Customers (A/R)
This will take you through Account overview screen for Accounting and the A/R part of Account Maintenance. See also Advertising -> Customers for additional info.
Customer Account Overview
In the A/R and Credit Control modules, navigate to Customers -> Customer Account Overview
This will take you to a search screen to find existing or create a new customer account. Search by Name at the top, or on the advanced search tab you can search by Name and many other fields. Can also search by a credit card (last 4-digits and card type) on the Search by Card Transaction tab.
When searching for Companies + Individuals or Advertisers only, the radio buttons will allow for "Words starting with" and "Full Names Starting with"
As an example - If I search for "United" with Full Names Starting With selected - I will get results 'United Parcel Service' and also 'United Oil and Gas' If I search on Words Starting with, I will get the above two, but also 'Christ United Church'.
When Searching on Individuals Only, those two options will change. The options will become "Last Name Starting With" and "Full Name Starting With."
As an Example, if I search on "Ed" with the First selection picked, it will give me results of Jim Edwards and Dana Edwards in my system. If I search instead on Full Name Starting With "Ed" I will get Ed McDonald and Ed Guckin, but NOT the two last names of Edwards - since those full names start with their first names.
I did take note in my testing that if the advertiser is flagged as having multiple brands, the Advertisers only and Companies + Individuals search is really a "contains" and not truly a "starting with" -- this is probably a bug, but is one I thought might be handy to some, so I left it alone. If you are finding too many results, try adding another filter like city or state to get fewer results
If you are not using multiple brands and are looking for a "contains" type search, you can also find that behavior when using the account quick search on the customer overview screen or advertiser name in order entry.
When using Created by, Created on, and Source, you will still need to put in some other criteria as well, but this will serve to further filter. For example, in my own demo system, I was able to search on KSMITH as the Created by and UK as the country and that was fine. Or KSMITH as the user and PA as the state was also fine, but not KSMITH and USA as the country - it was too broad of a search since USA is the primary country in use in my system. However, in our dev system all of those searches would have yielded too many results - so I had to add in a city, or an advertiser name - something else to pare down the results. If it is too broad a search for your data, the system will tell you to add in some other criteria.
Once search results are displayed click on the customer name or ID to open the Account Summary screen. Use the "History" tab to quickly select a recently accessed account (last 50 accounts displayed)
From here, user can review a customer account to drill down into Paid Invoices, Payments, orders, notes, CRMs to do, and credit control notes to view relative information.
The light blue bar at the bottom of the above screenshot will take you to several quick actions:
Go to Account Setup will take you to the Name / Address Maintenance screen for this account.
Add a Contacted Note - opens a screen to add a Credit Control note. Upon save, the note will appear in the "Credit Control Notes" section of this screen.
Add an Internal Note - This will also appear in the Credit Control Notes section of this screen, but the difference is that the Credit Control Status and planned next contact date is not displayed when creating an internal note. There are permissions in Group Security controlling who can create an internal note vs a contact note.
Apply a credit
Enter a check payment
Enter a credit card payment
If you do not see the light blue bar, that is because you do not have access to those functions. Sales users typically will not be able to see the light blue bar or access those functions.
Below the blue bar is an aging breakdown, followed by various sections which the user can expand/collapse and move around the screen according to their viewing preferences
Invoices/Statements/payments/Affidavits pane
Open invoices allows for flagging as disputed, paying the invoice (with permission), viewing a pdf of the invoice, as well as selecting one or more invoices to send a pay link or email a copy of the invoice. (Note pay links require license to the Advertiser Portal). For campaign invoices there is a link to open the campaign. For all invoices, the Invoice ID is a link to open and view detailed invoice information.
Payments section has a filter to indicate how many years back to display. Two years back from the date the payment was entered is the default, but that can be increased or decreased as desired, with 5 years being the max for this screen. (Note date entered may or may not be the same as the deposit date)
Prior to 2025.2 version, 300 records was the max, but for some large accounts with a lot of individual payments that was not quite enough. If more than 5 years is needed, navigate to the A/R module and use the List of Payments report under the Payments menu. The Custom List of Payments option allows for searching by customer account with a large date range.
Statements tab will show the customer's statements. Similar to Invoices, you can view and/or print the pdf by clicking on the pdf icon next to the desired statement, or select one or more and email them. On an agency account, if the statement parameters are such that a separate statement is printed per advertiser, then the advertiser name and ID will be displayed in the grid as well.
On the Affidavits tab, the user can also find the most recent 150 affidavits belonging to a customer, so that they can be re-sent easily. There is a convenient filter row at the top to find the affidavit needed, if you have details like a contact, line id, or campaign id; and the columns are sortable if that is easier for finding what you are looking for.
To access the affidavits, open the customer account screen and navigate to the Accounting Tab. In the shutter with invoices and statements, there is now a tab for Affidavits. Select the pdf icon on any affidavit to open the pdf in another tab if it is desired to print and mail the affidavit. If the client would like an emailed affidavit, user can select one or more to send and then click the email selected documents. Similar to re-sending invoices, this will open the email dialog with the affidavits as attachments. User can select an email address to send to from available contact people on the account, or they can manually enter a different email address if the recipient is not a contact person. Templates can be setup in Document Templates (Customer Service - Templates) section. These are the same templates used in collection letters.
Contacts / Employees
Similar to the Sales CRM view, this displays the contacts at this account and any linked accounts. User can also add new contact from here.
Order History
This displays the campaign history for this client. Additional tabs are available for Exhibitions and Sponsorships (if you are using the exhibition module)
Credit Control Notes
This displays past notes and allows the user to add new notes. There is also a tab for the history of credit stops, if the account was ever on credit stop.
There can be manual notes in here as well as system generated notes. The system generates notes for things like invoices and letters being sent, as well as pay links sent.
Emails and Letters Sent
This displays and emails and letters sent from the credit/collections module
Actions/Activities
The CRM Pending Actions sections is handy for the Accounting users b/c they can see any upcoming meetings or tasks that sales has scheduled with the client. If they are past due, the A/R person may want to advise the rep that there is an issue with the account.
Addresses
This section lists the addresses for the account, and has a link in the top right to add new addresses
Messages from the Portal
This section will display any messages which came in from the Advertiser Portal (if you are using the Advertiser Portal)
Recent Portal Activity
This section will display the last 30 days of activity in the Advertiser Portal (if you are using the Advertiser Portal)
Access to different modules
User can click the different CRM, Production or Exhibition links to view and act regarding the account displayed on the screen. See Also Advertising -> Customers
Name / Address Maintenance
This page contains account setup information for the various modules within the system. For detailed information on Account Setup for Advertising, Job Costing, and Exhibition, please see those modules in the documentation.
Name and Address Setup
This page contains name, ID, parent account, Name Aliases, Sources, email information, social media links, Legacy ID, and logo.
If you are creating a new account from this screen, click the + to the right of the Account ID field. You will be prompted to select New Agency or New Advertiser.
The fields entered for an agency are a little different than fields entered for an advertiser. For an advertiser the screen will look like this:
For an agency, the fields below will be displayed:
Note that the PIB code disappears for a new agency since the PIB/Industry code is only related to the advertiser on the orders. Mobile number also disappears for Agencies. (Contact people at an agency might have a mobile number, but the agency itself likely doesn't) Agencies also don't have Brands or agencies.
Employees/ Contacts
You can use the link Add a new contact to add many contacts for this advertiser. You can also edit the contact information.
Addresses
This node allows you add or edit addresses for the advertiser.
External Contacts
Lists external contacts for this account. Typically used for Agency/Client Relationships. If you are looking at the client account, it will list agency contact people who you contact related to this account.
You cannot add or remove from this screen. To add a new related contact person go to the Customer Account Overview screen, CRM Tab, and click either "Link a Contact" from the light blue bar or from the My Contacts section click on "Add a Contact from Another Account.
External System IDs
Prerequisite: One or multiple external accounts can be configured in Advertising -> Setup -> System Tables Setup.
This will store the account ID's for the customer in the pre-configured external systems.
Account Overview
Click on account overview to be taken to the Account overview view of this customer. If you are looking at the name maintenance of an individual rather than a customer account, the Account overview will take you to the Account overview of the contact's employer.
A/R setup
AR Details
This node allows you to setup all fields regarding the accounts receivable side of the advertiser.
Main Address ID and Address - To edit the main address on the account, click the pencil icon. To add a new address click the plus sign.
Client Groups - Select one or more client groups for this client. For setup see A/R Setup
You can set the advertiser on credit stop if you check the option “Credit Stop” to be a “Yes”. See Credit Control section for more details on Credit Stop.
You can also “Approve Account” if it’s a new account awaiting approval.
Allow generation of collection letters is a flag when checked allows you to generate collection letters for this client.
Auto-Clear Balance: Select a card on file to use to when clearing this account's invoice balance in this field. The client must have a credit card on file in the “Cards on File” tab below. The auto-clear process creates a single card transaction for all outstanding invoice balances.
Client Access Codes (Only displayed if Naviga Support turns the feature on for your site)
The standard design of the Naviga Ad system assumes that any system user can search for, and find, any client. Once the client is accessed the data is filtered depending on user/group security. Order information can be filtered by what was purchased and/or by who sold the ads, CRM information can be filtered and A/R information can be hidden. This allows for minimizing duplicates while segregating order and CRM data. The lack of duplicates streamlines reporting and allows for unique customer records for interfaces.
While not a standard, or necessarily recommended, setting; it is possible to hide certain customer records entirely. If this setting is selected, duplicate clients will be created, this will have an impact on reporting and integration to external systems. Setting this will limit duplicate checking and allow for creation of duplicate clients without warning.
If your business requires this strong segregation of name information, notify Naviga to activate the system wide default. Set up the client access codes. These may be loaded from your product codes or your company codes, or may be set up as a unique table. Ensure that an access code is included for each client in your client import. Set the appropriate client codes that each group of users should see in name security for each user security group.
The codes can be single-valued or multi-valued depending upon setup, meaning that a customer may have only one access code assigned, or it may have multiple. Naviga Personnel must set the flag for you, so let your implementation specialist know which rule is appropriate for your business.
If set to single-valued, the client access code will appear as a dropdown list when creating and editing the customer record, where only one can be selected:
If set to multi-valued the access code display will change to allow for multiple codes to be applied against the account. Below is the view in Name Maintenance screen:
And below is the view from the Create a new account screen:
When new customer records are created in the system, the software will default in the access code(s) from the security group of the user that created the name record. These code(s) can be edited by users that have access to the A/R screen in name maintenance.
On customer searches, system reports and all screens in the software users will only have access to clients coded to match their security access. Other clients will be hidden.
Credit Information
Credit Rating is a free entry of any value such as good, bad, and so forth.
Credit Limit is an amount which is free entry such as 20,000. When the orders for this advertiser reach this amount and these orders are in the confirmed status, then based on security option setup, the order entry user will receive an alert or be stopped from confirming orders for this advertiser.
Tolerance % of Credit Limit: This optional setting adds some tolerance logic around credit limits. In the above example the Credit Limit is set at $19,000, but when confirming orders, they will allow up to 21,850 before orders will actually be cut off from confirming.
Credit Stop Days (Ad): These are the number of days which when reached on invoiced campaigns which haven’t been paid, then the user cannot confirm anymore campaigns for this advertiser.
Credit Controller: This allows for setting a default credit controller for the account.
Refund Vendor ID - only relevant if using our A/P Module. This is the A/P vendor who will be used if a refund check needs to be created.
Debt Collector - Free Format field used by some to indicate an external collection agency. (More of a legacy function. Typically we now see the debt being "transferred" to a collection agency account and tracked for collection purposes in that account.)
Query Code - Free Format field used by some to enter text that is then used in Informer
Generate Statements - select Yes if this account is to receive A/R Statements. Select No to suppress statements for this account
Service Charges - select Yes if this account is to receive Service Charges. Select No to not include this account when calculating service charge fees.
TAS Reference Number - Not used anymore. Had been used in our Book module.
Credit Application on File - yes/no indicator that a credit application has been received and is on file. This is also displayed on the Account Approvals report in A/R -> Customers Menu -> Approve Pending Accounts
More Information
International Tax ID / VAT Validation - Enter tax ID and click Validate VAT to validate the client's tax ID
Currency - Select customers desired currency. Depending on Country setup and on user's Group Security, this may be defaulted in from the country code and may or may not be editable by the user.
Territory - Sales Territory where this account belongs.
Sort Order - Legacy field. Not used anymore in Digital First. Used to be used in reports and such to sort an account on a different letter. (ie. might want to sort "The Gap" with the G's rather than the T's). In more modern software a quick Ctrl-F in a pdf or the page, or a filter at the top of the column can easily be used to find what you are looking for as opposed to flipping through pages of a report.
Registered Company Number - This is part of a feature for the Norwegian market's electronic Invoices. It is the unique identifier for every account record in Norway. User would typically not type the number directly in here, but rather search for the number on the Advertising Node in the EHF Invoice Settings
Default Billing
This section contains the parameters of the billing which will be the default values for the advertiser.
Preferred Forms Language - On invoice, signature, and confirmation forms in the system you can set different forms to be used for different languages. If you choose to take advantage of this function, you can select which language this client will get forms in.
Tax Code - This is the tax code that will be used for this customer. This may be set by default based on the client's location or client type.
Terms - This sets the terms for when an invoice is due
Show Due Date - this sets whether or not the due date is displayed on invoice forms
Billing Contact Type - The billing contact can be a contact person in the system or it can be set with just a name by selecting the Billing Contact Type of "Enter a Manual Contact".
Miscellaneous Billing Details
This section is for the setup of the miscellaneous invoices for this advertiser. These include contacts even from other advertisers.
Statement Details
This is the section for defining the recipient and delivery method for A/R Statements. Available options are Print & Email, Print, Email, and Do NOT Send.
If you select Do not send, the statement will still be generated (assuming flag in Credit Info section is set to YES to generate statements), but the statements will be separated into its own batch which will not be printed, but the statement itself will still be available on the client account for manual sending as needed.
There is also an option to use the invoice level detail from Ad Invoices
If this is set to yes, then the statement will reflect the same detail level as the invoices. (It also tells you what the current default is for that customer so you don't need to click over to the advertising tab to check)
Example of Form Level Detail on Statements
Here is a sample statement of a customer who had three campaigns this month, each with a different detail level selected on the campaign
The first Invoice shows detailed pricing in the blue details section (Net: 2,000 for each detail line)
The second invoice shows the detailed lines, but no pricing (Net: -- displayed for each detail line)
The third invoice was set to show only the description and total price, so you don't see any blue detail lines at all.
Agency Statements
When Processing Statements for Agencies, If the statement parameter "Separate Statements by Advertiser" set to yes, then in Customer Maintenance, on the A/R Setup node of the ADVERTISER record, different contacts can be setup for the different advertiser/agency relationships.
As an example, let's take This BMW Account, which is served by Ogilvy and also by JWT. Below is the BMW Advertiser account:
What the above is showing is that any invoices which get billed directly to BMW, then the statement contact will be Jeremy Stout. Any invoices using Ogilvy, the statement will go to Jennifer Jones at Ogilvy and any invoices using JWT will be sent to Claire Jacobson. There is a read-only checkmark which gives the user a visual indicating that it is an agency contact (displayed only after save).
The AGENCY account (Ogilvy), on the A/R Setup node looks like this in our example:
As mentioned above, agency contacts listed on the advertiser account will only receive a statement for the advertiser when the "Separate Invoices by Advertiser" flag is set on statement preferences. Otherwise the statement will be sent to the contact person(s) set up on the AGENCY account (Single statement unless set to split by advertiser)
Suppose then I run a batch of statements as follows....
In the example month, there were orders for BMW of North America which were billed directly. These, if I click on the pdf icon, I will see the bill-to as Jeremy as expected:
The statement for Ogilvy / BMW, if I click on the PDF icon, I see the bill-to as Jennifer:
And the other three Ogilvy clients from above will be billed to their respective contacts at Ogilvy, which in this case were just the A/P department, because there was not an Agency Contact listed in the statement section on those Advertiser account maintenance screens:
If you choose to not set up agency contacts on the Advertiser's A/R Setup, Statement Details section, and/or if you choose to not split statements by Advertisers, then statements will go to the statement contact on the Agency's Customer Maintenance screen.
These same rules apply for sending of collection letters. The Statement contacts will receive the collection letters, and if there are multiple statement contacts listed, each contact will receive the letter.
Also Pays For
Use this section to define the other accounts which this advertiser pays for their invoices. This option can be used in the A/R Payments screen to view and pay these other advertisers’ invoices.
Electronic Payments
Section to define the methods to pay electronically for the invoices of this advertiser. See SEPA Processing in A/R Module
UDFs
This is the list of user defined fields which you can fill in here and it will be always defaulted and available across the system. These UDF fields are created in the menu in the Accounts Receivable menu Setup -> Customer User Defined Fields.
Advertising Setup
See Advertising Details in the Advertising documentation module
Job Costing
This screen contains the setup of the job costing (Production module). For details, please see Production
Exhibition Setup
This screen contains the billing and tax setup for the exhibition module. For details, please see Exhibitions
Attachments
This screen allows for attaching documentation or links to the advertiser. These can be any types of documents such as contracts.
Cards on File
This screen allows for adding new credit cards of the advertiser to store and use to pay for campaigns.
Account Alerts
This screen allows you to add alerts which the user entering orders for this advertiser will see when choosing the advertiser in the order entry screen. To create a new alert, select Add New Alert. The alert type down down is configured in A/R Setup. You can select a date range during with the alert should appear.
History of Changes
This screen tracks any changes made to the advertiser information including who made the changes and when they’re made as well as any reason for the change. This will also include any changes to the brands related to this account.
NNM
Name added
DNM
Name deleted
CHG
Name Changed
CLI
Customer added/changed/deleted
APP
Customer Approved
NAD
Address Added
DAD
Address Deleted
ADR
Address Changed
BRAND
Brand Changed
CCN
Credit/collection Notes
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