Help System..

 

Validation List

Throughout the data entry screens in your system, you will see Blue Labels To the right of these fields you will see (question mark look up).

Some examples are:
Category
Territory
Sales

The means you may look up an acceptable entry from the Validation List.
It also means that a person with access rights may click on the Vitalized Label itself and quick enter a new value, while in data entry/edit mode.

This is referred to as SM4 Drill Down.

When in the editing fields you will only see the valid entries for that field. From here, however, you see

If you want to allow a BLANK record on a validation field...and you also have other valid entries, you must create a record...then blank the record and save it.

If you turned validation off for some fields, in Default Options, setting up information here will have no effect.

IMPORTANT
If you plan to use the Rate Grid OR Position Tracking you must enter PubIDs here, first.
If you plan to use Position Tracking you must also enter Positions and Position Codes, here, first.

Validation Fields and What They Mean (you define your own terms for ALL items)
Validation ID should be short. Descriptions should be long.
i.e. class and classified advertising, autoret and auto retailing, finser and financial services

If you have a blank record in any validation set, the user will be able to leave that field blank. Otherwise, as long as they put the cursor into that field they will need to select a choice.

Field Names and Meanings.
The fields with * means that validation may be on or off.
The fields with ** means we recommend you leave validation off, unless you understand the limitations that validation creates.

cratetype (rate grid only) required before you set up Rate Grids and Position Code Linking
examples:

  • class = classified
  • disp = display
  • web = web ads

In the examples below where you see an equal sign the format is:
id of validation code (shorter) = description (longer)

crateunit (rate grid only) what quantity are you selling in required before you set up Rate Grids and Position Code Linking
examples:

  • page = pages, ½ page etc.
  • aline = agate lines
  • web = web graphics
  • cinch = column inches

facctstatus* is a description of what type of account this is, such as

  • A24+ = active 2 years
  • A12+ = active 1 year
  • AOCC = occasional advertiser
  • PGOOD = good prospect
  • etc.

fbusiness** is a specific industry such as:

  • PHA = pharmacy
  • MUSSTO = music store
  • BALLB = ball bearings
  • PLASTIC = plastic forms
  • INS = insurance all types
  • BANK = banking services

fcalltype* is only used if activated from System Configuration
Call type information will drop into notes along with date, time and user id.
You may filter by Call Type in the Call/Activity Report.

Example uses:

  • Complete - this round of calls and followup is done for now
  • Meeting - reporting on results of a meeting
  • Contract - advertising contract received
  • Intro - introduction call

 

fcategory* is a broad definition of the client such as:

  • RET = Retail
  • MAN = manufacturer
  • DIS = distributor
  • MED = medical
  • FIN = financial

You may also use a code to link this with Category

  • RET-PHA = RET-pharmacy
  • RET-MUSSTO = RET-music store
  • MAN-BALLB = MAN-ball bearings
  • MAN-PLASTIC = MAN-plastic forms
  • FIN-INS = FIN-insurance all types
  • FIN-BANK = FIN-banking services

fcodes * is a set of codes for a company. These may be used in combination. Some ideas include:

  • a = active
  • p = prospect
  • d = dead account
  • n=newsletter recipient
  • an=active & newsletter

fcolor is the color of the ad required before you set up Rate Grids and Position Code Linking

  • BW
  • 2C
  • 4C
  • CU (custom color)

fmailcode * is the specific code for the PERSON. We suggest the person you bill, if he or she is different that the person you sell to, get a code like “V” . The alphabetical list of names as they appear on the Contact Screen is controlled by Mail Code + Last Name + First Name. SO THE MAIN CONTACT SHOULD ALWAYS HAVE THE LOWEST ALPHA OR NUMERIC CODE.

Suggestions:

  • 1 for gets all mail and is the first name to show up on the list, regardless of where they are alphabetically.
  • A important person
  • B less important person
  • V accounts payable if different than 1 - used to transfer names to accounting software
  • Z need to have name but they are of no consequence

fnextaction** is a summary description of why you want to work with this record on your next follow up. Some examples would be:

  • confirm ad schedule
  • set up meeting
  • close sale
  • routine follow up
  • etc.

fposcode (maximum 5 alpha/numeric) is used only if you have activated Validate and Check for positions (i.e. the publication has only 1 C4 and 3 RFFOE (right hand page far forward, opposite editorial). required before you set up Rate Grids and Position Code Linking

The Position Code is a code that unifies one or more rate cards/rate grids/pub ids.

If your entire rate card for a publication is on one rate grid, the position code would be the same as the put id.

Suppose, however, that your rate grid has the following entries for one publication:
MPBW (my publication black and white rates)
MP4C (four color rates)
MPSR (special rates).
Despite the fact that you have three rate cards you still only have one single publication. There is still only one Cover 4 to be sold.

Your position code might then be “MP”. The section, Link Positions to Position Codes (discussed below in detail) would then let you tell the system that whether the rate card is MPBW, MP4C, MPSR, it all relates back to “MP” for deciding how many of each position is allowed.

 

fposition (maximum 10 alpha numeric) is used to define positions. required before you set up Rate Grids and Position Code Linking

  • RHP=right hand page
  • C4 = cover four
  • OTOC = opposite Table of Contents
  • OPEN = no special position
  • C4SI = cover 4 of special insert

fpubid is the abbreviation of each publication and/or each rate grid. SM4 uses the terms PubID, RateGrid and RateCard interchangeably. They all mean the same thing. required before you set up Rate Grids and Position Code Linking

It is important that you understand how to set up Pub Ids so your data and reports flow properly.

A PubID defines your publication and your rate card. The data entry may be up to 10 characters or numbers.

Even if you are currently tracking display advertising in one publication only, it is important to read this section.

Let's assume the publications you want to track are (frequency is not an issue here):

  • The Widget News
    • Display advertising
      • All rates are on one rate card, but there is a separate chart for B&W, 2C & 4C
    • Classified Advertising - lines
    • Web Advertising
  • Widgets and Thingamijigs
    • Display advertising
      • All rates are on one rate card with an up charge for 2C, 4C and bleed
    • Classified Advertising - column inches
    • Web Advertising
  • Booth Space at The Widget Show

You need to set up ids that will allow you to group and report properly, should you want to. For example, you may want to generate a report of ALL display advertising for the first three months of the year -- as a single report.

To segregate display ads, so they can be grouped, you need a common leading identifier, such as "D" or "DD" for display.

Why use "DD" instead of "D"? Only if you think you may sell another type of advertising or event that would start with "D" in the future. You use any code combo you want. This is information is just to explain to simplify reporting on the back end.

The Widget News

  • Display Advertising
    • DTWBW - "D" for display, "TW" for The Widget News & "BW" for Black & White
    • DTW4C - "D" for display, "TW" for The Widget News & "4C" for four color
    • DTW2C - "D" for display, "TW" for The Widget News & "2C" for two color
  • Classified Advertising
    • CTWLI = "C" for classified, "TW" for The Widget News & "LI" for lines
  • Web Advertising
    • WTWGR = "W" for web, "TW" for The Widget News & "GR" for graphic

Widgets and Thingamijigs

  • Display Advertising
    • DWAT - "D" for display, "WAT" for Widgets and Thingamijigs. Because the color charges are just up charges from the base rate, you do not need additional PubIds.
  • Classified Advertising
    • CWATCI = "C" for classified, "WAT" for Widgets and Thingamijigs & "CI" for column inches
  • Web Advertising
    • WWAWGR = "W" for web, "WAT" for Widgets and Thingamijigs& "GR" for graphic

The Widget Show

  • Booth Space
    • BTWS - "B" for booth & "TWS" for The Widget Show

Now, if you want to do any kind of report that just shows display advertising you my filter your reports for PubID range DD to DDZZZZ.

 

  • THENEW The News (pub and rate card, if color and bleed are add on charges).
  • THENEWC The News (pub and rate card, if color and bleed are actual rates instead of a price up from black and white).
  • THENEWB The News B&W.

fratebase is only used if your ARE NOT using the rate grid and wish to enter all your rate information into the system, one record at a time. (Remember, if you are using the Rate Grid you can skip this section). We strongly advise AGAINST using this

  • 14C1X04 = 1 page 4 color 1 time rate 2004 rate card 2004 rate card
  • .5BW6X04 = half page, black and white, six time rate, 2004 rate card
  • .672C12X04 = two thirds page, two color, 12 time rate, 2004 rate card

You would then enter the actual rate from your rate card.
This is a lot more work that using the Rate Grid.

fmr_s is Mr., Ms., Miss, Dr. Etc.

fsource is where you got the name from. For example:

  • NAAB = National Assoc. of Advertisers BBQ
  • Cold = Cold Call
  • Comp = In Competitor
  • Transom = Came in by itself
  • 0505Mail = June 2005 mail piece

fterritory is a optional field to define a geographical territory or product territory. For, example:

  • MA=mid atlantic
  • SW=south west

or

  • AR=automotive retail
  • BF=bank financial

ftitle** is the title of the person. We do not recommend you turn this on unless you fully understand the limitations.

Adv Status (may not be in graphic above)...If you want to track whether the ad is certain, 50% etc. or if you want to track other specific information about the ad.

  • ins or 100 = insertion order or 100% ad is IN
  • pro or 75 = probably
  • iffy or 50 = iffy
  • weak or 25 = weak

 

  • ins = insertion
  • can = cancelled (track with 0 dollars)
  • dis = dsocunted