System Parameters
Navigate to the menu Setup -> Advertising Setup -> System Parameters.
General Settings
Default Agency Commission Percent: Enter the commission default value which set the commission amount on the agency record when a new one is created. It can be overwritten in the Name Maintenance screen for any accounts deviating from the default. (Advertising Setup node -> Advertising Billing section - Digital Agency % field). &#xNAN;Don't let the "Digital" fool you - it is for all ads unless the Product or Ad Type forbids it.
Auto-Assign Sales Rep when Creating New Advertiser Accounts: If set to Yes, and If the logged in user is a Sales Rep (meaning their login is linked to a sales rep ID in User Security), then that rep will automatically be selected as the sales rep on the account creation screen. It can be changed to someone else by selecting another name from the dropdown.
If creating the account from the CRM module, the Sales Rep dropdown is not displayed on the create new account screen. The setting will still be honored though, just behind the scenes, and the logged in user will still be auto-assigned as the sales rep (if the logged in user is a sales person).
NOTE: There is one Group Security setting that could mess with you here.
If this is set to Yes, then the Sales Rep dropdown is not displayed on the new advertiser window and the brand will be set to assign in order entry. So this Group Security will override what the system parameter is, so if you want to use the new system parameter, be sure to also check your group security settings to ensure that this is set to No.
Set New Advertisers to Not Use Multiple Brands: If set to "Yes", then when you create a new advertiser, the default for using multiple brands is set to No and a single brand will be created for the advertiser which is the advertiser’s name as a default.
If set to no, the customers will default to using multiple brands on creating new accounts and the user will be able to set here what the first brand is
Regardless of the default, this can be changed manually when creating the advertiser.
(NOTE: See Advertiser/Agency Import for how this setting affects importing PIB/Industry Code)Assign Reps at Order Entry: This prompt will only be displayed if the above setting is "no." Otherwise the expectation is that the setting is handled manually in entry/import. When checked, on any new account, the brand sales rep will look like the screenshot below. This means that every time an order is placed, the user will be prompted to fill in the rep. An Admin or someone with access to the Brand Maintenance Screen can later assign a rep, but until that is done, the user will be prompted. If this is unchecked, at the time the account is created, there will be nothing under the Rep 1 field. At the time of first order, the user will be prompted to fill in the rep and that Rep's name will then get filled into the rep 1 field and also will be assigned as the rep on the product group of that order. Any subsequent orders will default to that rep and the user will not be prompted again.
NOTE: If #3 is set to Yes, then #4 Displays. If Assign Reps at Order Entry = Yes, then #2 Auto-Assign Sales Rep when Creating New Advertiser Accounts has to be "No." You can't have it both ways - if you assign at order entry, well, then you can't be auto-assigning at account creation. So you will notice if you select one to Yes, the other will auto-change to No.Allow advertiser address selection on campaign entry: Set this to yes to offer the option to override the Advertiser Address in Campaign Entry. Setting this to yes will display this new option in the edit menu:
Revenue Recognition: Use Product G/L Settings or Use Product Group G/L Settings. This will determine if the revenue G/L will be set based on the Product or Product Group's settings.
Tax Code to Use When a Campaign is Multi Company: If a campaign involves more than one company within the system, choose the tax code to apply to the campaign.
Line Item Sort on Forms: The default sort is when the system uses the order of line item entry on a campaign to list the lines on the confirmation templates and the production reminders. Sort by Start Date, Earliest First sorts the lines by the start date in an ascending order starting with the lines which start on an earlier date than other lines.
Automatically Match Credits to Original Invoices: If checked to “Yes”, then when you cancel a billed campaign, the system will automatically apply the credit to the original invoice(s) when posting the invoices to A/R. If left as “No”, a credit memo invoice will be created and the credit can be manually applied to other invoices or refunded.
Only Allow Selection of Production Contacts on a Campaign where the contact has an email address: If “Yes”, then the contacts under the production contacts node of a campaign which have no email address saved in the system will not be able to be selected in a campaign. User will receive an error that an email address is required. There is an edit button to edit the contact and add an email if desired.
Use the Breeze Interface: If checked to “Yes”, then the system allows for integration between Breeze and Naviga. For more details on how to perform the integration, contact your account manager or the help desk.
Naviga Forms: If checked, it allows you to use the HTML templates in the system. This should be checked for all accounts not using the older "fabsoft forms" 3rd party forms option.
Override Email from Address: Enter the email address which appears as the sender when emailing invoices to clients. By default Invoices are emailed from the user who generates the invoices. This setting allows you to set a different from address.
Flexible Campaign Deferred Period: Use the campaign start or confirmed period allows the deferred period to be the period when the campaign starts or when the campaign is confirmed. Here is an example campaign Journal Entries node. Campaign was created in February (period 2023-02) and was confirmed in that same period. The campaign Starts in April (period 2023-04). First screenshot is with this setting set to Use Campaign Start Period. Second Screenshot is set to use Campaign Confirmed Period. In both cases the first Journal Entry in the on that sets the Deferred Revenue and Deferred/Unbilled A/R
Campaign Expense Codes: You can choose one of two options for expenses: “Expense Codes” which are the Expense Types as defined in the Setup -> Advertising Setup -> Expense Type Setup menu. Or you can choose the Class Type as defined in the A/P or A/R module Setup -> System Tables Setup -> Class type. These are the expense codes added to a campaign in the Campaign Budget. If you are using the Job Costing / Production Module to set up Production Jobs and linking them to the campaign for the expenses, you might want to choose Class Type here. If you are not using the Production module, you might prefer the Expense type option.
Allow Partial Pre-Payments When Pre-Payment is Required: Setting this option to YES will allow orders with pre-payment required to accept any pre-payment value. Setting this option to NO will require that orders requiring pre-payment receive pre-payment in full before the campaign can be confirmed.
Booking Wizard Status Cut-off: When line items are created through the Booking Wizard, the recipe used to create those lines is saved, and subsequently editing any related lines will be done again through the Booking Wizard, until the order has started to bill. Once billing has started the lines must be edited individually in full line entry. Leaving this blank or selecting "Invoicing Started" as the cut-off will continue this default behavior. Selecting a different status here will allow you to adjust at what point in the campaign lifecycle a line is no longer edited through the Booking Wizard, but instead in full line entry.
Allow Email Invoice Delivery Method Without Billing Contact on Customer Setup: This flag when checked the system allows you to choose an email invoice delivery method to be set on the advertiser account maintenance screen even if there is no billing contact on record for that advertiser.
Retain Package ID after Individual Line Edit: When booking a campaign via Quick Line Entry, using a package, that line item will be displayed with the package ID under the line ID, as shown below:
When this setting is set to "No," if any of those lines were subsequently edited in Full Line Entry, then the package ID would be removed and it would no longer be considered to be purchased as part of the package. Set this option to "Yes" if you wish for the package ID to remain even after editing.
Display Brand Rep on Campaign Setup Screen: When set to yes, the brand rep will be displayed at the bottom of the first column of the campaign setup. When set to no, the user will still be able to see the brand rep, but they will have to click to the "other information" tab on this screen to see it. This will display the rep who is the DEFAULT Rep on the brand, or the Product GROUP Rep on the brand. It cannot display the Product rep, as products are not on the header - they are on the line items. This also will not adjust for future rep assignments after the campaign dates are entered - it will show the current Brand Rep.
Display Original Sales Rep (s) on the Campaign Setup Screen: When set to yes, the original sales rep will be displayed at the bottom of the first column of the campaign setup rather than the other information tab.
Display Order Sales Rep (s) on the Campaign Setup Screen: When set to yes, the order sales rep will be displayed at the bottom of the first column of the campaign setup rather than the other information tab.
Disallow Grandfathered Dates in Full Line Entry: If set to yes, a user will not be permitted to select run dates beyond the valid ratecard dates in Full Line Entry.
Campaign(s) cannot be confirmed unless there is an attachment: If set to yes, when campaigns are the confirmed, the user may be stopped from confirming if there isn't an attachment present
The idea here is that the user should be uploading a signed proposal (will be automatic if using the portal to approve, but in this case the user is responsible due to using an external CRM and doing proposals outside of Naviga Ad.
Give some thought to whether or not to turn this on in your system. There can't be any systematic way to know that they are actually uploading the signed proposal. They technically could upload anything at all and still be able to confirm the campaign - so other than the threat of getting in trouble - there may be strange things being uploaded just to get them past the system stopping them from approving. Similar to people putting 12345 or "coming" in the PO number field just to be able to approve. This also means no ad can be booked already in a confirmed status, since the campaign header must be initially saved before an attachment could be added to it. So it would have to be saved initially in something less than CO and then moved after the attachment added.
Additionally, any order coming being imported from a 3rd party might be able to bypass this requirement if it comes in as already confirmed.
Auto Apply Estimates to Actuals - If this is set to yes, then campaigns will (upon save) auto-fill the actual impressions (or clicks if CPC) and the Actual Amount will auto-populate with whatever was in the estimated columns.
This means that the lines will be available for billing without having to do the additional step of reconciling. If the ads are to be billed on Actuals (from GAM or from 3rd Parties), then the reconcile step is still required, but for estimate billing, this option will remove that requirement.
Ignore 0.00 lines when using Booking Wizard Bottom Line Override - So this one was added to support somewhat of an edge case - so it may not affect most of you. If you aren't sure if it affects you, leave it as no, and then revisit if needed. See expandable section below for details and use case.
Ignore 0.00 lines when using Booking Wizard Bottom Line Override Examples
So this one starts with a little history lesson of how we handle bottom line overrides in the Booking Wizard. If you have a line group that looks something like this:
AND you put a bottom line override on it and it doesn't divide evenly among the lines, then any remaining pennies will be applied to the last line on the campaign. (Typically, these bottom line overrides are for price discounts)
One of our clients was seeing an issue because the last line on the package was a free line. So when they put the price override on it, when it didn't divide evenly, the free line was no longer free:
So then, we said that we would just ignore 0.00 lines when doing a price adjustment.
BUT - that then messed with someone else who has their package set up with 0.00 pricing and the rep just manually enters the price as a bottom line override - which of course was getting ignored so they couldn't price their ads.
So now, there is a flag here on setup. If neither of these cases apply to you, then you can safely ignore this flag and leave it at no.
Font Size Restrictions
If you check the flag “Allow Only Custom Fonts”, then your uploaded custom fonts will be used and not the default fonts. Naviga Support or your implementation specialist can assist with uploading your custom fonts. Open Type Fonts should be supplied.
This section determines the font size to use on Classified Liner Ads in order entry. Move the desired fonts from left to right to create the restrictions or leave all in the left column to make them all available.
Default Font Size: The default font size is 10pt. If you would like to set it to something other than 10, select it from the dropdown here.
Renewal Settings
These apply when renewing an expiring campaign.
Override Email Address: If this field is filled in with a recipient, then the system will use the email address(es) entered to replace the customer email address(es) for renewal emails. This should only be populated during testing. In a normal production environment you would send renewals to the customers.
Invoice Settings
Override Email to Address: If this field is filled in, then the system will use the email address(es) entered to replace the customer email address(es) during live billing runs on Invoices with Delivery method set to Email or Print and Email in Campaign Billing. This should only be populated during testing. In a normal production environment you would send invoices to the customers.
Replacement Text on Invoices: Only campaign lines marked to use this option apply the text entered here to the price on an invoice for this line. Screenshots below show sample invoices with and without the replacement text, as well as the field on the campaign to trigger this behavior.
Email Invoice Subject Line: Enter text as well as some HTML tags in the subject line which the bill recipient sees in the email sent regarding their invoice. For example: Your Order: #INVOICE_ID#
Email Invoice Body: This is a template which can contain text and the invoice mapped fields which your client views displayed in the body of the email when you send them invoices.
Create a separate Invoice Batch for each Product Group: Check flag to activate this option to separate product groups in batches when billing. If set to yes, there will be an extra column for product group on the Print Invoices screen:
Separate G/L Posting for each issue/month billed on an invoice: Check the flag to activate this to separate the posting to the General Ledger for each issue or month being billed. For example, if you have multiple issues in a campaign in a single invoicing run, when you run the billing, if this is set to "No" you will get one G/L Entry for the line. If this is set to Yes, you will get multiple G/L Entries. Example with "yes" :
Same order as above, but with "no" :
Derive Period from: Select the preferred method for deriving the period to post the invoice to. Choices are as follows:
Suppose a Line Item is running from 11/01/22 through 11/30/22... &#xNAN;-> Select Derive from Start Date then the system will look up “11/01/22” on the Financial Period Setup table to determine the period -> Select Derive from End Date then the system will look up “11/30/22” on the table. &#xNAN;-> Select Derive from Mid-Month and the system will look to the middle of the Month (11/15/22) The goal of this mod was to better support our 5-4-4 Financial Period customers. This will not affect the posting period during billing...that will be based on the selection made on the Generate invoices screen, but this will affect reports in CRM and Advertising modules. This will also affect the display of the budgets on both the Rep's My Performance report and the CRM Manager's Rep Activity report.
NOW THIS IS REALLY IMPORTANT - IF you are a live customer, and want to switch to a mid-month setting here - DO NOT SELECT THIS WITHOUT TELLING NAVIGA SUPPORT. There is a data conversion that we need to run for this to update running orders. If you select it and do not tell us, then the setting will only apply to future orders.
Use Separate Counter for Credits: Check this option to create separate counters for credits issued. This applies to credit invoices so instead of using the standard invoice numbering counter will use a separate one just for credit invoices. It is set behind the scenes to start at any number so long as it doesn't collide with the standard invoice. It is recommented to only set this in cooperation with Naviga support so that we can set that starting number for you.
Calculate early pay discount before taxes: When checked as “Yes” then the system calculates the taxes on the discounted amounts paid early.
G/L Override Settings
G/L Override Settings: IF the setting at the top of the page for Revenue Recognition are set to use settings on the Product, then this section becomes relevant to determine which product related setting to use.\
Field Column - There are three options for how to determine the G/L to use for Revenue:
G/L Type - if the G/L is determined by WHAT IS BEING SOLD - then the G/L Type is used
Industry Code - If the G/L is determined by WHO WE ARE SELLING TO - then the Industry Code is used
Sales Territory - if the G/L is determined by WHO IS DOING THE SELLING - then the Sales Territory is used.
Use Product Rules - If we are looking to the product to retrieve the entire override G/L String, then Use Product Rules for that Override type should be set to "Yes" - for example in the screenshot above, the G/L Type is in use on the product, so use product rules is set to yes. The Priority is set to 1, which means that the system will look at the G/L Type Override on the product first before looking at any of the other overrides.
Revenue Code Segment to Change - This is a new concept for us starting in 2025.1. In some cases is it a lot of maintenance to be adding full G/L strings to product setup when most of the G/L is the same, but just one segment differs among the different overrides. If this is used, indicate which of the segments is to be replaced with a different code. (Important note - this G/L must still exist as a full string in G/L Maintenance - but this alleviates the burden of setting it up again and again on the various products.)
Suppose for example, the Default G/L Code on the product is 01*02*2000*50*3640 and the "2000" code represents the G/L Type. If Classified is 3000, Retail is 2000 and Preprints are 4000 - and the rest is the same, then the system can look to G/L Type Setup to pull in these replacement codes. To do this, the user would set "use product rules" to NO and enter a "3" in the segment to change since in this example 2000 is the 3rd segment in the G/L String.
Then on the G/L Types, when there is a segment number in this field, that segment number will be turned into a dropdown of the codes available in that segment:
If there isn't a number in the Revenue code Segment to change column, then the column above will not be displayed. If there is a number in the Revenue Code Segment to Change column, but the user forgot to uncheck the box to Use Product Rules, then there will be a column there, but it will be blank.
Exception to the dropdown rule is if the segment that you are replacing is the last segment. The last segment is not stored in the database separately from the entire G/L String, so if the last segment is what is getting replaced there will be a blank and the user will need to type in the segment code.
I mentioned it before but it is IMPORTANT so I will say it again - the full G/L Code string must still exist in G/L Maintenance. So, back to the original example where the default G/L is 01*02*2000*50*3640. We will also expect to find 01*02*1000*50*3640, 01*02*3000*50*3640, and 01*02*4000*50*3640 in G/L maintenance.
Priority - This is important to set up because there might be multiple possible matches. This tells the system where to look first. For example, if I have the above set up:
Then the system will first look at the G/L Type Override on the Product. If it finds a G/L String there for the G/L Type on the product, then it will look no further and will use that full string (b/c I have Use Product set to Yes)
If there is no G/L Type Override defined on the product, it will go next to Priority 2. Which in this example is Industry Code. If the Industry Code belonging to the customer is set up with a segment override for Segment #4, then the system will take the default G/L on the product, and will replace segment #4 with that segment.
If there is no segment set up on the customer's Industry Code, then the system will look to Priority #3, which in this case is the Sales Territory. If there is a segment override on Sales Territory setup for the ORIGINAL sales rep on the campaign - then the system will get the default G/L for the Product and will substitute the Sales Territory Override for Segment #3 in the G/L string.
If no matches are found for any of the above, then the Default G/L from the product will be what is used.
Exclude Product Formats - This is here because one of our clients told us that these segment overrides are important for Digital Products, but Print Products is more straightforward. So the dropdown will allow you to exclude one or more product formats for each of the Override Settings.
Validate Registered Company Number: If this flag is checked, the system validates the “Registered Company No.” against the ELMA Registry. The Electronic Recipient Address Register is a Norwegian register recording the recipients of the various EHF formats.
Material Settings
Option to Create Copy of Material when Attaching to Order: When checked, this prompts the user in campaign entry when attaching materials to the line item whether to make a copy of the existing material and use a new ID or attach the existing material with the existing ID.
If this is not checked then the system attaches the existing material and its ID to the order. User can proceed to edit the material in either case in the line item entry screen.Consolidate New Material Records by Size: If checked, then for Ads with the same size, will all use the same Material Id. This applies to the Quick Line entry when the product is set to auto-create material and also set to split lines.
Default Unit of Measure on New Material Records: This is used by the InDesign extension to set the unit of measure for the toolbars that artists use in designing the ad. It will affect the default setting here on Material creation, but the user can override by selecting something different for a particular material
Sales Rep Settings
The rep settings allow you to choose settings for the rep commissions:
Rep. Commissions - Post Zero Amounts: If checked then when the system updates the Sales Rep commission file, do you want to include any lines that have zero amounts? Examples of zero lines – make goods, production charges.
Rep. Commissions - Show Rep Amounts: When checked, the Rep Commission screen, do you want to include the columns that show the Rep’s commission percentage and calculated commission amount? If you do not calculate commission based on a straight percentage then these may not be useful to you.
Disable Future Rep Assignments - Set this option to YES if you want to prevent users from setting a future effective date on rep changes.
If this is set to yes, on the brand, the Effective Date will default to today, and will be grayed out so the user cannot change it.
Similarly, on the Change rep assignment screen, the effective date will be grayed out and not usable if the Disable Future Rep Assignments is set to yes,
Likewise, on the import, the effective date on the import template will be ignored if data is entered there, and "today" will be the effective date for the import. Set this option to "NO" if you wish to allow for scheduling future rep changes. Note - only one "future" rep should be configured at a time. ***See below for additional Rep assignment info
Use Existing Sales Reps for Renewals - When renewing a campaign, the default behavior is to renew with the current brand rep for the account. By setting this flag, the system will instead re-use the rep on the order which is being renewed.
Future Rep Assignments
If #3 above is set to "No" the following behavior will be seen:
For orders that are already booked, if a rep is changed and the user making the change says "yes" to update currently running orders, the order may automatically split into multiple lines. Suppose for example, an order is running from Jan 1 to June 30 and Sales Rep A is getting credit for having sold that line. If a rep change is created and a new rep is due to take over the account as of March 1, then the order line will be split into two lines - with the first line running until the end of February and the new line starting March 1 and running until June 30.
For mid-month changes, the PRINT order will split according to issue dates. For DIGITAL lines, the order will split on the 1st of the following month.
There is also an option on the product as to whether or not the line will split. For Print products it is generally acceptable and desirable to split the line - but for anything going to GAM it may not be desirable to split the lines as it will make reconciliation difficult.
For lines which don't split, the rep on the line will be changed - and anything that was already billed will belong to the prior rep and anything that hasn't yet been billed will change to the new rep. So do be aware of this when making rep changes that you may want to do billing prior to making a change if you are not splitting lines, and you may not want to set the rep change for a date too far into the future.
The default behavior will be to NOT split the lines so for any products you wish to split lines for, please visit Product Setup
Similarly, if someone schedules a new order after the above change has been entered, and the order will start In February and run until the end of March, upon save of that new line, the order will auto-split, because the system already knows that as of March 1, another sales rep will be taking over.
Navigate to Customers -> Brands -> Brand Maintenance and then select Rep Assignments on the left navigation. You will notice there is a column for effective date, and also a flag in the last column to let the user know that there are future rep assignments for this brand, which they will be able to see if they click the pencil icon to edit.
When the edit icon is clicked, this rep assignment window opens:
In the top section, the "Past and Current Assignments," you will notice all rep assignments will be shown together, with the most current at the top.
If the account has never changed hands before, then the "effective date" will be set to the date of the conversion:
If the rep has changed in the past, then the date will reflect the account history:
When I processed invoices for January after the conversion, in the highlighted scenario above, the Kelly Smith user DID still get commission credit for the December and Early January invoices, so it doesn't mean that they weren't the rep earlier than that, it just means that during the conversion, it was the first time that an effective date was captured for that account.
Note on the report, Brand Assignment by Rep:
FUTURE assignments will display in the list, but the last campaign date will be blank. In the future we will add a column for effective date so that it will be obvious that they are not the rep yet.
Inventory Settings
The inventory settings apply to impressions inventory on a cost per ad type:
Quoted % Counted Against Available Impressions: Move the marker to apply the amount you’d like to count against the orders in Quote status.
Reserved % Counted Against Available Impressions: Move the marker to apply the inventory amount against orders in the Reserved status.
Both of the above settings determine how much inventory is displayed when booking orders against that inventory. For example, assume that my inventory for a given item in a given month is 100,000 impressions. If i have the above settings selected and i book a campaign in Quote status for 100,000 impressions, the next time i book an order for that same inventory, it will appear as if half are gone and I have 50,000 impressions left to sell. Note that orders with inventory booked in the confirmed status always have the inventory counted against the available inventory at 100%.
Newsletter Inventory Status: This is similar to the website products where it allows you to count inventory if the order is in the Reserved or Confirmed Orders Hold Inventory.
Print Inventory Status: You have the option here to hold the inventory only when an order is confirmed or when an order is Reserved or Confirmed.
Sponsorship Inventory Colors
Choose the colors which display on the Sponsorship Inventory Report for background and text color.
Portal Setup
This section allows for customizing the message sent to clients using the Advertiser Portal when they click the link that they forgot their password
From email - can add a from email address branded for your company
Email Subject Line - This will be what the customer sees as the subject
Email Body - This is just a simple text box to include a friendly greeting and instructions for resetting the password.
The above sample settings came into my email box like this:
No need for a merge tab, that will be added automatically at the end of the body text.
clicking the link takes them to the default profile and allows them to change their password
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