Client Types
Client Type Setup
The client type setup screen allows you to define the names and IDs for the desired client types in the system. To create a new Client Type, enter an ID and a Description in the blank field and click the + to add. Click Save. To make a Client Type inactive that you don't wish to use anymore, click the inactive flag and save.
When creating a new customer, or editing an existing one, you can select the appropriate client type.
You can set the system to display the client type in the list of search results. The setup is found in the System Settings module in the menu Setup -> Naviga Parameters.
Show Client Type on Name Search Results: This will show the kind of account it is - Either AD for Advertiser, AG for Agency, or CC for a Collection Agency. These are hard coded in the system and cannot be changed once an account is created.
Show Advertiser Client Type on Name Search Results: This will show the ID of the client type, so be sure to create ID's that are meaningful if you are going to display it here.
If you set both, it will appear like this in the search results:
Create Bill to in Order Entry
In one of our clients' markets it is common in Real Estate Advertising that the Real Estate Agent will place the order for advertising the home for sale, but the invoice goes to the home owner directly for the ad.
To accomodate this workflow, there is a flag on Client Type Setup:
For any advertisers with a client type that has this flag set, there will be a search and + sign next to the bill-to information in order entry:
Click on the magnifying glass to find a bill to account that already exists in the system, or click the plus to add a new bill-to.
User will be prompted to enter account details below:
The Bill-to account will get it's credit terms and other defaults from the A/R System Setup. (A/R Module -> Setup -> Admin -> A/R System Setup, Client Defaults section.)
Note that the Invoice Delivery Method is selected in here. If email is selected, the email address will be put in two places -
in the Name and Address setup node of the Name Maintenance Tree (Email Addresses section)
In the Advertising Setup node of the same Name Maintenance Tree (Billing Contact section). It will be entered as a Manual Contact type since this is not an actual contact person that can be selected from the dropdown.
Skip Processing Fees
Enable the flag for any client types you do not wish to charge credit card fees. (Note - only relevant if you have the Variable Pricing by Payment Type module enabled)
As an example - this is the payment window on a campaign for a client who is client type "Non-Profit Account" in my system:
Fees are not charged for this client type, so they are not shown above.
For a different client type, the same screen looks like this:
Client Type Defaults Setup - Settings Tab
If you wish, you may apply client defaults to each Advertiser client type, these will overwrite the system wide defaults (from the A/R System Setup) which will only apply to clients where the client type has been left blank.
Default Payment Terms: See Payment Terms Setup. This will set a default for this type of Client
Default Tax Code: See Tax Setup. This will set a default tax code, if desired.
Default Credit Limit: Set a default credit limit, if desired. If left blank, a zero will be placed in the field.
Tolerance % of Credit Limit: See Credit Information in Name Maintenance (A/R Settings) for details on this field. Enter a number here to set a default % by Client Type.
Default Credit Rating: Free format text field to set a default rating
Credit Stop Days (Ad): This is the number of days an invoice can age before the account will no longer be able to place (confirm) ads. A user with permissions can override that and confirm anyway.
Default Customer Credit Control Status: See Collections Setup
Default Services Charges: See Service Charges Setup
Default Show Due / Discount Date on Invoice: Yes / No field to show or not show the Due Date on the invoice
Auto-Approve New Clients: Options are Yes / No / Yes, if required fields are set. The required fields are specifically referring to the Norwegian-specific setting on Country setup relating to their Tax ID and Registered Company Number, and will not be relevant for most Naviga Users.
Prepayment Required for Advertising Orders: If set to Prepayment Required, any campaigns for this client will not be able to be confirmed unless a prepayment is present.
Actuals Billing Method: This is the default and can be overwritten for an advertiser or for a campaign. No Caps: Meaning the amount billed to the advertiser is based on the actual count of impressions of the ad, regardless of the source being Ad Server Impressions, or Third Party and so forth. If the client ordered 100,000 impressions and 101,000 were delivered. The order will be billed at 101,000 impressions.
Capped at Total Goal: Meaning there is a cap placed on the total amount on the campaign after entering and saving the actuals for all but the last line in the campaign. In this case, if the campaign is running over the course of several months, each month can be reconciled based on the actual impressions, except for the final month, which will be adjusted to add up to the campaign total amount regardless of the number of actual impressions in that month. So, the advertiser is not overcharged over the promised the campaign total.
Capped at Individual Monthly Goals: This option is the old “Yes” value on this field. It has every month actual amount capped regardless of actual impressions on a line. This results in the same amounts per month charged to the advertiser regardless of the actual impressions in that month.
Actuals Reconciliation: This is the default and can be overwritten for an advertiser or for a campaign. Use 3rd Party Numbers - This will set the "Actuals" billing number to be based on the numbers provided by a third party (commonly used for Agency billing). Use Estimates - This will use the original estimated counts for billing regardless of what was actually delivered. Use Ad Server Numbers - This will use the counts provided by the Ad Server for the Actuals billing number. Use Ad Server Viewable Numbers - This will use the viewable impression counts provided by the Ad Server for the Actuals billing number.
Client Group: See Client Group Setup
Generate Statements: A yes/no flag to default the client to receive statements or not.
Credit Controller: If there is a credit controller that should default for this client type, select the controller here. Leave blank if the wish is to not default by client type.
PIB/Industry Code: Select default Industry Code here if desired to default PIB code by client type.
Default Invoice Form Detail Level: Selecting a default Invoice form level here, the system default of "Show Each Line - Including Costs" will be overwritten. Users with access to name maintenance can also change on a customer by customer basis as needed.
Advertising Billing - Delivery Method: Select a billing method from this dropdown to set a default method by client type. Remember - if you default to a method which includes emailing, an email address on the billing contact will be necessary to be able to send invoices. If left blank the system default is "Print" (Billing Contact is set on Name Maintenance -> Advertising Node.)
Misc Billing - Delivery Method: Select a billing method from this dropdown to set a default method by client type. Remember - if you default to a method which includes emailing, an email address on the misc billing contact will be necessary to be able to send invoices. If left blank the system default is "Print" (Misc Billing Contact is set on Name Maintenance -> A/R Node.)
Statement - Delivery Method: Select a billing method from this dropdown to set a default method by client type. Remember - if you default to a method which includes emailing, an email address on the billing contact will be necessary to be able to send statements. If left blank the system default is "Print" (Statement Contact is set on Name Maintenance -> A/R Node.)
will display whatever you have set up in Billing Group Setup. Billing Groups are set up in A/R Module -> Setup -> Billing Groups and in Name Maintenance the default can be overwritten if desired on the Advertising Setup node and Advertising Billing section
Brand settings
For customers who are booking through an agency, but who should be paying the tax rate of the advertiser instead of the agency, this should be set to yes.
All of the above client type defaults can be overwritten on an account by account basis. Once the account has been created, changing the Client Type will NOT re-set these settings on the account.
Client Type Defaults Setup - Credit Change Setup
After selecthing a client type, select the Credit Change Setup tab to modify these options
Naviga Support or Implementation will need to enable the windows service before you can use this new feature. This first setting is not selectable/de-selectable in this window, but it displays whether or not the feature has been enabled. Enabling this feature allows some controls and automations to happen when a payment is received for invoices that are in a certain aging bucket. What exactly happens can be different per client type. Unlike the settings tab, which is just setting defaults at the time of account creation that can be overwritten client by client, this one is truly set everyone in that client type and any changes here will apply to everyone in that client type, so there is no override for certain individual clients.
Aging Tolerance - Most likely you will want to leave this at the 30 days option. The following settings/actions will only happen if the aging balance is up to the selected bucket. (if you select, say, 90 days, then it is saying to modify the below options as long as the customer has balances only up to 90 days.) Credit Stop off - if selected, matching accounts will be auto-removed from credit stop when a payment is received. Set Credit Control Status to: if selected, matching accounts will be automatically put in this credit status if payment is received. Change Order Status From/To: if selected, campaigns for matching accounts will be automatically move from the selected status to the "to" status. Email Address to Notify: add an email address(es) here to send a report to this email address with all payments received and any actions taken. Note: if you add an email instead to Client Type Setup, then that email will override anything set here. So if you have a lot of client types and they all email to the same person/people, then it will save some time in adding/editing to just add it once at the Client Type Setup screen. Otherwise, that can be left blank and different emails can be added here. Override Prepay Security: If selected, matching accounts will be automatically removed from Prepay Required setting.
As mentioned previously, this function is running with an enabled Windows Service that your Naviga Implementation Specialist, or Support can set for you. Once set, this process will run nightly, so it isn't something that will be instantaneous as soon as the payment is received.
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