Delivery of TAPSCAN Orders via

Transcription

1 Delivery of TAPSCAN Orders via Marketron Exchange Marketron Exchange Quick Reference Guide Users of the web-based TAPSCAN software from Nielsen Audio have the ability to submit sales orders directly to Marketron Exchange and then import the orders seamlessly into Marketron Traffic, Visual Traffic and DeltaFlex. This document references TAPSCAN screens and workflow found in TAPSCAN version 11 (the latest release at time of this document s last revision.) The ability to transmit orders electronically was introduced with TAPSCAN version 10.7, but with a different workflow. The scope of this document is limited to the creation of orders within existing proposals and schedules, and transmitting those orders electronically via Marketron Exchange. This document is not meant to replace formal training on other features and functionality of the TAPSCAN product. Also, this document references the web-based TAPSCAN product, and not the older, traditionallyinstalled TAPSCAN Sales Management software. TAPSCAN Procedures Basic Workflow: Proposal > Schedule > Order Once a proposal exists, a schedule is created. After you build a schedule, you can then create an insertion order for each station with scheduled spots/units. These orders can then be printed (for manual entry into traffic) or sent electronically via Marketron Exchange. Open a radio schedule associated with a proposal Click the Proposals tab and select a saved proposal or create a new proposal. Click the Schedule tab inside the proposal. Select the Radio schedule tab inside the schedule. Add schedule details, and create one or more orders With your schedule details completed, click to the Actions tab inside the radio schedule and then Create Order. Marketron Broadcast Solutions help@marketron.com Updated: 8/18/2014 Page 1

2 TAPSCAN Order Requirements If your schedule does not meet certain requirements when you try to create an order, a message displays in red indicating what you need to change. Aside from other requirements for Account information and Proposal creation, Schedules within TAPSCAN must adhere to these stipulations, before they can be turned into Orders: Rows with no spots/units must be removed from the schedule, or have spots/units assigned to them, before you can create an order. You will be prompted if this situation exists when you attempt to create the order within a proposal. All rows must be toggled on in the schedule. If you have rows toggled off, you will be prompted to remove those rows and save the schedule again when you create the order. The schedule cannot contain combined stations, and dayparts cannot cross midnight. You will be prompted to make these changes if you have these conditions in a proposal when you create an order. All orders must be for future dates. Otherwise, you will be prompted to adjust dates on the proposal when you create an order. A separate order is created for each station/vendor in your schedule. You can create multiple orders at once for different stations contained in the proposal. Each order will have a unique order number, with the revision number set to zero. The TAPSCAN system will automatically assign order number(s) when you first create an order from the proposal. Selecting Stations and Sending Orders Select the Stations for which to create orders Click the stations in the Available list to highlight and select them, or click the checkbox in the heading to select all stations. Click OK. You will be taken to the order header menu for the first station selected. A message displays at the top of this menu when orders are successfully created. Change order header details If there are orders for multiple stations, you can enter details for each one or apply the details to all. Select a station to change from the View Vendor drop-down list at the top of the dialog. Change or add any details for this particular order on this particular station. Type any job, estimate or contract numbers in the boxes, if you wish those to be included on the order in traffic. Type a value in the Net% box. You must include the % sign with the value. Select revenue type (Local or National), billing calculations (Gross, Net or Both) and order type (Cash or Trade). (Default values for orders are the Primary contact for the Advertiser on the Proposal, Local Revenue, Gross Billing and Cash order type.) Marketron Broadcast Solutions help@marketron.com Updated: 8/18/2014 Page 2

3 Repeat this step for each station order as needed, or click Apply to All Vendors to use the same details for all orders for all stations associated with this proposal. Save any changes with the Save button. A message displays when the orders are successfully updated. Send orders to Marketron Exchange Clicking Go To Orders Tab will show a list of all orders for this proposal. You can edit header details without creating a revision by selecting order(s) and clicking the Edit button next to the Send to ME button. To preview and send a single order at a time, click on its order number. The order preview window will open. Click the Send To ME button to send the order electronically via Marketron Exchange. From this preview window, you can also page through other orders and send each order listed separately. When you return to the Order tab, your order will be marked Complete. To send multiple orders at once from the orders list, select the orders by clicking the check boxes in the order rows. Click the Send to ME button. Your order(s) will be marked Complete. The Transfer Status/Date field will let you know the status of the transmission and when the order was successfully received by the Marketron Exchange server. Two different Order tabs The Order tab within a proposal shows you only the orders and status for this particular proposal. The main Order tab at the top of the application shows all orders created for all proposals. It displays the same information with an additional field for the Proposal Name. You can send orders from either order tab. The Transfer Status field is where you will see success and error messages and the date stamp for the transmission to Marketron Exchange. An Incomplete status means the order has not been printed or sent to Marketron Exchange yet. Marketron Broadcast Solutions help@marketron.com Updated: 8/18/2014 Page 3

4 Marketron Traffic Procedures This section applies to users of Marketron Traffic only. (Not Visual Traffic or DeltaFlex users.) Users of Marketron Traffic have two options for managing orders through the Marketron Exchange. Deciding on which workflow works best for your station(s) will depend on who you would like to manage the order importing process. For stations who would like to use one central person to import orders, see Workflow Option 1. For stations who would like to enable salespeople or assistants to import their own orders, see Workflow Option 2. Marketron Setup Options To import orders into Marketron Traffic, complete the following instructions: 1. Identify an individual (and a backup) who will monitor the Marketron Exchange for TAPSCAN Web orders. This person will be the TAPSCAN Order Monitor and this is typically a Traffic Manager or Sales Assistant. The TAPSCAN Order Monitor (and their backup) will need to have the Marketron Exchange client application installed on their workstation. There should be very little work for this user. Only if there is an error with an incoming order will they need to take action. 2. Determine your preferred station workflow for receiving TAPSCAN Web orders. Install and setup the Marketron Exchange application based on Workflow Option 1 or Workflow Option 2. Workflow Option 1 To allow a central person such as a Sales Assistant or a Traffic Manager to import TAPSCAN Web orders via Electronic Contracting (EC) into Marketron Traffic, you will want to setup the Marketron Exchange as shown below. A. In the Marketron Exchange Client Settings on the Stations tab, make sure that the Use Sender sub-folders is checked. This will route all TAPSCAN Web Orders to a TAPSCAN Web sub-folder located in the root folder for that station. FYI Any other senders that your station is accepting orders from will also be routed to their respective subfolder(s). For example, Katz orders will be routed to a Katz subfolder. Sample Marketron Exchange Client Settings Screen Marketron Broadcast Solutions help@marketron.com Updated: 8/18/2014 Page 4

5 B. Verify that the appropriate users have been trained on Electronic Contracting. TAPSCAN Web Quick Reference Guide FYI If you would like to attend further Electronic Contracting training, please visit our website at C. For client server clients, verify that this user has the correct version of EC on their workstation. To verify, log into EC and go to Help>About. The version number should read or higher. If this is not correct, please contact Marketron Support at D. Verify that any other user at your site that has the Marketron Exchange application downloaded on their computer (i.e. the Katz Order Importer) has the same options selected that were mentioned above. Workflow Option 2 To allow Account Executives to import their own TAPSCAN Web orders via Electronic Contracting (EC) into Marketron Traffic, you will want to setup the Marketron Exchange as shown below: A. In the Marketron Exchange Client Settings on the Stations tab, make sure that the Use Sender sub-folders is unchecked. This will enable the required option for this workflow on the Handling tab. Sample Marketron Exchange Client Settings Screen B. In the Marketron Exchange Client Settings on the Handling Tab, select the Use Seller Name sub-folders for these Senders. Also, make sure that TAPSCAN Web is selected. This will route all TAPSCAN Web Orders to the appropriate Account Executives folder that will be located in the root folder for that station. Security can be set up for each of the seller s subfolders so that only that seller can view their orders. FYI By marking this option any TAPSCAN Web order is routed directly into salesperson specific subfolders. If a sender is unmarked, the orders are routed into the root folder as designated on the Stations tab. FYI If you would like to continue to have orders from any sender going into one central location, uncheck that sender. For example if you have one central person importing Katz orders, unmarking Katz will send all Katz orders into the root folder for the station. Marketron Broadcast Solutions help@marketron.com Updated: 8/18/2014 Page 5

6 FYI For stations interested in additional security you can ask your local IT staff to create security around the salesperson subfolders. Sample Marketron Exchange Client Settings Screen C. Verify that the Account Executives have been trained on Electronic Contracting. FYI If you would like to attend further Electronic Contracting training, please visit our website at D. For client server clients, verify that the Account Executives have the correct version of EC on their workstation. To verify, log into EC and go to Help>About. The version number should read or higher. If this is not correct, please contact Marketron Support at E. Verify that any other user at your site that has the Marketron Exchange application downloaded on their computer (i.e. the Katz Order Importer) has the same options selected that were mentioned above. Marketron Broadcast Solutions Updated: 8/18/2014 Page 6