use the Diary Companies and People plus timesheets and work requests od
216. n which will remove the warning messages Lis gamer fool fer crin 21 4 FINDING PROJECTS On the main Projects tab there are several tabs that can help you see a full overview of current work within your business O awy emean pepe ssn een tet new project job schedule staff schedule jobs work raquest get in contact diary timesheet AxPANnSeas if Fi T a oF m x my projects deadlines ready to bill over running active missing po workflow find projects refresh This section will deal with each of these tabs in turn My Projects This section allows you to add quick shortcuts to any project you wish to look at frequently Links on this tab are manually added by clicking the link called add to my projects list which is on the lower left of all project summary screens brief status inv deadline latest selectall jobs deselect all jobs amp bal 21 Ay add to my projects list find projects refresh New Aebrand Project Oakland International WS 62 65288 To the Jungle Display materials Arabell Solutions Ltd 39 65284 June Rebrand Project Arabell Solutions Ltd NG 162 76 5 Use this function often to keep the projects you are most interested in within easy reach Once you add a project to this list simply click on the name to go to that project screen Use the refresh button to make sure any project name changes get updated on this list Keep the list useful by Mitrafic
217. nce pensions building overheads etc A typical setting is around 1 8 or 2 You can leave this blank which will mean you do not factor anything else i e except the wages paid to staff into your outgoing costs reports flea pans alal eal bar cree 2 2 Days Per Year This is the typical number of days worked per year A standard figure is 253 Hours Per Day Input the typical working hours per day Typical settings are 7 5 or 8 This has an effect on reports that take into account how much work can be completed in one working day Hours to Bill Choose Actual if most clients ask you to bill to the actual number of hours worked Choose Estimate if you typically bill clients the estimated hours for a job The setting chosen here is a default and will not prohibit you from making this decision for individual jobs if necessary so choose the one that seems to suit your studio overall Default terms This area lets you set a global figure that you quote on all your invoices as payment terms for clients Next numbers Changes the incremental numbers being assigned to various records in Traffic such as projects Contact Sohnar Support before attempting to change these Invoice Settings Invoice numbers This applies to how Credit Notes will be numbered in Traffic Choose single if you wish credit notes to take the next sequential number that an ordinary invoice would get Choose independent if you wish Credit Notes to us
218. nd a more formally written email you may wish to use a template The templates can be accessed by clicking the select template plus button A list of available templates will be displayed and you choose the most suitable Many of them will contain pre formatted fields that automatically populate with text such as the sender and recipient s name and company details i rho ausa ede eranl har srar Sohnar will set up a standard set when Traffic is installed but you can also create your own this is described in the section on Administrator later in this manual ooo Contact Record PESE A Kyle Gibson employer PRE United P ect lemi pe ale job tithe Development Manager phone 020 8600 7520 job m remove jok select a template for this contact subjaci contact action liat email details Kyle Gibson lt kyle sohnar com gt sant status contact record amail body Kyle Gibson default email Sohnar Limited Sohnar House email template 1 Glenthorme Mews fax 1pp Hammersmith fax 2pp Sohnar Limited fax heading 1 WE OLJ fax heading 2 fax heading 3 fax heading 4 aa html email Dear Kyle job letter Ipp job letter 2pp Thanks for your message will be happy to arrange a meeting with you for mext latter to list Ipp week letter to list 2pp tender email Pogana Nikolai Clark ne 100 sT Browse Sending emails If you wish to send this contact record as an email out of Traffic click on the email out icon that appears at the
219. nges colour to inform you that text has been entered Adding Tasks You may wish to subdivide any of the stages into what are known as tasks Tasks are useful if a stage consists of specific separate components which you wish to list individually on your estimate They are of particular importance if you plan to allocate different staff and different chargeable hourly rates to sections of work within one stage rho eon ede epee lee ee An example may be as follows Stage name Art and Design Tasks Initial artwork refinement presentation artwork To add tasks to a stage click on the green icon on the stage line and you will be asked to name the task Traffic System Message Please enter a task title Task Title Initial Artwork vA You can carry on clicking the green plus icon and add as many tasks as you need A stage with tasks can be easily identified by the presence of a folder icon on the far left Once added you can view the tasks by clicking this icon Stage with tasks hidden Stage with tasks displayed Initial Artwork Aefineament Presentation Artwork Project Management O Estimating stages with tasks By using tasks you can clearly define the work being done within a stage and allocate these tasks to specific staff later on when you schedule the job For this reason when you add tasks to a stage it is very important that you calculate the estimated costs fr
220. nges the areas that would be coloured blue for a lead to PINK As well as this a brand new Sales Opportunity is automatically created which can now be tracked in the Sales area of Traffic as described above At this point the new Sale will be blank but you can fill out all the main details directly from the Contact screen itself Completing the Sale information for a new Sale You will be prompted to fill these in if you make the new sale from the Get in Contact window and the details are the same as listed for creating a sale described earlier show action action count show notes note count 0 hide sales sales status active opportunity Branding close date Thu 14 Aug 08 value GBP 25 000 sales stage z2 win probability 30 outcome Owon Olet won amount GBP handler AU reason 2 3 Attach a Sale You may also link the get in Contact record to an existing sales opportunity Clicking this box will bring up a search window for you to select a sale to link this record to The contact record then becomes PINK in your records in the same way as before aami Pie lar erie 232 Se ee eee e r Bh irl al mee e Monitoring a new sale As the sales progresses you are free to change the details whenever you wish Some things you may change are Change the win probability You should update both the Sale Stage and the Win Probability as your sale gets more likely Both fields are changed manually and have no auto change
221. nging the amount of production days for the schedule will NOT affect the hours or cost of your estimate You are now ready to create the schedule Schedule settings The way that Traffic calculates the schedule is flexible There are options at the bottom of the schedule screen that allow you to choose how the schedule is created You can decide to either run it forwards from the job start date or backwards from the deadline date To make your choice use the radio buttons at the bottom right of the schedule screen which are marked forwards or backwards rho eon ede epee har ee oe Baa aaea ea Ba A EE eee ee ae P EPPP T 3 i You can also specify whether weekend days get counted as production days by clicking yes or no to the weekend working option on the left You can increase the duration of the schedule by adding a multiplier to the real time number of days value that Traffic is working with For example putting real time x 2 would translate every 2 days you enter into 4 days on the schedule and so on Once you have set these parameters you can run the automatic schedule To run it click the create schedule plus button at the top left of the main job screen Traffic will now calculate start and deadline dates for all the stages based on the amount of days you have specified for production time and any sign off dates if used This may take a few second
222. ns header and then select a new filter term and search option as required from the three available function boxes Adding more filters will mean more search terms are applied to any existing filter To remove any filter use the function buttons on the far right of the search to remove that line Hha eevee ere har ee ee Seeing and Moving Scheduled Work When you have scheduled work in Traffic to your staff members the central calendar will display the stages and tasks as blocks on each person s calendar The example below shows three selected staff member s calendars with work assigned to them i Anne Chambers AC cam 10am liam i pm ipm 2pm 3pm 4pm Spm 9 004M Desk Research Campany Sohnar Limited Project 2010 Product Launch Job Summer Drinks Rebrand Title Desk Research Time Allocated 10 00 Darran Jarvis OJ Sam iftam liam 12pm 4pm spm 3 00AM Visual Research Company Sohnar Limited Propect 2010 Product Launch Job Summer Drinks Rebrand Tithe Visual Research Time Allocated 10 00 Gary Lewis GL Sam 10am liam i pm ipm 2pm 3pm 9 004M Mind Mapping Company Sohnar Limited Project 2010 Product Launch Job Summer rinks Rebrand Tithe Mind Mapping Time Allocated Desk Research Visual Research 2 20AM Mind Mapping Company Sohnar Limited Project 2010 Product Launch Job Summer Grinks Rebrand Tithe Mind Mapping
223. ns you have billed before doing the work WIP values The WIP figure shown on this screen relates to fee stages only It is based on the value of actual hours logged onto timesheets If you do not use the timesheets in Traffic there is an optional setting to show the estimated value of stages as WIP instead of the actuals To access this setting you must have the show figures option displayed In this view the column of check boxes beside the stage names changes to check to use est for wip time totals Eg rh Hia aries ie E me time totals a time totals 69 unallocated unallocated _ z i O Reseach 3 a Design Concept 14 14 CO Design Concant 14 14 Design Development i 28 oO n P se a yer iti m Ciia Normal view Show Figures view Use this function if you wish the estimated totals per stage to reflect how much work has been done rather than using timesheets You need to check each stage individually for that stage value to show in the WIP total If used this function also changes the figure in the WIP field of any reports Hea amnia eranl bap zra riren 1 85 Actuals umma t invoice profit al aif c 0 00 360 00 ee 0 00 E 2 50 B00 0 0 00 0 00 E oo E 0 00 t E 0 00 1 00 E 2 00 0 0 00 00 480 00 E 00 stage totals 9290 00 E 2857 50 E 5320 00 4 000 00 E 313 20 Shows billable value of all hours logged on timesheets for the selected job s The columns are as follows ESTIMATED
224. nstalled Studio manager yes JD email raquests nc C i w ve cn L pa Studio Manager allows you to choose whether users can assign work requests directly to each other or whether work requests need to go via a Studio Manager aali Pier bar creams 264 If you have a Studio Manager or equivalent who will take responsibility for co ordinating the distribution of work done in the studio set this to YES and select the initials of the person who will be responsible for this If you have more than one person who needs this ability then set Studio Manager to NO as the function is only designed to set access for one name Email requests sends emails to confirm work request status automatically If set to YES emails will come to the sender or studio manager every time a Work Request is accepted or declined Set this to NO if you wish to use the optional email acknowledgement that is contained within Work Requests Diary layout choose the default layout for the Diary area This will show the diary in one of five slightly different ways These can be easily changed once you know more about the Diary in Traffic This setting can be changed again by users after installation Designer sign off this has two effects in the system First it governs whether designers are allowed to sign off their own Work Requests once completed If this is set to no Work requests can only be signed off in the Traffic work requests area Aga
225. nteswienwieustweniesoiweanecotsarsmavisuebsuesenoiwaeteestud siweeneseivae ic 50 Building an Estimate ccc cece cc cceeccceeccceeccceecccesscceesceeescesessess 52 AGIN ASKS so eastacccacnc cede E EE E E R 56 Creating Estimates using Job Profiles sesessssesosseseeseseecesesceseeo 62 VIEW rour ESMAO erre 64 Previewing COCUMEMNIMS ccccceccccevcccccccceecccesccceesceeescceescesescess 65 EmMa el SCN aC E E EEE E S 66 APY COSTS ic civareccuncccreuiescscuinsccis se ee cuecueesesiescumescebisies EEEE 68 DONS SS arios ce tie vet EEEE visueeseciver seus scunetsoeseniseelserns 84 Expenses or 3 Party Costs cccscecececececececscecececeseceececececeees 84 Adding expenses tO your estimate cece cece ccc ence cence ceeeeceeeeceecs 86 Adding CUSTOM EXPENSES ccceecccceccccecccceecceeescceeeceeeeeceeseceeees 86 Making expenses non Dillable cc ccc cece eee ceececeeecceeeeceeeeceeeees 86 CIN CUNE oaee stevssosicrsressis sia sinioresa sto E sinatase anions seeeiens 87 The Schedule tab ccccsssccccccscccecsccccssssccesscscssesscesescecesesseess 89 Adding EVentS x cc250nncssceesecneecneeseecceencassees lt seeeceecseeseneesaeeeeeeseeneas 89 Changing the order Of Stages ccccecccccecccecsccecsccecscceescceescceees 90 Adding schedule dates Manuallly ccc eccceecccceccceeccceececeececeeeecs 91 Creating schedules automatically cece cece cece eee ceeecceeccceececeees 91 Rul
226. nts can click on these to open them or add a request More on this below i tha eeverrial eranl bap srm riens 257 Documents will show documents that have been marked as client can view Each of these boxes can be re sized using the symbol or closed up using the in the top right of each box Sending a Request The client can send a request to the Traffic user by clicking on the eee button The context of this button changes depending on what you have selected project job stage but the user action is the same add request x from pererlongman y y subject nme Hello The Proof was fine thank you David deadline 05 09 2009 cancel save request There is a drop down at the top which allows you the client to identify their own name This is drawn from the Traffic Companies and People database The subject notes and if applicable a deadline date should all be filled in and the client then clicks save request TEEL eranl leer es 258 This will now appear in the main Traffic system for action The status of the work request will change so that clients will know it has been dealt with It will show accepted when accepted and done when complete requests O9 06 2009 new client request accepted oO9 06 2009 new client request dane view request _ _add request to Job If the client views the request they will see all the agencies com
227. o calculated staff costs for a job Currency Choose the default currency for the member of staff Hourly rate This will be automatically calculated by Traffic when you input salary working days and hours per day values If salary is left blank you can input an hourly rate manually If you put in neither a salary nor an hourly rate Traffic will base staff cost calculations on the Staff Base Rate figure that is stored in the main Administrator Management section Day Rate This may be automatically calculated by Traffic by inputting salary and working days Alternatively you may input a day rate Working days Input the number of days worked annually by the staff member Hours per Day Input the typical number of hours in the working day A typical setting would be 7 5 or 8 Tax Number Input the tax number for the member of staff Fee Cost Type Choose Fixed if the member of staff is paid by the hour Choose Calculated if the staff member is salaried NI Number Input the National Insurance Number for the member of staff 280 Charge Out Rate Not currently used OPTIONAL FIELDS Holidays Type the number of days holiday the member of staff is entitled to in the current year Then use the plus button to count down from the starting figure every time holiday dates are used up Sick Leave This field is normally used to input the number of days sick the staff member has taken that year Use the plus button to increa
228. o any figure filled in here will over ride that Credit terms amp supplier terms Set a value here to appear on all invoices relating to this company The value should be a figure representing number of days required for payment of invoices eg 14 30 etc This will over ride the main system settings On the far right you will see accounting information including Account number vat reg code nominal code set for this company if required relates to use of Traffic in conjunction with accounts software packages ask Sohnar support for details about this Beside accounting there is a field marked ext integration Click here to show Account package names and details If you have an link between your Traffic system and an accounts application you ill be instructed on how to fill this in ac package id a c pkg co name Site Password This function relates to the Client Module Please refer to separate section in this manual for more details on this Site password password deactivate show hrs true Deleting a company record The red X box at the bottom right hand corner of the seams screen allows you to delete the company record being displayed Note Do not delete company records if you have already used the company s details in any other part of the Traffic system In most cases mark somewhere in the record that the company is no longer active to preserve links to data within Traffic Also b
229. om the task lines and not from the parent stage Wtraffic rho ausa ede eranl har srar To do this you should remove all hours from the hrs field of the parent Stage line and instead enter an amount of hours for every task to be done As you do this you will notice that Traffic automatically calculates the total of these hours for you and this appears in the stage hrs field above Use this to work out how many hours each task needs to meet the required estimated hours you want the stage to be made up of You must also now add hourly chargebands to each task These can be different to each other or all the same In this way you can create an estimated price for the stage which is the result of several smaller combined components The illustration below shows a stage called Artwork and Design made up of 14 hours of work charged at different rates which appear as tasks The 14 hour total is auto calculated ar Art and Design 001 14 Ao a Initial Artwork 3 C 50 Refinement 6 D E Presentation Artwork 5 B 110 Note When you use tasks the chargeband for the stage ceases to appear in calculations and it can be ignored Only hourly rates against the tasks will be included in your estimate total For this reason it is important that you do not type anything over the auto total that appears in the stage hrs column Tasks do not have to be client facing You may wish to divide a stage of work up into tasks
230. omatically included Click the initials of any member of staff in the list to include them This will add the appointment to their Traffic diaries Click the initials in this list a second time if you wish to remove a JW person from the appointment KM i BiA rho ausa ede eranl har srar ramove all Click the participants button to add ALL members of staff Click the remove all button to remove all added names The name of the person who created the appointment will be retained Click on the A B or C radio buttons to colour code the appointment on your Diary screen 10 00 i Staff Meeting A priority 10 30 E Staff Meeting B Priority 11 00 o Staff Meeting C Priority Note You can choose how to define the use of these colours to suit yourself Once the appointment is amended details of it and any updates to these will appear in the Traffic diary of all staff whose names are included in the appointment You can see staf future appointments by simply navigating to the diary date that they appear on You can also search for an appointment using the quick find function In the Diary area the quick find will bring back search results based on the title of the appointment no matter what date it falls on Another way of searching on the Day to View screen is to select a member of staff names from the select a staff drop down box This will display appointments for just the selected person Use this
231. on When you have located your invoice and have it onscreen in front of you select raise credit note from the top of the screen and Traffic will produce a credit note in pending Status for that invoice The words credit note will be displayed in large red writing in the middle of the screen m ie bha eunaryiisl rest far rart ias 209 You can now just issue the Credit Note as it stands an exact copy of the original invoice or you could make it a partial credit To part credit delete the lines that you do not wish to credit using the X on the right hand side of each line You can even part credit just one line by amending the amount in the pink total box under the header of line total credit note Delete line e items here D ia Amend line z totals here a 22 50 B M BA x posting status remittance ad Once you are happy with the content select issue credit note at the top of screen The credit note can be printed and sent like a normal invoice if you need to Any invoice or line items from an invoice that are credited will be returned to the job as uninvoiced amounts from where you can potentially bill them again Be aware that by raising a credit note you will affect the billing status of the job Hes meer diel lice 4 m P r E 21 0 Adding a Payment to a Sales Invoice Traffic invoices will stay as issued until you fill in details of payments made You canno
232. on called add note Continue entering notes into the window that appears for you The show sales option will be covered in the sales area of this manual Hha poe ere har rraren The fourth tab from the left on the main dashboard takes you into the Projects area of Traffic In this section we will look at creating projects adding staff member s names costs and expenses and timetabling a schedule The Projects area also allows you to search through your active projects and produce related documents such as estimates and tenders as well as raising invoices and purchase orders Projects the structure Projects When you receive a new commission for work a project is set up A project is the overall title for all the work you are being engaged to do A project is raised for one client with one main contact and billed to the same client Jobs Projects can consist of many jobs For instance if you were commissioned to design all the materials for an advertising campaign you might be designing leaflets DRA IEC T z J J L U Stage Stage r Task Task flyers posters display materials for exhibitions web sites etc Each of these would be a job within that project Some projects consist of only one job in which case both project and job might have the same name When invoices are raised there can be a separate invoice for each job although you can invoice all jobs within a single project togethe
233. or creating automatic schedules This screen allows you to plan a full timeline with start and deadline dates for every stage of the job Before creating a schedule you might want to add some non chargeable Stages to your schedule These special stages are called events Adding Events Events are non billable stages of a job such as important milestone dates or dates of client actions that need to be marked on your calendar They can be created in the schedule area without the need to include them as part of the main estimate To add an event click on the add event plus button at the top of the screen under the main tabs You must have the schedule tab displayed to be able to add events A pop up box will ask you to name the event Traffic System Message Please enter an event title Event Title Client Presentation Date rho eon ede epee har ee oe 1 Unsorted Stages Once the event has been named it will appear in your list of stages but it will only be visible under the Schedule tab view An event may be client facing or just for internal planning you can select later if the client will be able to see the event or not The event will now be added to the schedule x x x x x x x x HA B amp B BBA B amp B 002 fe bf a a 0 me me Oe me me me mP ma As you can see from the illustration an event normally takes on a different default colour from normal stages and it is also inse
234. otes field in the tabs below for more space The other two lower tabs are Actions this holds reminders of actions you wish to leave for yourself in the sales area These are NOT the same as follow up actions or actions made in Get in Contact records Sales Actions only appear in this screen You can change their status between to do or done Contacts shows all contact records attached to this sale You may prefer to use this as it has it s own follow up actions function which link to your to do list in the Traffic Diary Hea miia eranl a p zra riren 231 Using the Get In Contact function as a Sales tool Please refer to the earlier section in this manual on Get in Contact for a full introduction to this feature Here we will just look at how it works in connection with Sales Opportunities When you use Get in Contact to keep records of dealings with various companies you can use the options of mark as a lead add a sale or attach a sale to start following the progress of a potential client 1 Mark as a lead Contact records marked as a lead are no different from normal contacts except that their subject lines will appear as BLUE and your follow up actions in the diary area will appear in blue as well Apart from this colour a contact record marked as a lead is no different to a normal one 2 Mark as a New Sale Doing this to a Get in Contact record cha
235. otes field carefully Traffic allows you to log expenses against a job These can be recorded purely for judging what your costs are and they can also be marked up and included in the invoice to your client You can decide whether to charge for expense items or not when you review the items in the job for invoicing There are two ways to record expenses You can add them in the main project area in a similar way to 3 party costs They can also be added once the job is underway from a separate icon that is displayed at the top of most main Traffic screens just below the main dashboard In this section we will deal with adding expenses directly to a job at the estimating stage by using the Expenses tab on the main job estimate screen F 1411 10 bill OQutputs AQ ool laser 25 GBP 3 50 87 50 a0 E 26 25 113 75 g F 1411 10 bill Consumables mounting board a GBP 200 16 00 OS E 16 00 g aP iiinn bill Gonsumables dwd 10 GBP O70 E 70 00 i E 7000 g F bill 30e e Adding ad hoc expenses once a job is underway will be explained in the section on Timesheets later in this manual Expenses or 3 Party Costs If you are not sure whether an added cost should come under the 3 party costs tab or the expenses tab the simple answer is that 3 party costs require the creation of a Purchase Order and expenses do not A cost has to be ordered especially for the job from a supplier who would typically require a
236. ou start using Traffic if you need to Roundup Figure This affects all calculations within Traffic Select 2 if you need to round to the nearest penny cent Select 0 if you need to round to the nearest pound dollar STAFF SETTINGS staff setting The staff settings provide the background figures 9 for staff costs When individual staff costs are ee e added costs 1 2 added in the Administrator Staff area these Staff Settings may affect those figures i th Ta EF oays PET aor Pa hours per day hrs to bill actual Staff Base Rate This figure is the amount per hour an average staff member costs Individual Salary information can be added in the Staff Area but if no information has been input there Traffic will use this Base Rate figure to calculate all your Staff costs for hours logged against a job Staff Cost Type This setting calculates the cost of your staff for the work that they do The recommended setting is fixed which generates a cost of work based purely on how many hours of work are logged This setting may be changed in the future if you wish to make a further definition between staff who are paid by the hour and those that are Salaried If set to calculated the cost figure will be calculated by the day rate divided by the number of hours worked that day Added Costs This figure is what you need to multiply salary by to reach a realistic total cost of employment including national insura
237. ou to search through all invoices in the system This screen allows you to search for all invoices or choose from Sales Ledger or Purchase Ledger before you search Searches can be done by date range status and invoice types general ledger general ledger search show invoices by issued due or paid dates issued due paid date within one of the following periods this year last year this month last month sales purchase ledger search select the report period blank will return current month for your sales purchase ledger search from 01 jan 08 format dd mm yy this quarter this year this month 31 dec 08 format dd mrvyy last quarter last year last month 2 The companies area Find any client in companies and all invoices for this company can be found under the invoices tab staff notes contacts documents propacts Invoices credit contra account Salas invoice no description amount issued date due date paid date Status i invoice On Project Sohnar Taat 2011 Rabrand And MA 282M0 issued auth For Sahnar irit i g 1 al On Project Sohnar Test Project For Sohnar p 6476 05 pangog oao708 Pens 3 The projects summary screen Click the blue link at the bottom right corner of the project summary screen marked invoices to see a list of all related invoices in the centre of the screen summary actuals Invoices orders wins stat a 7 sy ones S01 2 10 0 00 z2 000 00 CR 11 22 1612 10 E B 00 460 00 10
238. ould be two and a half hours Note that time is added in decimal format Click OK and you will be taken back to the timesheet week window with your hours logged and saved Now that the line is recorded you can use the white field below the job details to type any relevant notes rho woe isl epee hap ree 1 56 7 7 ead ime emie ADLTDG5284 June Rebrand Brochure Initial reasearch 25 E e notes First part of online research done and bogged Note You do not have to submit or save timesheets when using this method The information is automatically recorded as soon as you reach this screen Note that you can still amend the time amount at this stage and even delete the line entry with the red X button on the right if you need to There are two more functions on the right of each line Percentage done Use this to mark how far along the job is from being completed This is for reference only and does not have any effect on reports So Gone Bill The hours logged in Traffic default to being billable but if you uncheck this box the hours will be recorded as unbillable They will not show up for invoicing if you are billing to actual hours and they will have no chargeable value They will however still show as a staff cost f You can add as many timesheet entries on the same day as you like even if they are multiple entries for the same job and stage There is a summary of the
239. our original mark up amount You can also see another check box named bill variance higher sweeter up on the PO screen The two check boxes are linked so just check one of them eee car Even if you have already invoiced your client based on the PO amp 8 amount before the supplier invoice arrives you can still use the 95 QUE bill variance function If the variance is an increase Traffic will recognise a new unpaid amount and will allow you to invoice your client for the outstanding balance as a separate line item TEELE eranl ler es 201 Traffic can raise invoices quickly and easily You can choose a single job or invoice an entire project in one go The process of raising an invoice begins with an efficient and easy summary of all billable items which is called the cost capture Users can make decisions about what to invoice at this stage and then convert those items into an invoice that can be issued and sent directly from Traffic Create a Cost Capture To start the process of invoicing go into the project that you wish to raise an invoice for Invoices differ from purchase orders in that you can choose whether to invoice single jobs or the whole project This is done in the same way as selecting a job for purchase orders As you can see below in this example the invoice is for the entire project as both jobs are selected but you can bill one selected job at a time Create invoice Bot
240. our client Choose Cost Totals if you usually offer one option of each cost type on your estimate Est Fees Type Traffic creates estimates for Jobs using Stages Stages are effectively the things that staff are working on within a job typically things such as artwork initial concept project management etc Sometimes you will require stages to be made up of smaller tasks because there are a variety of things that need to be done An example could be Research which could be made up of internet and phone Some agencies do not need their clients to know if a stage of work is divided further within the studio This setting affects how your estimates look Choose Stages if you need to print only Stages on the Estimate Choose Stages Tasks if you would like the option to print both Stages and Tasks on the Estimate We suggest setting stages tasks as you can still choose to hide the tasks on individual estimates Auto Staff Time Set this to YES This setting only has an effect if you are assigning a Team to a stage It ensures that when completing a timesheet the correct rate for the individual is assigned automatically The team function is not currently used so setting it to YES covers all your options Job Filter List Affects lists of jobs that users see when adding timesheets Choose whether the default jobs list your Traffic users see is all current jobs or just my jobs jobs allocated to them Affects ful
241. own rian Client a 100 adil Browse company Click on the stage name You will now be asked to fill in how much time you wish the recipient to spend doing the work Remember that work requests can be very specific You don t have to allow the full estimated time of the stage if your request Ca is for just a small part of it Traffic System Message How much time should this take rho ausa ede tran har ee oe Traffic System Message Please enter a short description for this work request You will then be asked to fill in a description oe or subject for the request Co After completing in your description you will next see the final window where you can add more text or give detailed instructions for the work involved You must also select which staff member is going to receive the request At the top of the screen are four fields that need to be filled in all have drop down menus Here you will select the name of the recipient the date and time that the request needs to be completed by and a level of priority Select details for recipient Name Deadline date Deadline time Priority 800 Work Request f jeadline l i subjact Further testing The client has informed us that the orders screen of the product website needs to be hidden from low level users Can you test each log in for all access groups to make sure that access is denied for all except the Manager and Administrator user groups Mo re detai ls
242. pear in the list Click on the job line to select it and the expenses window will open expanses expense type description Expenses This screen allows you to log any expense that is set up in the system by using the drop down windows Itraffic Line memorial keal ler craniana 1 65 There are many ways that you can manage and monitor the progress of your jobs within the Traffic system You can set a status for each job to reflect whether it is live or not you can view various types of information about jobs on the Project summary screen and you can carry out detailed searches for all your active jobs in the main Projects area We will look at these different functions below Job Status Definitions Traffic has 6 job status definitions which you can use to help classify all the different jobs running within your business These are as follows Pending Accepted On Hold Declined Completed Closed Mtrafiic ADC 65284 1 manual status pending Tog ey BOg Dg Dg Dg DG D A a You can set job status on the full screen view of any job Once a status is set it can easily be changed to a different status at any time it is not possible for a job to have no status at all The suggested use of these status names is as follows od ennai epee leer E 1 66 Pending Any job that is still in the planning stages This might be because it is still being negotiated or
243. pec for the item s in the purchase order If you do not wish to include a spec then click no and the order will be brought up on screen for you to check it as with other traffic documents there is an edit and preview mode for you to look at the document before sending it To output the order hit print An option to email the order comes after you choose the print option After printing or emailing the status of the order will be changed from pending to issued As with all Traffic documents a PDF will be saved in the system at the point of printing or emailing and in the case of emailing a contact record will also be saved If you wish to set the status of the order manually you can do this by clicking on the status field and changing it to issued or any of the other options You might do this if you do not need to physically send the PO hme Pia bar zra riren 1 93 2 Raising a PO without estimating costs beforehand In this example we need a purchase order to pay a freelancer who was drafted in to help out but not added to the job quote as an estimated cost we are not advertising that we outsource this work The client will still be paying our standard agency rate as quoted all we need to do is raise a PO to add the appropriate costs to the job This PO will not be on billed You could also do this in other situations where you need to order in any goods or services and there
244. ple key held down any longer 129 conan So Scheduling work by using the Stage Task List You can also choose to assign work from the right hand side list of stages and tasks By clicking once on any stage in the list that item will become highlighted You can then drag this selected stage onto any staff members calendar on the centre of the screen and drop it You can then adjust the position and duration of the stage after it has been placed on the calendar in the ways described above If you have the list set to show unscheduled work then by dragging it onto the calendar view you will be assigning it to a member of staff Therefore once the stage has been dropped onto the calendar it will disappear from the list view on the right Using this method you could effectively assign all unscheduled work until there is nothing left in the list If you have the list set to she scheduled work you will be swapping the scheduled worker from one person to another You will see the initials of the person displayed in the Employee column change to the new person as soon as you drop the stage onto that new persons calendar The stage will also be removed from the original persons calendar at the same time Again remember to click the red SAVE button when you have finished scheduling Additional functions At the very bottom of the Multi Calendar window are two further function buttons De schedule De sch
245. plicate projects being raised or just let you see at a glance what recent activity there has been with this client Once you confirm that you are creating a new project you will be taken to the screen displayed below thea ese ede eranl har raire The Project Sheet I traffic the essential tool for creatives FD tay companies pope roeas omes invokes aerator 1ofi1 3 create project create job work request contacts tracker get in contact diary timesheet expenses E G m x find a p t S bix project title New Exhibition Survey team leader NC 020 8741 7411 project status pending client b Ashe Ashcroft Estates pic contact Chris Beckerman currency GBP Sterling jobs job title brief job status billing status deadline date latest BY new Exhibition Survey B not billed 07 Mar 08 gt 2 New test extra stage B active not billed 07 Mar 08 G Si Display Panels A B not billed 06 Mar 08 D B not billed Gg select all jobs deselect all jobs O in house brief selected jobs timesheets invoicing invoice history O project stages report Ooo E O project statt ume report DoS DoS E pending O O Pp closed completed Over ran vaiue N billed 2 eee ae total job wip total costs Projects Nc Created Fri 29 Feb 2008 By Nikolai Clark Nc Modified Tue 4 Mar 2008 By Nikolai Clark Nc projects jobs X The Project Sheet is where you define the main settings of the project This screen can be returned to at any time
246. plier and set the supplier type field as courier This setting is important otherwise you won t be able to do the next step of creating accounts Creating Courier accounts in Administrator In the Administrator area click on the finance icon at the top of the screen and then click the couriers tab Next click on the plus button marked New Courier Acc A pop up window will present you with the names of all companies set up as couriers Click on the name of the company you wish to select A new line will be created in the courier area and you can enter account number details in here Other details will come through from the company record if they have been filled in a tag Mew GOUT rates cUuTeancies accounts nom codes tax codes Expenses couriers Now you need to create some service options for this courier Click on the yellow box on the far left marked view courier rates Couriers with created accounts will be now listed in blue on the left hand side of the new screen Highlight the name of the one you wish to create rates for to begin using the rates area flea pans alal eal bar cree 222 First enter a description on the service they offer under the courier type header Normally this would be something like Van or Bike This term will be used later when you wish to add a courier order to a job Other suggestions might be Same Day or Next day Now fill in
247. purchase order and send you an invoice An expense is something you do not use Traffic to manage the purchase of but wish to record the cost of using the item for example studio supplies amp materials or travel and hospitality costs How to define your expenses When you log expenses for the most part you will select them from a pre set list The list of expense types is created amp modified by Traffic users themselves in the Administrator area For more details refer the section on expenses in the Administrator chapter also later on in this manual rho eon ede epee har ee oe How to log expenses in the main job screen On the main job screen click on the tab marked expenses on the lower half of the screen to begin adding expenses You will be shown a series of fields that need to be filled in to record each expense line item Begin with the first free line and click on the field on the left to select the expense type from the drop down menu under the header expense type actuals estimate ard party cosis schedule Stel 4 y Sr rere x De F media aan fap p 0 00 output presentation printouts Studio Access anes travel For this example we will select media Once you have selected your expense type use the drop down options under the header description to select the correct item of that type In our example you can see that the media expense type consists of CD and DVD opt
248. r if you wish Stages Jobs in turn involve many stages from concept to finished artwork Stages are the components of a job that you decide on chargeable rates for and assign estimated hours towards It is stages that studio staff will log hours against Tasks Even within stages it may be convenient to identify smaller work elements which in Traffic are called tasks Tasks are most effective when a stage needs to be further divided up into elements that will need different staff working on them possibly at different chargeable rates and to be done at different times This detailed structure enables Traffic to produce accurate schedules and estimates for you The main screen in the Project area of Traffic looks like this Traffic Record _ a gt a Projects navigation detailed buttons 7 sa lla eT search tab ick as Your list of projects 100 sE Browse Finding Projects In the Projects area you can use the Quick Find window to search for projects with the following search terms Project Number Search for any Project by looking for its unique number Company Name The name of the client the project has been created for Project Name Search by the title of the Project This search can be done with just the first letters of the project name Note There are more ways to find projects than using the quick find window which will be covered in more detail later in this section
249. r stages and included in the total figure again In this example the second stage line has been marked as an option and can be seen on screen clearly moved into the column marked optional hrs band rate optonal estimate cost option hide A oe E E 780 00 O O H Bi 0 00 Oo 0 D 320 00 0 O0 E E 0 00 o oO The hide function can be used to remove all reference to the stage on an estimate but still keep the record in Traffic It may be used to add stages that you wish staff to work against but that are not to be shown or billed to a client It can also be useful to look back and see that an option was once offered and then declined Stages that are hidden do not make up the total value of the estimate hrs band rate optional estimate cost option hide A loo E E O O 8 H E 240 00 O O 14 C oe E 1300 00 0O Oa 6 E BG f E 40000 O O Notes Each stage line has a notes field If the single line description is not detailed enough you can use the notes field to enter further supporting information about the stage This field is usually configured to appear on your estimate as standard a0 Aa Stage Notes 0 ido 260 t o include all initial design and concept development proofs and amends up to 3 sets of amends ey T ie cost option NGA notes B Oo oO f F t o O si Oo oO Ly oy gt Poe a lal Li F e o 0 Me x 100 oad GE Browse Wh Note The notes field cha
250. raffic will create a new line in the Timepod screen with an exact measurement of how long the timer was running for You can now fill in the details of the work you did Things to remember when using the timer You must start and stop the timer before selecting the client and job You can only stop the timer not pause and resume but you can record several line entries for the same job if you need to Using the timer defaults to today s date for that line entry The recorded time can still be edited by overtyping it in the hours worked window i aed eranl lore ruins 1 62 Submitting timesheets with the Timepod The Timepod has one important difference to the other ways of adding time in Traffic With Timepod your hours will NOT be recorded in the main system until you click the orange SUBMIT button Clicking this button will clear all current timesheet entries from the screen and record them in the system It s also at this point that your daily tally will go up to reflect hours logged Note If you close the Timepod screen before submitting your hours they will still be there when you log in again You will notice that the Timepod screen has a log in icon this is because it can be a stand alone Traffic system so it can be logged into by other users at anytime rg If a full Traffic user logs into a Timepod screen by using the orange icon Traffic will re open in full In the same way if a Timepod licen
251. rate 1 cumency rate Z cumency rate 3 cumency rate 4 cunmency rate 5 A Consulting BP 120 00 EUR 140 00 USD 220 00 AUS 200 00 B Creative GBP 80 00 EUR 4172 00 USD 180 00 AUS 180 00 CC Programming GBP 150 00 EUR 200 00 USD 320000 AUS 300 00 Db Project Management GBP 7000 EUR 60 00 USD 140 00 AUS 140 00 Ee Production GBP 65 00 EUR 160 00 USD 170 00 AUS 160 00 EF Mise BP 50 00 EUR 100 00 USD 120 00 AUS 100 00 To add a new chargeband Under the Job Types section click the chargebands tab Click the sign at the top of the screen Input the details for the new chargeband Give the band an identifying code in our example a letter of the alphabet Next add a description of the work the chargeband will be used against Set a currency and value for each chargeband If you work in more than one currency add additional currencies and values for each currency you work in Chargebands can be added amend or deleted at any time 283 Chargeband costs If you wish you can also set up a cost for each chargeband so that the system records how much your staff costs are typically for each billable rate To do this 1 On the chargebands screen click the radio button called show costs on the left hand side of the screen to display a column on each charge band line called cost numbered 1 2 3 etc for each currency you may want to enter cost spec types t an desecript 1 oda nom code rate i oosti r OMS
252. rds for related Bot in sani companies for example branches of a large company in ae different cities you can check the yes box here and enter the global name for that company in the space provided The name used here will appear on outgoing documents and emails rather than the company record name which you may have written differently to help identify each branch or location Sat in admi Set in admi Note The field name titles in this particular area must be set at server level ask Sohnar support for help in doing this Contacts Shows stored correspondence for any person working at the company See separate section later in this manual for more information rho eon ede epee lee ee Documents Stores links to PDFs of estimates tender and order documents raised for this company See separate section later in this manual for more information Projects Links to any project created for this company whether current or closed Invoices Links to any invoices created for this company Credit Control Shows links to any issued invoices for this company that are overdue See separate section under invoicing for more details on this Account Several default settings for the company can be set here some will over ride the general system defaults for all company records staff notes contacts documents projects invoices credit contro account ace handler AU band description currency rate cunmancy A dis
253. re Hra ine ial kral far crc 233 Sales reports and overview in the Sales tab On the main screen of the sales tabs there are some places to see a broader view of sales activities To print or preview a report of current sales click on the printer icon You will be prompted to choose either to print or preview the report on screen Leads and Calls Summary The leads calls area provides a summary of the leads and calls added previously in the get in contact area To access the leads calls area select the tab as shown below lt name Exact details of brochure required befor Possible 8 page Summer brochure summer brochure amp pages letterhead and compliment slips done hid Would like a quote for 3 000 brochures ane Morgan hoo oo JU UU Uo website employer Arena next action no action Grahame Muir Managing Director phone 01480 463 888 action date May need new website in 2007 action time delegate to 29 opportunity new opportunity closing date Thu 28 Dec06 value GBP 6 000 11 cold prospect win probability 40 won amount Owon lost reason Leads are shown in blue sales are red and all others are black Options here are as follows 1 2 Use the initials button at the top left to see information for different people Use the date selectors at top of the table to see contact records in a range choose from day week month or year Day means the
254. re assign them To re assign a request click on the request in the table view In this view you can choose a new staff member s initials in the field marked assign this work request to in our example below it is staff member GL assign work request assign this request to a staff member and click assign assign this work request to GL deadline Wed 18 Jun 08 at 2 0 pm prarity normal requested by nikolai clark ne time to take 2 request for GL online research Once you have chosen a new name click the large assign icon at the top of the window and the request will be transferred to the new staff member It will appear in the new person s diary and the status will be re set to not yet activated Filtering staff names on the screen The way the work requests table shows requests can be changed At the bottom of the main screen are options to change the display show only work requests for show all clients work requests show only staff who are in designer show all active stafi walio J weskiow To show work requests for just one client select a client name in this field To clear and show all client requests click the radio button called show all clients work requests If the table is full of information there is a button at the lower right corner of the central area called see next 6 The area displays up to 18 active work requests so you can view a further two screens to see more requests R
255. re on job bill barn type ast qty est rate act qty act line total mark up amount billable amt invoiced roun 47 2 estimate R F E 130 00 T amp 0 00 O Teo 00 Y 5472 estimate Desig pt F 85 00 680 00 LU 660 00 O A 547 2 actua Design Development F E 5 oo 7es 00 O 765 00 E O 547 2 actua Capywriti F 4 50 00 200 00 200 00 LI 547 2 estimate Amends F i E T5 00 E 300 00 300 00 LI 547 2 AJ ool las E 1 E 50 i E 3 50 350 E 204 20 O A RITA Cosi of pr ig Pi 0 a i T 750 00 H 25 ag7 50 Oo it mate 0 00 enter the perceniage of the cos pi 1 Th 4 986 70 discount on invoices 0 00 discount to add to the invoice 0 00 ramaining discount 0 00 F ne Tr 4N66 70 au Created Thu 27 Nov 2008 By Admin User Au Modified Mon 8 Dec 2008 By Admin User Au _ VO Shows any estimated discount and Projects cost capture Options to change Use this to create a billable amounts from estimate to actual or non billable invoice of the cost capture amounts information on the value of discount applied to date To apply a discount use either of the or discount fields above the invoice total rho eon ede epee lee ee 203 About non billable If you use the ignore function you can effectively mark a stage or remaining unbilled amounts on a stage as not to be billed or written off This has the same effect as using the do not bi
256. recipient address of recipient your address and job title etc depending on the template used After choosing a template remember to write in your own text in the main body of the letter Click print view in the lower right hand corner to see the letter layout style after which you can print out your copies m ie rho ausa ede eranl har srar Note Sohnar provides a set of default letter and email templates but you can create more templates yourself Please ask Sohnar Support for more information about this Output to email From the People area click the Output option top right of screen Choose the list you need from Select List area Select import list option Any names not required for this output can be deleted with the red X on that line This does not remove them from the list just from the output function you are doing Choose the email to list option on the far left Write your email in the space provided For formatted emails that automatically fill in details such as name and address for everyone you are creating the letter for click on one of the templates listed on the right hand side These templates have one or more pre formatted fields to bring in things like name of recipient address of recipient your address and job title etc depending on the template used After choosing a template remember to write in your own text in the main body of the letter and fill in
257. reen is to hit the ENTER key on your computer Most previews give you a warning of this with a message shown right which appears just before you go into the preview Hit the Enter key when finished a F rho eon ede epee har ee oe As a general rule DO NOT try to quit preview mode by clicking the close icon X on aPC or red X on a Mac If the main Traffic screen has been hidden for the preview pressing the X button will close the preview and there will be no way of returning to the main screen so basically you will have closed Traffic To avoid this possibility and if in doubt always press the ENTER key in preview mode once you have finished and you won t have to log into Traffic all over again Email an estimate When you choose the email option to issue your estimate you will be presented with a contact record window before the email is actually sent This is treated by Traffic in the same way as any other emailed contact record so note the following details WT couUMmaLe Danny Hartigan 54 Murch 2008 Posters estimate tor job 5 4 March 2008 Posters Danny Hartigan lt dhartigan Ssohnar com Nikola Clerk lt nclerk sohne com gt Nkow Cai lt nclerk scrme com text nich Pirri norma mgr very Yo ow yos wc Adran HO Usersced lan Desatop Tratic Documents Cieni mar Urnted Proiect 5 Job gt 4 5 4 Estrmate 01 04 2008 17 06 40 100 sE Browse delegate to sales status on s
258. rency input the currency for the bank account Bank input the name of the bank e g HSBC Bank Address input the bank address details Account Type input the type of account e g current or deposit Nom Code input a nominal code for the bank account VAT Number input the VAT number VAT Rate input the VAT rate ties smelled Deal barrens 290 VAT Territory Input the country VAT Title The last named field is simply how you wish VAT to be shown on invoices For instance the equivalent in New Zealand is GST and in France it is called TVA Remittance Txt This could contain details of how your customers can pay you e g a BACS or IBAN reference This text may be included on your invoices Incorp Details Complete with information on registered office company registration number etc System Setting a tag USD Current Account incorp details Nominal Codes Nominal codes are codes accountants attach to each type of sales or purchase item They group accounting items in a clear way These codes also form the basis of communication between Traffic and accounts packages such as Sage and MYOB You need to build a library of nominal codes if you wish to connect Traffic to an accounts package Tax Codes This area lists all the tax codes set up on the system You can add additional tax codes delete codes you do not use or make amendments to the existing codes For instance the main VAT rate i
259. rier orders to invoices When you receive a courier invoice go to the orders tab in Traffic and click on the COURIERS icon at the far left people projects orders nvoices traffic sales administrator onderno description supolier onder total issued date delivery date status Pc bral dar eresien 225 This takes you to the couriers area where you can search for all courier orders and select the ones that the invoice is billing you for Begin by selecting the correct supplier from the drop down window marked find supplier just above the table of order items You may only have one as in our example otherwise the list will show all courier accounts A diary companies peapla projects orders noites traffic sales administrator courier item Bike Zone 3 Supplier Lond Londan Bikes 020 79689 6560 quoted E 40 00 supplier ref LBb2e44 account no 2 supplier invoice E our ret 54 curmancy GBP varianca E job tite 1 1 b Sohnar Test Job mark up 25 amount billable 60 00 client invoiced E axpan plier all this weak ast weak this month asi month uninvoiced Li type supplier code te j E amount billable t inwe d pi items bike LOND zone J bb2244 E oo E Select x bike LOND zone 1 fbhbs 553 E 1 25 select x bike LOND zome 1 bhita E 1 25 E select bike LOND zone 2 fbbae74 E 1 75 E select A bike LOND zone 4 5 fbba5s4 E 62 E select A Now choose how many orders you wish to view from this company by selecting
260. rrency as your standard You MUST NOT change the currency of a project after you have started work on it even after starting to make an estimate You can also add a Project Brief at this stage by clicking the tab at the bottom left of the screen This is a large notes field into which you can type or paste text Projec o Pree poem Numbe lt p enema tool for creatives S O h n 2 4 A aiary companies peopie i orders VOICES traffic sales administrator Team Leade a Projec contact Kyle Gibe i s zar Status Curre T mp E a ry 5 Note If you wish to upload ready made documents this can also be done in another area of the projects section and will be explained later in this manual Hha poe ere har rraren Project Status Project Status lets you alter the status of the project to reflect how work which is done at job level is progressing As long as there are live jobs in the project leave project status as open This is the default status If all jobs in the project are suspended set the project status to oh hold If all jobs in the project are completed and billed set the project status to closed If you have made a back up copy of data or documents from this project set the status to archived This status does not have any further function so just use the term of closed or archived in any way that suits you Closed and archived projects never disappear from
261. rted at a default position at the start of the schedule The colours of stages and events can be changed but first we will look at choosing the dates After adding one or more events you may now wish to change the running order of the stages Changing the order of stages Each stage has a field on the far left of the line that can contain a numerical value This is used to sort the stages into a preferred order To change the order simply re number the stages so that they are in the correct sequence Once you have done so click the small graph style icon at the top of the number column to re order the rows 2 Re number 3 Click sort 21 Client Presentation Date a put stages into order O A Artwork This numbering sequence is very flexible Note how in our example we numbered the stages with decimal points So to insert a stage between 2 and 3 we called it 2 1 You can of course re number the whole list with whole numbers You do not have to include 0 but if you do it will fall before 1 You can also include negative values such as 1 and 2 which will add stages before the O If any stages are deleted the remaining numbers will remain in sequence even if there are gaps Please note that tasks can only be re ordered underneath the stage that they belong to and that events cannot be inserted between tasks Once your stages and events are in the correct s
262. rtunities Provides a list of sales opportunities created in the Sales area of Traffic Shows current status close date amount of sale with probability and forecast amount Sales won Lists all the sales won in the period selected including amount and reason for win Sales lost Lists all the sales lost in the period selected including amount and reason for loss Sales consolidated Lists all the sales with percentage probability and forecast amount Hes amerij lice 4 m P eo ET 239 Reporting We have produced a separate manual on the reports that are available in the Traffic system Below is an introduction to how the section works but it does not include a breakdown of every report Please refer to the separate manual for this To access the main Traffic reporting area go to traffic and choose reports You will see the opening screen of the new reports area as default if you have this newer version of Traffic diary companies people projects orders invoices lob Project Job amp Stage Inc Est Billable Fees select a category then select a report Project Job amp Stage In Est Billable Fees Clients Creative Status CRM Current Work me edu Finance Current Work With Action Notes Forecast Current Work With Estimated Fees Projects amp Jobs Job Costs Purchase Ledger Jobs In Trouble Sales Ledger Key Job Dates Sales Opportunities Project Job amp Stage Inc Est Billab
263. s at the top of the job summary window il r E 3 t jt i JETS i In the central area of the project summary screen are five tabs all of which show information about the jobs within that project Work requests Shows all work requests issued that relate to the selected job or jobs within the project work raguests contacts timesheets documents history Click on any line to open the Work Request in a separate window and view or amend reassign the request od ennai epee leer E 1 73 Contacts Shows all Contact Records that are linked to the selected job or jobs within the project These might be emails containing estimates or orders or just calls recorded about the job a pb p p em ee pa S pe g ee ea g g E ge e mae nra r as WOK MaQUeSts Gonteccrs timesheets documents sic Y aimats tor job S528541 June Aeirand Brochure NG Sum 13 Jul 0B x Adian has asked lor the mrcents NE Sum 13 Jul 0g x x Click on any line to open the contact record in a separate window Timesheets Shows a summary of all timesheets logged against the selected job or jobs within a project work requests contacts timasheets documents history imiia presentation images ready ME 13 Jul 08 z wd esi ol amends done HE 13 Jul 08 1 Qs word oct anehi kesan hnr ci Tmn Tc rie a k ae ay bee IBS GALAI ih i ial Le i Lae iin a LOLS Le NL 1 i J Ue 1 Documents Shows PDFs of documents associated with jobs within the project E
264. s as the system processes the request Once it is finished a dialogue box will appear asking you the following question Traffic System Message Do you want do reset the job deadline date to be inline with the schedule rho ausa ede epee har eee You must now confirm whether the overall job deadline date which you may have set earlier should match the date generated by the automated procedure If you click yes to this message your overall job deadline date will be changed in the system to be the same as the last deadline date in the schedule this date may be a sign off date if you have used that column If you have not yet entered any job deadline date Traffic will insert the calculated deadline date into that field If you click no at this point the schedule will still be created but the job deadline date will not be updated to reflect it If you have not entered any job deadline date that field will remain blank Once you have made your decision all the dates will be inserted into the corresponding fields and the schedule will be complete Here is an example of a completed schedule which has been checked to run forward estimate ard party costs expenses actuals billing avants x lll event set colour sta days Start deadline days signoff gant axt notes Research 1 2 Da 110 T Penna Oo i Design Concept IL 4 19 1 10 af TT kea 0 x Project Management mt no ja MM o o Adjusting the schedule You
265. s 17 5 in the UK but educational establishments pay 10 and some goods such as books are zero rated 291 currencies accounts nom codes tax codes expenses tax i os Ea x EJEa EJ Tax Codes and Nominal Codes are very important if you plan to link Traffic to another accounts software package You will have specific help with this feature from Sohnar support staff if you are linking up systems in this way Expenses This area allows you to set up expenses for your Traffic system These expenses may be used while creating estimates in the Projects area Expenses are internal costs which are normally chargeable to a client An example would be using up blank CDs or DVDs cumencies accounts nom codes tax codes expenses couriers expense types global nom code expense items cur cost mak up margin price tax suppliernom code Studio Accessories 005 Ad foam board GAP 11 00 50 5 50 16 50 1 001 media A2 foam board GBP 7 00 50 3 50 10 50 1 001 outpu A3 foam board GBP 4 00 50 2 00 500 7 001 presentation h A4 foam board GBP 3 00 50 150 450 1 001 printouts ma CD rom burning compiling GBP 10 00 50 5 00 15 00 1 001 CO Mounting board A3 GAF 2 50 50 1 25 3 75 1 001 A3 mounting boards GBP 27 00 50 1 00 3 00 1 001 A2 mounting boards GAP 3 00 50 1 50 4 50 1 001 m g To add a new expense Click the plus button marked new expense and enter a name in the first blank expense type field e g consumab
266. s Ltd PO Box 263 Patchway Bristol Avon BS32 4ZG 08 12 2008 Dear James Hello and thank you for joining us We look forward to working with you We will contact you shortly with details of how to log into our web site Thank you Yours sincerely admin user As you can see all the correct details have been brought into the formatted fields We can now over type or change any details if required including any that came from formatted fields rho eon ede epee lee ee 299 Email signatures When emailing from Traffic you can set up a default e mail sign off that will got out with all emails without the need to bring in a template each time The template is created in the same way as other templates but you should check your email signature and disclaimer details first which are stored in other areas with the Administrator area of Traffic To change the personal sign off Go to the staff member records in Adminstrator and you can see the settings for email signature on the bottom right Select which details to show in the signature by using the radio buttons you must have details in the staff record to pull through from Ss W ves fino Show name oo yoo oe f o BP oy m ol Ben Trafford show job title m yes no account manager m ta a j lO blk Fim k J how a tf i yoga tat l Ei UU a T ie Ci i T low prn m Cri MTH l 5 T e ape IOW Tax TAI opan tawourn You can do this per user or g
267. s can be typed In this area the notes field is designed to hold the Job Brief you can also access this notes field within the job screen If you wish to type a Job Brief into the notes field just click on the icon to open the notes window rho eon ede epee har ee oe The Job Screen The main job screen displays the job number in the top right hand corner in this example it is 5 5 which means job 5 in project number 5 The job title is displayed in the top left of the central area and here it can be edited if needed edd to few output SOHN 1 3 dia mp peop t j al tra CG x job title SOHN Summer Campaign Brochures B manual status pending selected team cad team job type Po rai billing status not billed g profile po amount system massaga format p start date 27102010 production nabas deadline Client view job mark for invoice estimate t amp tat dia d pense d tu Stage tax code staf hrs band rate optional estimate cost option hide notes This is the screen in which you will build an estimate and to do this we need to add stages to make up the job and determine how much we are going to charge for each stage Building an Estimate Estimates are made up of stages which you define and name You also allocate staff to do work against these stages and decide how much to charge your client for each stage There are two ways to do this Build an estimate by hand and manually add each stage and name them indiv
268. s correctly The Display The display will show closed jobs pending and live jobs as long as they have been scheduled Closed jobs are displayed in very light grey This allows you to look back in your schedule to see jobs that have been completed Pending jobs are displayed in mid grey This is an effective way of pencilling in resources for jobs you think are going to happen but are not yet confirmed The administration section allows you to show pending jobs in colour if you regularly treat pending jobs as live jobs in Traffic some users do Live jobs are shown in colour and adopt any stage colour that you have assigned to them The Job Bar a F rho eon ede epee har ee oe Prooress 2 Website The job bar roposal L is split into two parts The upper Bar o Shows how much of the estimated time has been used If this exceeds 100 the bar will turn red to let you know the stage has gone over time The Lower Bar o The lower bar shows the stage name By hovering you mouse over the bar you will see additional job information Clicking on the bar will bring up the stage notes This text will be truncated if it exceeds 200 characters If the task is dragged beyond the scheduled end date of the job you are warned by its boarder turning red Changing what you see Zooms the display in and out You can zoom down to the minute Changes the zoom of the display so that all data f
269. s enabled diary appointments made in Traffic will automatically be created in Outlook or iCal and appointments made in those calendars will also appear in Traffic Because this is an additional module to the standard Traffic install please refer to separate documentation to learn more about how to use this feature Throughout Traffic you will see the add to fav button at the top right of any screen that supports this function This allows you to keep links to your commonly used screens together Your favourite tasks might include sending an email to a particular contact or accessing project details for a current project To add a favourite ladd to fav On the Traffic screen you wish to add as a favourite simply click the link add to fav and that screen will be added to your list You will be able to choose how the entry is named before you save the link Traffic System Message The item will be added to you favourites using the title below You can edit the text now if you wish item title Brookmans Project from last summer To access your favourites Click the Favourites icon which can be found in the Diary area and your list of favourites will appear Select the link required from the list Clicking on the line takes you to that screen in Traffic The list of favourites is personal to each user You can keep the Favourites window open all the time or just click the icon when you wish to selec
270. s how many hours of actual time have been logged against the stage End date of the stage Employee name if a person has been allocated to the stage otherwise this will display N A The default setting will display a list of all work that is unscheduled in Traffic This means that the initial view when you open Multi Calendar will show N A in all the Employee column This will give you an immediate overview of how much work in your studio has not yet been scheduled You rho eon ede epee har eee will be able to assign this work quickly using Multi Calendar which we will look at in the next section Changing the view of stages tasks To change the display of information you can use the settings shown above the list Columns Move your mouse over the columns header to display the menu that allows you to choose which information is displayed Output Filter Columns Employee You can see from the image that the default columns are checked Simply uncheck any that N Do Company you do not need to see on the main screen and Project check any others that you wish to see The other 4 Job columns are ai Title Project project name YJ Progress Start date of stage or task _ Start Date Division shows Traffic division that the project End Date was created in Scheduled shows true or false to denote if n A Employee stage is scheduled or not L Division m Schedule
271. s section but appear underneath them and System message ower running against job names in some reports and searches Active Any job where work has been started Overrunning You will see the status of overrunning applied to any job where more timesheet hours have been logged against a stage than were estimated for that stage This does not mean that the entire job is overrunning but Traffic gives you the earliest possible warning of any overrunning hours so that you can check the job and act accordingly Stages Completed A special message that you will see if you are using the check boxes on the project summary screen to mark off each stage in a job as done When all Stages are marked as done this message appears This will be explained in more detail in the next section in this manual Completed Any job marked as completed also has this as a system message Closed Any job marked as closed also has this as a system message There are other ares on the main job screen where useful information can be found Hea amnia eranl bap zra riren 1 69 At the bottom half of the screen where the estimate is displayed there is a tab called actuals which contains a lot of information about progress to date on the job prohi on job pf 4 755 aq The columns show the number of estimated hours per stage against the number of actual hours plus the examining balance Any overruns are shown in RED The value
272. s to the Traffic tab Here sales targets can be set and monitored for all Traffic users Select the Traffic tab then click the sales targets tab This area has two views a data entry view and a figures preview When you first click the tab you will see the data entry screen displayed 10f18 18 E add staff target save changes work request contacts tracker gat in contact diary timesheet expenses This is where you add new sales targets and run reports Because the targets area contains a lot of data you will need to click the button marked click to preview totals to see the final data The full view looks like this please allow some loading time Feast FA cary companies peope projects orders invoices atic n contact i 9 of 174 175 z add staff target save changes h onta expenses ar E 6 x C3 To return to the data entry view after seeing the figures click the enter button on your keyboard the eevereial eranl borers 236 Entering Sales information If there are no targets set you may now enter them The first thing to do is check or reset the date range of the Sales target screen Set Forecast Date Range This screen will automatically show targets for 18 months starting from the system financial year start date click the plus button called add staff target If the first date on the far left is out of date you should go the Administrator tab set a new finan
273. s you like SOH 5 4 To produce an estimate document click on the icons on mi the far right of the estimate screen gt cooooom 00000043 B k ra E amp ra rho eon ede epee har ee ee The edit button allows you to view the Estimate document and make adjustments to its appearance Not all areas of the document can be edited The email button allows you to send the estimate to your client as an email directly from Traffic The print icon allows you to print the estimate Both the print and email option give you the choice of whether the document should bear your company letterhead before you issue it This can be decided on every time you issue an estimate even if you have already previously issued it The letterhead details set up for you are held within Traffic and can be seen in preview mode Like all Traffic documents your estimate will be created to your own specifications therefore this manual will not cover the appearance of the document However it is important to know that every time an estimate is emailed or printed a copy of the document will be automatically saved by Traffic as a PDF Previewing documents In Traffic you will often be looking at documents in preview mode which might temporarily hide the other screens of Traffic and give you no visible buttons to quit the preview In these Traffic System Message cases the way to revert back to the normal Traffic sc
274. sceeoesoesoeseeo 287 O TY DGS r E EAA A EE E EEEE EEES 287 ROS CP FOILS serena en E E EEEE E EEE EEA ERS 288 TEULE A A eas 289 EX SINS OS sis renr orir INS EE EEEE 292 GMMPIAl CS scacecneaenenseseanescaneeeeeees EETA E EEEE EEEE ESENE EETA 295 ACCOUNT GROUPS arre EA E TEENE E EAT CEEE EEE 303 od ennai eranl leer es Starting Traffic To log into Traffic click on the Traffic opener button on your desktop As new versions of Traffic are released this button may change in appearance The newest icon looks like this BUE TrafficOpen er You will need to type in your Account Name which is your first name and surname followed by your two initials In some cases such as in similar names a variation of your initials may be used and your Traffic administrator will tell you if this is the case e g John Smith JS Next you will need to type in your password which is case sensitive The Mac login screen Groen TralhcManager oe Ooen TraficManager using E Account Mame and Password Acco Nami Aeris rahor Falisi ss meee Add to Keychain Changi Passware Don E The PC login screen Open TrafficManager Sy Open TrafficManager using Account Name and Password Account Name louise barr Ib Password Change Password __ cae Note If this is the first time you are logging into Traffic the default password is traffic If you ask for your password to be reset it
275. se holder uses the function on another user s full Traffic screen Traffic will re open in Timepod view only Another function that Timepod offers is the ability to log expenses This will be covered below Hea miia eranl a p zra riren 1 63 Adding Expenses as a Designer Traffic allows you to log expenses to any job in the system Earlier in this manual we looked at ways of adding expenses to an estimate before work has started This section will detail how you can record expenses against a job once it is underway Traffic Button W_ Timepod button To log expenses you need to click on the expenses icon This icon appears at the top of many Traffic screens below the main set of tabs You can see it on the Diary Companies People Projects Orders Traffic and Sales tabs Timepod users can access the same function from the Timepod window by clicking the expenses button at the top right of the screen just beside the submit button Apart from that the rest of the procedure is the same aoo Expenses Once you have clicked the expense button a list of current jobs will be displayed rho ausa ede epee har araire 164 Choose the job you wish to log the expense against from the list If the list is long you can use the find window at the top of the screen to search for a job by client project number or job name There is no my jobs filter for expenses but only current jobs will ap
276. se this figure every time a staff member is off sick Next Review Input the date for the next review appraisal for the staff member Review Notes Use this area to input notes from reviews or appraisals Review notes have to be saved click save to the left and then you can add new notes as time goes on and browse through older reports by using the previous next and last buttons to the left Account Use this area set the correct level of access to the Traffic system Because of the importance of this section it will be looked at in detail in a separate section on Account Groups at the end of this manual finance ha raset password save settings set from account group Hes meer diel lice 4 m P r E 281 Clients Lists the clients for the staff member You can use this to create teams of Staff if you know that the same set of staff always work on jobs for certain clients To build client lists first search for client names on the left hand side of this area and select from the names found in the blue list to add them to that staff member record 1 Search for client and click on results found ist remove all avaliable clienis Helen s client Sonne i Sehnar Ltd 2 Client added to staff members record Helen s client list ramova all sol JNE Sohnar Lid Repeat for each staff member You can use the import all clients link on the far left to automatically load every client
277. ser levels on an existing account will reset that persons password to traffic They can change it back to another password at their next log in Report Privileges Boor orivilage finance Set from account group This setting allows you to govern access to two specific areas of Traffic the finance reports and the staff time reports Access to reports can be tailored using the settings under the account groups area discussed earlier but this setting lets you over ride or counteract any other settings within the staff account area itself by making a simple yes no choice for access to finance and staff reports To undo this decision click the yellow box marked set from account group to revert the report settings to those belonging to the account group Proof HQ account The other setting in this tab is the username and password to the user s Proof QH account This is only relevant if you have had this extra service enabled by Sohnar Support and is discussed in separate documentation enable proofhq Yes user name JoeH traffic co uk password elephant Traffic User Manual 2011 Sohnar Ltd od ennai epee leer E 309
278. ses my projects deadlines ready to bill over running active missing po workflow find projects update list 4043 3 Canton Office brochure Thu 09 Nov 06 24 08 4043 4 Gpp Roll Fold New Markets Thu 04 Jan O7 ow 175 14 4054 1 An intro to sales Fri o8 sepo8 D on sars 65027 1 Toucan Website Fri 30 Mar 07 9 00 83 75 85034 1 Dog Brochure Wed 04 Apr 07 9 00 83 75 _ 65038 1 Julia Brochure Tue 01 May 07 ow 83 75 g How it works On this screen any hour of work any expense incurred and any cost will all be listed as long as the cost has a purchase order Mitrafic the mura rrial eranl bape rises 21 7 Each time you view this tab you should click update to make sure it has all the latest amounts displayed Doing this has no effect on job or billing Status You can also choose what minimum amount you wish to see results for on the screen Fill in a value in the box on the right of the screen labelled amount filter for example if you type in 100 only unbilled amounts over 100 will be displayed What can you do with this information Go straight to cost capture by clicking on the line item You will be able to immediately raise an invoice in the normal way Mark the job as invoice with the green square This will make it show up in the marked for invoice search here You should do this if you wish to make a formal decision that the job you can see listed here should be billed Nothing
279. sign Concepts IS 1O 2009 16 10 2009 Development 177 102009 22 10 2009 Feedback 23 10 2009 24 10 2009 Implementation guide 25 10 2009 02 11 2009 brief This is the job brief The centre panel shows a job summary the stages of the job and the brief For each stage clients can see the proposed start date end date sign off date often this is when client action is required by and its status Depending on the settings put in place in Traffic clients may or may not be able to see the job hours Data can be sorted Simply click the heading title for example and you will sort by that column The columns can be resized if required and clients can also click on them and drag to change their order rapes Mice pF ad 256 The Right Hand Panel job detail Td po amount 0 po reference start date 05 10 2009 deadline 05 11 2009 status accepted Job history 09 06 2009 Research completed 09 06 2009 Feedback completed requests ome a gt rewciertreguest cena FF _add request to Job documents ChatLog Meet Now 2009 0 374024 view document The right hand panel shows additional job information Job detail shows PO details if used start and end dates and also the job Status Job History shows the date on which each stage of the job was completed or re opened It will also display stage action notes if entered in Traffic Requests shows all requests Clie
280. submitted time for each day at the bottom right corner of the screen in our example it is 7 5 addtotay q e jer december 2010 when adding new time you must select the plus button on the left hand side of the screen 157 Adding time using Jobs list in the diary The list of jobs in your Traffic diary also acts as a quick link to the timesheet window If you have done work on one of your own jobs you can simply click on the small clock icon on the right of that job line entry in your diary to log your time work raquests todo jobs stages amp tasks show mine O show eyeryo Timesheet link for job job title Status deadiifie on each job listed i 6 279 1 SunSplash website overrunning 16 Jun O8 i 65139 2 New Hebrand Magazine 16 Jun OX D s5284 3 June Rebrand Leaflet active 22 Jun 08 i 65251 1 Jess Website 2 Jun 08 D 652631 Rose Brochure Project June Rebrand F Client Adrian Client SCC Clicking on the link takes you straight to the breakdown of stages and tasks for that job from where you can select the correct stage and record a timesheet in the same way as previously described The advantage of using your diary job list means you don t have to search through the list of jobs as you do with the main timesheet method It also means you only view jobs that are currently running the timesheet list of jobs shows all jobs even if the deadline date has passed Adding time Stages amp Tasks list in the
281. t will make the entry externally visible to the client J Mi TEE E e 251 Alternatively in the project view events done staff start days deadline app signoff iG Research Design Concepts Development Feedback Implementation puke Here you can check a similar box Each item to be client viewable must be selected individually Enabling Viewing of Documents By default documents are not viewable to the client but when you are adding a document you may choose to make it client viewable by clicking the checkbox labelled client can view Make sure you do this before clicking the select document button 1 Enter the options below 2 Click select document Mitrafic the mura rrial eranl bape rises 252 Receiving requests from Clients Clients can make requests from the Client Module These arrive in Traffic as Work Requests Requests are routed to 1 The default account manager for that client 2 The Studio Manager if the Studio Manager option is set to on The operation of Studio Manager is explained elsewhere in this manual All inbound requests from clients are coloured pink in Traffic when they arrive so that they can be identified as client rather than internal requests 2o new work request normal 4 Sep 1 00 26 new dient request normal JR 4 Sep 1 00 19 new work request high JR 4Sep 8 30 1 27 1 pew dient request nomal JR 5 Sep 100 W
282. t accepted 701 activate traffic light icon This will change the status to accepted X sS Decline the work request by clicking the decline button If you decline a request a pop up text box will appear and you must type in a reason why before you can close J amp 4 the window 5 declined 701 The work request window has a confirm by email function which you can use to send an update of the status to the person who sent it to you If you click on the icon an email will be sent automatically and you do not have to write anything The email will simply contain the work request number and title current status and your initials E a Hra amerij kal 4 m P eo ET 1 45 Note Traffic has an optional setting that makes the issuing of these confirmations automatic so an accompanying email is sent out to the recipient when the work request is sent plus an email is sent to the sender every time the status is changed For more information on this refer to the section on Administrator There are two more things you might do after accepting a work request Log time against the job You can use the add time icon to create a timesheet entry for the work you have done Click on the icon and a window will come up for you to record the amount of time spent and a notes field Both fields will be already filled in with the original details sent to you but you can over ride these if required For more d
283. t at the very bottom of the Traffic window Traffic will keep the chosen colour setting until you choose to change it again diary week view The Diary also allows you to view what you have planned for the day ahead On the right hand side of the Day to View Diary you will be able to choose from five tabs each of which shows different useful information rho eon ede epee har ee oe WORK REQUESTS A list of requests related to ongoing projects that you have received Here you can see what has been sent to you and respond as required TO DO Reminders to follow up important calls or contacts Set your own personal reminders and mark them off once actioned JOBS A list of currently scheduled jobs in the studio See those that you are involved in or just look at a list of all current jobs STAGES amp TASKS A list of job stages that you have been scheduled to do Get a heads up on what work needs your attention today PROOFS Links you to the external website ProofHQ which is a web based document proofing application This requires additional set up so if this is not active in your Traffic system contact Sohnar Support if you wish to enable it Note These five areas will be discussed in individual sections later on in this manual Synchronizing your Traffic Diary with other calendars The Traffic Diary can be synchronized with your Outlook Calendar for PC users and iCal for Mac users If this function i
284. t manually alter the status of an invoice so if you want to change an invoice to paid status you must enter in the payments to meet the total amount of the invoice issued and then the status will change automatically from issued to paid Access your invoice via the project the ledger or through the invoices tab of the project page Once in the invoice select payments Select the payment date free type a payment description type a cheque number if applicable and type the amount received You must also enter the paid date into BOTH the line item left hand side and the paid date window at the upper right hand side of the invoice screen me terres address payments date description cheque mo payment type amount received Ce ar gis Er ee es ete ee D Sw ran wed 27 aug 08 50 payment received bacs 200 00 x You are able to add further payments by clicking in the line below and or delete payment lines if you make a mistake by selecting the X on the far right of each line While you are adding lines of payment that do not reach the full invoiced amount the status of the invoice will show as part paid When you add payments that reach the total of the invoice the status will change to paid Hea miia eranl a p zra riren 21 1 Finding Invoices There are basically three places you can find invpices in Traffic 1 The invoices tab Invoices are not raised in this area but it allows y
285. t something from your list Items added to your favourites will remain there permanently until you delete them You can tidy up your favourites list by deleting ones you no longer need with the red X square on the appropriate line aoe My Favourites type KE E a ES a E _ SSS ee C gt y Eee a staff quick navbar fo E Al a a m Traffic stores a complete list of all the companies your organisation deals with The list is held in one location on the server so there is no need to hunt around for information This list is an essential part of the way Traffic works and it is important that details are entered accurately and maintained Click the tab on the main dashboard named companies to look at your company records Here you can also amend the records and add new ones n copy details add iot OL E Tha kaii al piil Fie ireal A diary Companies peapa projocis orders imecices iati nics admirisiraior Told 257 diary x E a company name Sohmar Limaed J Sohnar Liniied deparimer z l reese Sohna House ee 1 Giangi Mawes paimin lt lt arene ou re n amaia Ars IT Satara aunty opun Sera Lee LK a Fri 15 Fen 08 aHa i jel titio first mame Urner job te dirad tal amal D Mrs Louise Bar Training Manager D020 S600 7535 lou ie sohre HT MMe Bnr Callageetra Salga Maraga bealapHira D aga cor n D ir Nikok Clare Cirenio Clark Sorina com Mr
286. te as variations or options of the basic cost estimate Be sure to change the line item description of duplicated lines too as this will be copied exactly from the first line as well as the spec Before you preview your estimate document with 3 party costs added you need to check how you want the costs to appear Mitrafic rho eon ede epee har ee oe What will show on your estimate There is an important setting that governs how 3 party costs appear on your estimate document You need to decide if you wish to show either the cost total which is the main heading that appears under the 3 party costs tab or the cost items which are the lines that appear within the estimated costs window diar peop d nristra t title me sad team ype b po ref bil criptio gt po amo gt Start date fp b deadlin b to staff diary e e This is the Cost TOTAL cost criptic t optio ption hide gt Print j 0 o x r o0o0 H eoe Estimated Costs ae ZEA 4053 1 x List the items and add specifications for the print brochures 1000 tem suppliers hese are the Cost ITEMS TE brochures 1000 E BEE e ooo e 2000 E t brochures 2000 a El 5 By t brochures 5000 OE ES a brochures 10000 im z a E x The setting can be changed at the bottom left of the main job screen when the 3 party costs tab is on display You can choose to show Cost Totals or Cost Items vhat to show on your estimate cost totals
287. ted You can see that the schedule works from the start date as normal but keeps the meeting date for the 10 of June and then plans all remaining dates after it Adjusting the schedule to accommodate altered dates In the same way you can run an entire schedule then come back later to move a single date for example to put back a print stage because the work preceding it ran late and re run the schedule to obtain a new overall deadline In our example below the print date needs to be put back a week due to the artwork stage being late estimate 3rd party costs Using the calendar windows in the date fields for the Print Due date event we can move it forwards by 7 days from the 12 to the 19 of June 1 Z 3 4 4 6 T Then if we click the Create Schedule plus button again a new schedule is created and all dates following the amended one also move back one week actuals estimate 3rd party costs Expenses By typing in important dates manually before you click create schedule you can manage dependencies and immoveable dates on your schedule quickly and efficiently Note Please note that tasks cannot be anchored In addition to this schedule Traffic can also turn these dates into a Gantt chart Mitrafic thea eee ede ere le eee Showing schedules as a Gantt chart Traffic has a built in Gantt chart feature that automatically translates a schedule of dates into a chart view To see the Gantt c
288. ted estimate of studio hours might look like this atai band ata cost option hida notes 0O Res i A 144000 O O a gen E p B 60 00 O a wh x 42o e i 2000 O O g 3 cop 3 ME oe o oa af 4l 4 io G 1 500 00 e Oo O a You can see that Traffic uses the hour and chargeband figures to calculate the estimated billable amount for each stage of work within the job The totals appear on each stage line under the column header on the right marked estimate These totals will appear on your estimate document The total of all stages added together appears at the bottom of the screen Click the refresh plus button at the top of the screen to update this total after making changes to any stage lines This figure will appear on your estimate document usually at the foot of the page after the totals for the stages have been listed Further options Cost Option and Hide You may decide to offer your client some stages as options By clicking the radio button marked option you can display the selected stage in the estimate slightly differently with it s price displayed as an option or in another column the appearance depends on your requested preference and the chargeable amount for the optional stage will be subtracted from the overall total figure Items marked as options in this way can be reverted to cost items at any time after client approval for example which will put them back in line with othe
289. ter your search by status this is job Status within a project by team leader whoever is the account handler for that project and or by client name deadlines ready to bill over running missing po workflow find projects After setting your search criteria choose to see all projects or one of the other options at the bottom of the screen Results are displayed on screen and can also be printed as a report 220 Finding and overviewing Jobs There is another search option on the projects home page which allows you to search for jobs rather than projects It can be accessed by clicking the Jobs icon which is directly under the projects tab itself projects ia 4 A diary companies people 1 of 79 2822 nning fj 5096 1 er running fj 5327 1 ctive i 5062 2 ctive l 5716 1 active G 5796 1 wave website TUC Working with UnionLearn client meetings BUSINESS MEETINGS Julian s unallocated stuff E 5865 1 TUC Reps Employment Law Update active l 5968 1 Merlin annual review 20pp tive a 6039 1 St Michael s Hospice Development Trust tive p 6084 1 Everychild child protection booklet AS active p 6103 1 Co operative South East ACC leaflet er running f 5317 9 RGS additional section polar year 1 wave Trades Union Congress 1 wave 1 wave 1 wave Trades Union Congress Merlin St Michael s Hospice EveryChild Co operative Group SE Royal Geographical Society 21 12 2007 09 01 2007 30 11 2008 30 1 1 2006
290. than just having courier as a generic expense type Courier costs are entered by using the expenses icon that appears on most Traffic screens Be aware that courier costs added via this method will not appear on your estimate but they can be billed to the client tvs amnia eval fer cronies 223 To add courier costs to a job 1 Click the expenses icon You can be in ANY Traffic screen where you see this icon to do this 2 Choose the correct job from the list that appears to add the cost against 3 In the next window click the couriers tab Sohn 1 1 4 Starting from the left choose the courier type from the drop down that appears in the first field This will only contain courier types that you set up in Administrator for example bike van etc 5 After selecting a type choose a courier company from the drop down in the next window 6 Move to the field marked to and choose the destination that the delivery is to go to This will pull the details from the postcode area that you set up in administrator The from field always defaults to ACC ADDRESS but you can overwrite this if the item is not being picked up from your own address e0 oo Expenses Sohn 1 1 bike 2 020 79889 6560 224433 acc address 54 7 Selecting a destination will bring in the default cost for a delivery to that address as stored in Administrator If you have not stored
291. the activity in them The colour on the left of each row is to show Status my projects deadlines ready to bill over running active missing po workilow find projects i 1 1 Sohanr Test Job Sohnar Limited Sat 31 May 08 accepted billed i 2 1 May Aebrand 2008 Brochure LG UK pending not billed 13 A 2 9 May Aebrand 2008 Poster LG UK Thu 05 Jun 08 pending not billed i 23 May Aebrand 2008 Flyer LG UK pending not billed a 3 1 Crown 2008 Hair Staighteners HI Group Lid Thu 28 May 08 pending not billed 4 Ban Documentation brochure HTC Slough Fri 20Jun08 accepted 63 ii 6 1 2008 Retainer May Sohnar Limited pending not billed 3 job status key a pending E accepted active if over running closed completed billed Missing PO Shows any jobs where the fields for PO amount and PO reference fields are both empty Use this screen if it is important to your business that every job has a PO from the client Jobs where both these fields are filled in will disappear from this screen Note that if only one field is filled in it will still appear here The colour on the left of each line shows job status my projects deadlines ready to bill over running active missing po workflow find projects i i Sohanr Test Job Sohnar Limited Sat 31 May JE accepted 2 1 May Aebrand 2008 Brochure Lis UK pending 2g May Aebrand 2008 Flyer Lis WK pending 4 1 Dacumentation brochure HTC Slough Fri 20 Jun DE accepted 6 1 200
292. the destination and postcode fields with the commonly used destinations that you use this courier for Examples might be City Centre Zone 1 or City Name Postcode Note Only the second field postcode will be visible when you order a courier at the job screen so make sure this information is suitable You do not have to write a postcode in here if you would prefer to have a different term displayed This can be anything such as Inner City Zone 1 Express Service up to 200gms or anything that you like For each destination listed enter the price this courier charges for that trip You can also use the mark up option here to calculate the amount that will be billed to your clients currencies accounts nom codes tax codes expenses couriers Point to Point Point to Point courier type destination postcode cur cost mark up argin price 0 o E E e E E amp bike Londo one 2 GBI 30 00 E 0 40 o0 0 o0 oc bike Londor Zone 3 GBP 40 00 E 0 40 16 00 56 00 001 GB 001 3 Enter as many rate lines as you need and then create more line items for other courier types if needed Repeat these steps for all the different courier companies you wish to use Note You can still use the Courier option even if you do not enter any figures in the fields as the price can be entered manually at time of order Adding courier costs to jobs Now you can enter courier costs against jobs by using these details rather
293. the estimate and schedule are being refined or the client has not given you the go ahead or supplied you with a purchase order and so on Although there is a chance that a pending job may never become fully live pending jobs still counts as active in the studio so they can still have hours logged against them Stages and tasks appear in people s diaries and timesheet lists and pending jobs appear in searches and reports on current work When you create new jobs they have the status set as pending as a default Accepted Any job that has gone live This could include jobs where the client has agreed to your estimate sent you a purchase order or where chargeable work is now underway Accepted jobs appear in all searches and reports looking at current jobs Stages and tasks appear in people s diaries and in timesheet lists If you wish to record a Purchase Order from a client in Traffic the place to do it is on the job screen just to the left of the manual status boxes manual status pend nq wal PE aT mt Enla E E a aak po rei ADE123 billing status not Billed Si Fart i ite rc 9 DSS oe Sewn moetan ee ai ah a ia G m urit E 11 810 00 SYST Message over runm 1g Declined Should be used for jobs that are not being pursued This might be because the client has turned down the work or the job has been otherwise abandoned The job will not appear in searches or reports on current work
294. the subject line You can also amend the priority of a group email and add attachments Click send email in the lower right hand corner to immediately send the emails out You will not be given any more prompts so be sure your email is ready to send before you click this button Note Both letters and emails to lists have a next action and action date field at the bottom of the screen This will be covered in the section on Get In Contact later in this manual Making lists of staff at groups of companies There is a difference between making a list of companies and making a list of the people who work for them A list of companies cannot be used for bulk mail outs whereas a list of people can Traffic has a function specifically made for you to add all the people from a company search to a list For example contact names of staff that work for all your print Suppliers or all staff that work for companies marked as clients The way to do it is as follows On the Companies tab search for the companies to create your list from by using either the fast search or advanced search for example search for all your Print suppliers Once the records of print suppliers are on the screen look in the lower left hand corner of the screen for a link named show staff from found companies A diary companies people projects orders invoices traffic sales administrator x ame Connekt Colour Conn listings
295. the tender document There will be a different personalised document for each supplier and you can view and edit them each in turn To select the different supplier tenders select the required one by clicking their name on the left hand side of the screen The black border edge will show you which one is currently selected Once you have edited and previewed the tender document you will be asked if you would like to print or email it which you can do directly from edit preview mode TEELE epee a p spam na 2 Click the email icon to go straight to emailing the tender document for the currently selected supplier You will be presented with the familiar contact window from which you can amend the email record before actually sending the email The tender document will be attached to this as a PDF and it will already be formatted to the recipient but you can add a personalised message in the email body if you wish 3 The PDF document created will be saved in Traffic and can be viewed on the main project summary screen at any time 4 Click the print icon to print the tender document for the currently selected supplier This will also be saved as a PDF in Traffic for you to view on the project summary screen The tender window also has an option called email all Click here to send the tender by email to all suppliers at once If you use this function you will not be able to add any text into the email body but a PDF will sti
296. tle to search for all people who have that job job ttis Marketing INDUSTRY This field supports the data that is entered in the Company area for that person ALL Brings back all records rho eon ede epee har ee You can also do an Advanced Search in the People area with the magnifying glass icon at the top right of the screen which works the same way as the one in Companies The fields containing company name and address details are not available searches in the People area If you wish to search for people based on the company or address they work for there is a special search for this in the Companies area People searching by Company The Companies area of Traffic has a special function called show staff from found show staff from found companies bottom left hand corner ii dc of the screen This allows you to search for specific Companies or companies by area supplier and client type etc and then see all staff records for the results This can be very useful in creating lists of people which is described 100 4 ad GE Browse again at the end of the people section in this manual For example Do a search in companies for all clients Once the results are displayed on the screen click on show staff from found companies Traffic will display all staff record for you in the People area You will now be looking at people records for everyone who works for any company that is a client Adding
297. to re assign or sign off if required To find this area you need to go to the main tab called traffic and then click on the tab called work requests race eres Par erie 14 7 Mi traffic the essential tool for creatives 1 Traffic tab Studio requests work request refresh im oo work requests today s hours No 3 Work requests area 1 Work requests tab 10 00 Tan 11 JUN HK oar aA NC NC 696 2 09 30 WED 18 JUN DH urgent Extra amends NC DH 704 2 11 00 TUE 10 JUN 11 00 WED 18 JUN urgent ig JW new work request Corrections NC NC 697 5 NC Jw 705 1 contacts tracker getin contact diary bmesneet expenses x The table in the main area of this screen show you all the issued work requests throughout all the staff They are colour coded to tell you the Status White staff member has not activated accepted work request yet Yellow request has been accepted Orange request has been declined Green request has been marked as done signed off work requests do not appear on the table work raquest status kay assigned i accepted active Bo declined a done Each panel in the table shows a summary of the request Deadline for request Priority Description Sender Recipient Work request number Number of hours Wtraffic armil rras har rraren 148 As well as viewing all issued requests users with access to the work requests area can also
298. top right hand corner of the contact window Print record icon Email Out icon Emails sent out of Traffic will look no different to emails sent from your normal email system They can also include an auto signature which you can set up in the Administrator area of Traffic Whether you choose to email the record or not it will still be automatically saved in Traffic once you close it You can also use the follow up actions settings in the same way as described above and choose to attach a job or mark as a sale or lead using the other plus buttons rho ausa ede tran har ee oe Get in Contact Letter record The third way of using Contacts is to create a record that can also be printed as a formal letter To do this simply click the letter button at the top of the contact window The record changes slightly to give you options for printing the record as a letter In essence it is the same as a call record but the use of templates is more applicable here Note If you use a template ona letter or email contact record there is an option called full view that allows you to see the record expanded in size to judge the look of the template more easily To print the letter use the print icon You will be able to preview the whole document before committing to print You will also be able to choose to print the letter with or without a letterhead background Again the record will be automatically stor
299. ts in a different location on the local PC Mac or on your server Email attachments are not the only way that Traffic stores documents When you start using it you will learn more about its Document Storage system which automatically saves estimate purchase orders tenders and invoices in a PDF format You can also upload documents to Traffic Output Settings BCC Staff Member Select YES if you would like all emails sent from Traffic to be automatically copied to the sender s email The setting is BCC Email team Select YES if you would like all emails to be automatically copied to the team This will not happen unless a specific email template is used so setting YES will have no effect to general Traffic use Address Format Select the date format you would like Traffic to use throughout the system The format of dd mm yyyy is recommended for UK based agencies Separator Choose how you want to separate the date month year Users typically select a full stop dash or backslash Default font Select the default font to use for printing documents from Traffic used by Sohnar only ties smelled ki bar rin 268 INTERFACING The interface area is used only by Sohnar staff to add your logo to the top left of your Traffic screen and to set up how Traffic handles various documents Note These settings should not be changed by Traffic users You should not make any changes here TERMS amp CONDITIONS Terms and con
300. uired item Once you select it the pop up window will offer you the option to save the document by using the green bar OOpa 8 0 0 i Select item hype from your T computer then notes click save to close and save the document select document gt gt Hha fon ee eranl har srar New Project Document artwork attach Source artwork for cover illustration 175 Documents that you upload in this way can be accessed in the same way as the PDFs that Traffic creates by checking in the documents tab on the project summary Remember that documents can also be found in the documents tab under the Company records section of Traffic and uploaded documents will also appear here under the company record of the client for the project The History tab This tab allows you to see records or action notes about the progress of a job You can enter action notes against the stages of a job for internal purposes especially in instances when work is with the client for approval WOrK requests CONTCTS timesnests documents lsiory ATI ue 16 On Meolidlay she will Gee amenda on Friday ETAN PIE mi TE A g AN AIE TOF ne an amd desan Onniplebes Era Fi To add an action note you need to click on the action icon against any stage name This icon appears in two places in Traffic Against each stage name on the project summary screen there are two icons here the one on the right is a time sheet icon
301. ule creating An automatically created schedule will make every stage run consecutively after the one preceding it The process does not manage the running of any Stages concurrently but you can make adjustments to any of the dates after you have made it Events in a schedule will be treated the same way as stages Tasks in a schedule If you have stages that consist of tasks these will be given the same start date as the stage that they come under This is because the order of tasks within a stage might be different for every job so although Traffic will give all tasks a suggested start and deadline date you will probably need to manually over ride the dates of some tasks yourself This can be done very simply after running the automatic creation of the schedule You must make sure that any tasks are displayed folder icon is clicked to open position before creating a automatic schedule otherwise the system will be unable to generate dates for them correctly Tasks can be hidden again from the schedule once the dates are created Deciding on the duration of each stage The schedule area is divided into three coloured blocks Beside these blocks on the left is a column called days into which you can assign the number of production days between the start and deadline dates days Start deadline days signoff IET You may find that as soon as you click on the schedule tab that there are already figures in the d
302. ulti Calendar The central area of the screen will show you the calendar s for all the selected members of staff The appearance of the window will depend on how many people are selected If you have selected a single person the screen will show a single week to view calendar If you have selected several staff members the screen will be divided horizontally to show a week to view calendar for each selected person Single person view With three people selected 9 7 2010 F lt week lt day today day gt week gt pa mm J Scrollbars gs B Mon 26 07 Tue 27 07 A Thu 29 07 Fri 30 07 0 00 0 00 Ei lt week lt day today day gt _ week gt on 26 07 Tue 27 07 R C A Thu 29 07 Fri 30 07 3pm 3pm 10am 12pm 2pm 4pm 0 00 0 00 0 00 od ennai eranl leer es The central calendar has other functions along the top of the window that let you control how the information is displayed 4 _ Scrolibars Mon 26 07 Tue 27 07 Wed 28 07 Thu 29 07 Fri 30 07 Ea Admin User AU 0 00 0 00 0 00 0 00 Sam 10am liam 12pm Date selector Choose the date range displayed on the screen Date Range selector The calendar shows a 5 day week to view by default starting with Monday on the far left Use these buttons to alter the range of days
303. umber of useful documents BERKELEY 2 Autumn Range for Dave Porter at Berkeley Inspirations Ltd tel 01753 696722 projecta mport profile add new stage reports work request get in contact diary timesheet expenses mn mm fat fa Toe git g Kt J mmm m Fi The option to click for the document style schedule is marked as print schedule click here and you will be able to output a printed document which shows the dates of the schedule in a list style view Mitrafic thee eerie erecl lar creer es Estimale Number a2 Client Berkeley Inspirations Lid Job Aiur Pange POS poster Date 112010 Contact Dave Portes Aceaurt Manager Admin User Dave Portes Berkeley In piraions Lid 861 Plymouth oad liern Start Date To Client Sign Ol research OBIV2010 O7AgL200 design concept OBIV2010 oanig design development cai22010 ogZ2010 enpywriting 1012010 1022010 artwork SANO 1492 2010 tirat dratts ILN 1992 2010 12 2010 122010 This document can be printed out or emailed to the client directly from traffic if you follow the pop up instructions that appear Other documents in this area that you may find of interest are 1 Print Approval Sheet Estimate Number 22 Client Berkeley inspirations Lid wok Auluni Range POS poster Date 1HI22010 Contact Dave Porter Account Manager Admin User Dave Porter Barkeley inspirations Lid B61 Phyamouty Pad Hcl Berkshire SL1 4LF Dear Dawe Yo
304. ur artwork is ready for sage off addvlional revisions of errors in pitied oulput will be lor your acoournt Please Tick As Approprimie Agoroved Mo Areandments Please Proceed Amend As Per Cocnmeents And Proceed Amend As Per Comments Amd Aesubrl For Aporoval Print Marie Signature Comments The text in here can be edited in the templates part of the Administrator area of Traffic tho eee del ere har ees 2 Print Terms of Business Dave Portes Berkeley ln pirations Lid 861 Plymouthi Paad ah Hig Estimate Number 2 2 Client GENERAL TERMS OF BUSINESS Berkeley inspirations Lid THESE CAN BE SET UF AND AMENDED IN THE ADMINISTRATOR AREA OF TRAFFIC Job Alun Hange POS poste PLEASE SEE LATER IN MANUAL FOR DETAILS Date 1122010 Contaci Dave Porter Account Ma nager Admin User The text in here can be edited in the Administrator area of Traffic The outputs area also contains other documents and reports but these can all be accessed from other areas of the system and will be discussed later in this manual Adding staff to your schedule On the far right of the main job screen you can now choose team members which are the members of staff you want to work on the job in some capacity Choosing a team means the people in it can view lists of just jobs they are involved in when they come to add timesheets It also allows them to see a link to these jobs in their Traffic diary To add team members to a
305. ve performed a quick search be sure to click on one of the results listed in blue to see the records displayed on screen Once you are happy click on the button marked set to list on the right of the screen in the box labelled listings A dialogue box will appear confirming the number of records found and you will be asked to choose a name for the list these records will be set to There are 10 records to add to this list Please enter the list title and click the OK button list title Our London Clients CD D 4 Note You can add more companies to the same list by typing the name of an existing list into the pop up window at stage 3 above rho eon ede epee har ee oe This list will now be saved The companies that are on that list will display it in the list box and the whole list can be viewed as a summary by clicking on the green square button in his box e oop listings Our London Cants x p There is a delete list button available when opened in this view You can also remove names from the list permanently by using the red delete button Company List Alumni Marketing Full Time PG Steel City Marketing International Marketing University University Accomodation University Catering University Enterprise University Sport Hallam The Display Link Ltd Part Time Full Time UG Cross Markets Sterling Business to Business Sohnar Limited Projects a
306. ve the updated template by clicking save for Mac if you have created it on a Mac and then when you get the opportunity or straight away open Traffic on a PC locate the template again and click save for PC This will allow users of both types of machine to use the new template ties smelled Deal barrens 298 Now when you create a contact record you can use your template Using Templates After opening a contact record click select template in the top right hand corner to use a template ADO Contact Record letter monday december 2008 email call add to fav t template James Wheatley delegate to action count 0 note count 0 sales status non sale 3 39 pm You will be warned that templates replace any text already written in the record so if you wish to proceed click Yes and you will be able to choose from a list of templates ADNAN Contact Record t select a template for this contact change of address client welcome letter contact action list contact record default email email template fax Ipp fax 2pp fax heading 1 In our example above the template called Client Welcome Letter is now available Click on any template name to bring it into the contact record In our case the record now looks like this Oberon Brand Services Ltd James Wheatley James Wheatley lt james wheatlev oranoe ftoroup com gt Oberon Brand Service
307. very time you create a printed copy or email record of an estimate order tender or invoice Traffic will automatically save that document as a PDF and store it on your designated Traffic server This tab will allow you to open and view all saved PDFs by simply clicking the icon filter mt 2_2_Order_12_13 12 2010_17 20 01 pdf out Bg IMG 0053 _10 12 2010_15 25 JPG out p re j A 2 Estimate 10 12 2010 10 29 05 pdf OUT You can also upload your own documents into Traffic Note that the document view has it s own filter options It is not filtered by selecting jobs Hha poe ere har rraren 1 74 estimate Invoice tender E a order artwork gartt schedule report imported ather These status options are automatically set by the system when documents are saved You can also choose it manually when you upload your own documents into Traffic Adding documents into Traffic To save a document in Traffic look for the plus button marked add document at the top of the project summary screen It appears under the main projects tab but it will only be displayed when you have the documents tab selected on the screen To add a document simply click on this icon and a small window will appear You can now choose to enter details about the document type which job it relates to etc Next click on the green bar marked select document and you will be able to search your computer for the req
308. vice for in the tender area as above then immediately marking the cost as accepted An advantage of filling in and accepting a quote like this is that if you set the supplier at this stage those details will be carried through to the purchase order which will be raised later on perhaps by a different staff member who needs to know the supplier you have chosen The third option available to you is the ability to set up more than one option and line item for a 3 party cost which we will look at next Making costs with multiple items You can use the estimated costs window to provide a variety of different options to your client The following section will show how to do this using a print cost with different quantities as options Let us say that you are ordering some printed brochures and have been asked to estimate the price for 200 but you wish to also offer optional prices for 500 and 1000 quantities of the same item You will need to enter a main cost line for the brochures under the 3 party costs tab as before and then open the estimated costs window to display the cost line item details You can add more line items to this screen and make them all slight variations of the original To make new lines under the first cost item simply click into the free lines underneath and add your second and third options You can then give them each a cost price and detailed spec Setting Some Costs As Options At the far right of e
309. w prohibits several functions in Traffic that relate to that client A roll over menu will tell you what functions are prohibited when no new is selected Me Pees Creation of new projects is not allowed Creation of new jobs is not allowed Creation of new orders is not allowed of new couriers is allowed Creation of new expenses is allowed Creation of new timesheet entries is allowed If you try and create a project for a client marked in this way you will not be able to and the following box will pop up when you try A similar procedure can also be carried out for purchase orders for clients All unpaid purchase orders can be seen a under the credit control tab at all times there is no need to run a search by credit beenbiocked ee this company has terms At the bottom of the screen is another total field for the amount of orders unpaid by the client and again another field for you to store a PO limit total po s issued unpaid by cliant 1492 00 po s issued limit 1000 00 As with invoices you can enter a PO limit here and if this is exceeded the red warning message will appear at the top of the company record and projects as before Items will appear in this section as long as soon as they are ordered and will disappear from this list once they are invoiced AND paid for by the client The no new function can be switched off at any time by clicking the button back to active agai
310. whole project Note overrunning hours appear in RED with a minus symbol beside them in our example above the Copywriting stage has overrun by two hours If there are any unallocated hours these are shown in a separate line above the stages for more information about unallocated hours see the section on Timesheets If a stage has tasks under it and there are not showing click on the stage name to reveal the tasks Seeing the tasks may show an over run of timesheets at task level that was not visible at stage level Click the stage name again to hide the tasks rho eon ede epee lee ee 178 By clicking on the blue time link on this screen you can view all the timesheets against the job s in full show figures tirme totals 162 26 5 135 5 brief selected jobs timesheets job date worked staff stage task band hrs value of work bill 652643 13 Jul 08 NC Copywriting B 2 W 180 00 NOLES intial presentation images ready je 552864 3 13 Jul 08 MC Research C 1 E 150 00 101 r a d f a bSeb4 2 13 Jul 08 NCO arta Sign B E 360 00 ite tra tol I x 652841 13 Jul 08 NG Copywriting E E 510 00 notes all corrections finished and checked a 652641 02 Jul 08 MG 5 E 0 00 The screen that displays these time entries can also be navigated to by clicking the view project sheet icon and then choosing the timesheets tab This useful screen lets you see all the full timesheet entries for job s within a project On
311. wn the left hand side Click on it and the contents of the template will be displayed in the centre of the screen ass mai Uae Har a 301 tenders estimates orders nvaices terms Change of Address template id Default Ema Contact Action List template Dafault Ema MAG save for MAG Contact Record ontact details Contact Record Default Ema Hind regards Email template fuser full mamet quser emal segnatuec Fax ipp femal disclamer Fa Job better 1pp Job latter 2pp Letter to list 1pp Letter to list App Letter to New Clients Selected field contaci details nsert field i Contact Racord accion line tem faction datails field descript on LONAC Weoord acon line tem action oeiails Ideally it needs to contain the formatted fields user email signature and femail disclaimer It will also probably have some others in particular user name which means the name of the person creating the email and contact details which means the text you type in when you create the email template id Default Email template Default Email contact details Kind regards user full name user email signature ernail disclaimer If you wish to add any missing fields you can amend the template by following the same details as listed previously Remember to save the template for both Mac and PC if required when you are finished Remember you do not need to use the select template function on contact records being emailed to br
312. wo wee ee ee ee ee ee ee oe es ey The job number is automatically attached The email subject line is automatically filled out you can change this The project contact s email address is automatically filled in You are automatically bcc d in on the email The pdf is automatically attached More Options Check email options cc or bcc any other names as required You can write a personal message before sending the email in the email body area Add more attachments the estimate document is automatically attached to the email It does not appear as email body text but if you want to add further documents click the attachments button again to select more documents Select a template using the plus button at the top right of the window You can save commonly used messages ie Please find your estimate attached etc as templates and load them whenever you need them Creating templates is explained in the section on the Administrator tab later in this manual Follow up You can add follow up actions as with any other contact record Remember You must click on the email out icon to actually send the estimate If you simply close this window the email record will still be saved but not sent The contact record has a sent status window that will change to reflect the sent status of the email If this window is blank you will know that it has not been sent amail
313. y You will see a tree style menu that has your company name at the top and is then broken down into departments Staff can be assigned to a department in the main Traffic system under the Administrator tab There will also be a default folder called no department under which you will find any staff not assigned to a department This appears at the end of the list of departments If you don t set departments up in Traffic all of your staff will be listed here F fee the teed Agency Your company name FLT 1 Admin User AU y Creative Department names 1 Anne Chambers AC _ Darren Jarvis DJ iia Staff members in that department y 9 Studio Manager _ Jan Wheatley JW Cy No Department Staff with no department setting 1 Rob Hanlon RH You can select staff members from this list and view their schedules in the central area of the screen To see a single person s schedule click on their name to highlight it and that person s calendar will be displayed To see all staff from any department click on the department name and all Staff under that header will be highlighted and their calendars displayed To see all staff at your company click on your company name at the top of the whole list and all staff names will be highlighted and displayed To see a selection of your own choice hold down the Ctrl or Apple key while clicking on multiple staff names to highlight and display the selected staff calendars The M
314. y these can be hidden on the printed version On the normal schedule view simply un check the box under the heard Gantt which appears at the far right of every stage line BOoasaaBaea BoB d Any stage with this box unchecked will NOT appear on the printed version of the Gantt chart They will still appear on the Traffic version of the Gantt chart Tasks on a Gantt Chart It is up to you whether tasks get displayed on the Gantt chart In the same way as you decide whether they will show on your estimate use the folder open and folder closed icons on any stage to hide or display tasks pm af Ariw ork First drafts Presentation artwork When tasks are hidden like this they will not be seen on the Gantt chart rho eon ede epee har ee oe To see the printed version of the Gantt use the printer icon on the far right of the schedule screen either in normal schedule view or Gantt view and simply follow the instructions on the screen Your Gantt chart can now be previewed printed or emailed out of Traffic e008 Traffic the essential tool for creatives 100 aa Al Preview Eec As with other Traffic documents a PDF will be saved of the chart when you print or email a copy of it Each time you change the schedule you can print or email a new copy of this chart and all revised versions will also be saved in the system time and date stamped in the same way as estimates and other PDFs
315. y are looking for s new place in the market closing date 28 02 11 we are up against two other large agencies but the Fred has already heard about us from his business potential value 7500 00 aprtner add estimate outcome reason outcome value Starting date mra contacts notes a ee gE aaa Next we will look at how a new sale like this one is created Mitrafic the essere reel bar zra rrien 230 Ad d O p po rtun i ty diary companies people projects orders nvoices traffic Add Sales stage Add a new sale To add a new sales opportunity to the system Click the new sale plus button Select the company and contact name the sale is for You cannot create a Sale if there is no company record in Traffic for the opportunity to be linked to so any potential client companies must be added in the Companies area first Remember you need to add a person working at the business as well as just the company name itself You can now add the details of the sale add to fav Add win ASH 7939 probability Add expected closing date potential value 2500 00 v i add estimate Add potential Outcome reason outcome value value The sale status top right of table should be left as active until you either win it or lose it or wish to mark it as on hold The sale is given a generic sequential number which will show at the top of the screen in our example it is 7939 There is a description box to hold more information and a n
316. you can click on the dark green button on the far right of that row to go into the Cost Profiles area In this new area begin by entering a supplier name in the first available field on the left After this make sure the line is selected by clicking the grey square on that line before going any further Leave the estimate field and move to the next available field to the right and type a description of the cost that this supplier offers Use the green square box with a downwards pointing arrow to open the Spec window From here you can import the standard spec type and amend it to suit the profile you are creating You might not require this if you already know the prices this supplier currently charges You can then add the price the supplier does this particular job for as well as your choice of mark up if required If you wish you can also build in a series of options for this cost if the supplier always offers the same options and you d like to have them available on your estimate each time Your cost profile is now ready to use Finance The Finance Area allows you to set up the default financial information for your Traffic system This includes bank account details and default currency settings Normally this is already set when Traffic is installed system Setting 4 r ian companies people projects onders invoices traffic sales administrator E tag avaliable cumencies cumencies accounts nom codes tax codes expenses
317. you can manually set or use one of the pre set options This report as well as many others can also be filtered by division Choose from a drop down of your divisions or click all divisions to show a combined report division ho all divigions 1 Detault division It can also be sorted by client or again to show all clients Clhent Test Company And by Job Status check the boxes as required or choose all jobs job status pending accepted declined on hold all jobs completed closed ties summerdiied kni der cronies 242 Towards the bottom of the screen are more options that you can tick or un tick as required Note that many reports allow you to include or exclude projects marked as in house sort by client include in house sort by project sort by handler Bear in mind that these options will vary between different reports Once you are happy with your settings use the green button at the bottom right of the screen to generate the report Here you will also see a button to go back to the main screen with the reports listed back to list of reports Ea When you choose to run the report you will have the opportunity of renaming the report before it previews or prints The report will have the system default name which you can keep if you wish Report title Please provide a title for this report Title eer Cancel OK You are now
318. you can see how much faster it is to use job profiles instead of manually creating new estimates every time you quote for a job rho eon ede epee lee ee e i l Amending a Job profile As all situations might be different imported profiles can be freely amended once they have been imported to suit the job being quoted All the details in the hours and chargeband fields can be changed and stages and tasks can be added or taken away To delete any stage line simply click on the red X button on the right hand end of that line cost option hide notes Click here to delete line OO oO To add extra stages use the add new stage plus button at the top of the main job screen Remember you can use the number boxes to the left of each stage name to re number and re order the stages after adding new ones Bear in mind you can use all the other methods described above change order of stages use option and hide to alter a job estimate after importing a profile Note Amending a profile after importing it to the job screen has no effect on the saved template which will remain the same To permanently alter a profile you must go to the Job Types section of the Administrator area View Your Estimate As soon as you have some stages and chargeable figures in Traffic you can preview your estimate to see what it will look like An estimate can be previewed refined sent out and updated as often a
319. ys morning request 719 todays afternoon raquest 720 tomorrows work request Ted mew work request rho eon ede epee har ee oe urgent how normal high normal normal iron AU AU AU AU AU AU deadine 13 Ju 16 Jun 16 Jun 16 Jun 1 dun 17 Jun 10 30 9730 10 30 14 00 8200 12 30 hours dore 1 OOOO Oo Actioning a Work Request When you click on a work request in your diary it will open up in a new window and you have a number of options available to you The open work request window will look like this AOO Work Request add to tav Work Request number this x assigned 101 Sm is a sequential number for Circe eee each request created by the system ee x wf ptions for recipient request Nikolai Clark NG Thu 12 Jun 08 NC m Further testing required Email confirmation The dlient has informed us that the orders screen of the product website needs to be hidden from low level users en you test each log on for all access groups to make sure that access is denied for all except the Administrator user group etails of request as written by sender _ Please log your findings on the usual spreadsheet deadline Thu 12 Jun08 12 30 pm time allocated 1 assigntimeto 65284 3 June Rebrand Projact Leatiet stage Design Development client Adrian Brown company Adrian Client 100 yw HC Browse p You can now do a number of things Accept the work request by clicking on the l
320. ze once you close it down Back Button Traffic has a back button that works like an internet browser back button clicking it takes you back one screen to whatever area in ii Traffic you previously viewed Hha poe ere har rraren The Diary The Diary area of Traffic allows you to create appointments look ahead to see what has been planned and see various things that are currently timetabled into Traffic 10 november 2010 week 46 Toggle Diary links Day Week p r projects al to view 96 to do list l work requests Days of the month list Times of ii ry the day 7 To Do ar pP and currer e projects 7 informatio kd diary day view When you open the diary area of Traffic the Day to View will be displayed This shows you the current working day on the left hand side where you can make appointments and 5 tabs of displays on the right hand side These five tabs include Work Requests To Do Jobs Stages amp Tasks and Proofs They will allow you to see what you have planned for the current diary date and access information coming from other areas of your Traffic system rho eon ede epee har ee oe Moving around the Diary When you open the Diary there are several ways of moving to different dates The Diary uses the navigation buttons in the following way go to the previous day 90 back to the previous month a a Hermer Ewe tenetment

Traffic User Manual - Terias Consulting Ltd

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