NextMark User s Guide Order Processing Brokerage
Table of Contents NextMark Order Processing... 3 Product Overview... 3 Scope and Content... 3 Getting Help...3 Getting Started... 3 Tools you will need:... 4 Logging in... 4 Generating Orders...5 The Order Life Cycle... 5 Creating an Order... 5 Creating Orders from Data Cards... 5 Order Header... 6 Order Details... 10 Creating Orders from the Orders Screen... 12 Creating Orders from Campaigns... 12 Finding Orders... 13 Viewing Orders... 13 Buttons... 14 Contacts... 15 Documents... 15 Finance... 17 Open Activities... 17 History... 17 Order Reports... 17 Order Approval... 18 Adding Internal Credit Information... 18 Adding Clearance Approval... 18 Placing your Order... 19 Add Shipment Information... 19 Add Processing Information... 20 Order Results... 21 Non-Managed Lists... 21 Creating A Non-Managed List...Error! Bookmark not defined. Requesting Manager Take Control...Error! Bookmark not defined. In-House Orders... 23 In-House Order Edit... 23 Multiuse Orders (Database / Co-op / Insert Media / On-line)... 24 Adding multiuse to an order... 24 Campaigns with Multi-Use Orders... 25 Accounts with Multi-Use Orders... 25 Orders Batch Screen... 26 Printing... 28 Table of Contents - i
Emailing... 28 Placing Orders in Batch... 29 Table of Contents - ii
NextMark Order Processing Product Overview NextMark provides a unique order processing system specifically designed to meet the needs of the list industry. This enables brokers to perform fast, accurate, and comprehensive list research and seamlessly roll the results into a recommendation for electronic distribution to their clients. NextMark s sophisticated search interface is powerful and very easy to use with advanced linguistics options like spell-check., thesaurus, phrase detection, and word variations. The dynamic catalog facilitates browsing by topic and concept. List Brokers can create an unlimited number of campaigns to store data cards of interest, then print or download deck summaries for distribution to clients and colleagues. Create list orders with a click of a button. Automatically transfer data card details into your order Negotiate pricing, net name, exchanges, discounts, and multi-party deals. Send electronic purchase orders. Send electronic client confirmations. Track orders through dozens of built-in reports and your own custom reports. Automatically generate and send electronic invoices. Track receivables and payables. Manage cash flow and profitability for company, division, profit center, salesperson, account, campaign, and order. Monitor finances through dozens of built-in reports and your own custom reports. Archive critical documents such as contracts, orders, samples, and approvals. Automatically track exchange balances as orders are shipped And much more Scope and Content The Database includes data cards from the industry s leading list managers. There are thousands of data cards in the database updated directly by list managers and list directories every day. Getting Help NextMark is committed to excellence in customer service and support. On-line help is available 24/7 by clicking the Help link found in the top right corner of every NextMark page. From here users have full access to the NextMark knowledge base as well as access to submit a request directly to Customer Support. There is also a place to request training for any of the NextMark modules. Customer Support is available via e-mail at support@nextmark.com and phone on +1 (603) 643-1307 between the hours of 9 am and 5 pm US EST, Monday through Friday. Getting Started Because NextMark is web-based, you will need a desktop computer and a web connection to use it. Below is a summary of the requirements. For full details please refer to the NextMark Startup Guide. User s Guide: Order Processing Page 3 of 28 v7.0
Tools you will need: Pentium-class computer Windows 98 or higher 17 computer monitor Internet connection Email address Web browser (Internet Explorer recommended) Printer (optional) Microsoft Excel (optional) Adobe Acrobat Reader (optional) NOTE: It is important to set your computer date and time correctly. Check the AM and PM settings, as well as the time zone setting. Logging in The NextMark administrators have created a member profile for you and for every other person in your organization who will use the system. Your email address serves as your login name, and you are assigned an initial password, which you can change. Login names and passwords are case-sensitive. Do not share your password with anyone else. To log in: Go to http://www. nextmark. com/ Click Log In in the upper right corner of the screen. The Log In screen appears: Type in your email address and NextMark password Note: To have a copy of your password e-mailed to you, click the Click Here link and enter your user id. Click the Login button. You will then arrive at the NextMark Start page For more detailed information, please refer to the NextMark Startup Guide. User s Guide: Order Processing Page 4 of 28 v7.0
Generating Orders The Order Life Cycle Recommendation Internal Credit Approval Clearance Place Order Order Shipped Enter Processing Information Enter Results Order Statuses: Reco, New, Approved, Placed, Shipped, Processed, Mailed, Complete. You may also Cancel an order or Reject a Recommendation. Creating an Order There are a number of ways to create orders. Create a campaign and place orders from there, Go to the data card and press the New Order button, Create an order from scratch from within Orders screen. Creating Orders from Data Cards To create an order from a data card, view the data card and press the New Order button at the top of that card. The List Order Edit screen will appear with as much information populated from the data card as possible. The List may be changed at any time by using the Lookup button. User s Guide: Order Processing Page 5 of 28 v7.0
Order Header Client: Select a Client account by either using the Lookup icon or begin typing and select from the list. The Client field will only display accounts where the Role is identified as Mailer or Broker. If the account has not yet been created, click on the Lookup icon and use the New button to create a new account on-the-fly. C-Contact: Select a Contact name. Use the Lookup icon or begin typing and select from the list. If a contact in this account has been set as the Main Contact, that contact will automatically populate. If the contact does not yet exist, click the Lookup icon and use the New button to create a new contact on-the-fly. Client PO #: Enter the purchase order or reference number the client will be using for this order Client Credit Requirement?: Select a credit requirement from the drop down list. Order processing cannot proceed until the Client Credit Status is set to Approved or Not Required. Depending on your Organization s settings (Credit Approval), a Finance user may need to approve. Client Credit Status: Select a credit status from the drop down list. Mailer: Select a Mailer account by either using the Lookup icon or begin typing and select from the list. The Mailer field will only display accounts where the Role is identified as Mailer. If the account has not yet been created, click on the Lookup icon and use the New button to create a new account on-the-fly. User s Guide: Order Processing Page 6 of 28 v7.0
MLR-Contact: Select a contact name. Use the Lookup icon or begin typing and select from the list. If a contact in this account has been set as the Main Contact, that contact will automatically populate. If the contact does not yet exist, click the Lookup icon and use the New button to create a new contact on-the-fly. Campaign: Attach this order to an existing campaign by selecting the Change button, otherwise leave as is. An order cannot be disassociated from a campaign once it has been assigned. Offer Cat: Select an offer category from the drop down list Offer Desc: Enter a text description of the offer Date Needed: Enter the date by which the data must be received by the Mailer or Mailer s Service Bureau. Cutoff Date: Enter the date by which internal processing must be completed in order to meet the Date Needed. Mail Date [required]: Enter the start and end dates of the mailer s campaign or marketing program MSB-Account: Select a Mailer Service Bureau account by either using the Lookup icon or begin typing and select from the list. The Mailer Service Bureau field will only display accounts where the Role is identified as Service Bureau. If the account has not yet been created, click on the Lookup icon and use the New button to create a new account on-the-fly. MSB-Contact: Select a Contact name. Use the Lookup icon or begin typing and select from the list. If a contact in this account has been set as the Main Contact, that contact will automatically populate. If the contact does not yet exist, click the Lookup icon and use the New button to create a new contact on-the-fly. Ship To: Select a Ship To contact for the Mailer Service Bureau. Use the Lookup icon or begin typing and select from the list. If a contact in this account has been set as the Ship To Contact, that contact will automatically populate. If the contact does not yet exist, click the Lookup icon and use the New button to create a new contact on-the-fly. Ship Label: Enter the text as it should appear on the shipping label. If email, this can represent the Subject line. Ship Method: Select the shipping method to be used Ship Account: Enter the Account #. If email, enter the ship to email address. List: When an order is created from a data card, the name of the list will appear. Click on the name of the list to view the data card details in a separate window. User s Guide: Order Processing Page 7 of 28 v7.0
Order Number: Enter an order number or select the System Generated number option to have NextMark create an order number for you. Options will vary based on your Organizational settings. Rental/Exch: Identify whether this is a Rental, Exchange, Partial Exchange, Database, or Insert order. The order will be handled appropriately based on the Rental/Exch option selected. Test/Cont [Required]: Select Test, Continuation, Re-Test, or Re-Use from the drop down list. Re-use: Identify whether Re-use will be One-time*, Limited, Unlimited, or No Re-use from the drop down list. Limited or Unlimited will identify this as a Multi-Use Order. Order Type: Categorize this order as Brokerage, Management, or In-house available options will vary based on the list being ordered. The order will be handled appropriately based on the Order Type option selected. It will automatically populate based on the list being ordered. In-house orders allow organizations performing both the Brokerage and Management functions of an order to use a single order form. See the In-House orders section of this document for more details on using In-house orders. Vendor Credit Requirement?: What credit arrangement does the vendor require? Vendor Credit Status: What is the status of the credit requirement agreement? Key Code: Enter the client s Key Code Profit Center: Select the profit center for this order. The default Profit Center identified in your profile will automatically populate. Terms and Conditions: Choose the set of terms and conditions to appear on the printed versions of this order. Default terms will be selected based on the profit center selected for this order. If no Terms are set for the Profit Center, it will use the Organization s default. Reject Manager Order Terms: Identify whether or not you want the Special Instructions from the data card to be displayed on forms for Brokerage Orders. The default option can be set in the Organizational settings. This option will have no affect on Management orders. Salesperson: The primary account rep from the client account will be used to populate the Salesperson field. Click the spyglass to change the selected salesperson. Commission Plan: Identify the appropriate commission plan for this Salesperson, if applicable. (Commission plans are set up by NextMark. Please contact us for details) This will default to the commission plan set for the salesperson. Contact: Click the spyglass icon to select the internal contact for this order (may be the same or different from the salesperson) Available Qty: User s Guide: Order Processing Page 8 of 28 v7.0
Enter the number of names available. When creating an order from the data card, this will default to the Universe. Rental Qty: Enter the number of names to be rented. Exchange Qty: (Exchange or Partial Exchange only) Enter the number of names to be exchanged. Order Qty: The total order quantity will be automatically calculated based on the Exchange and Rental quantities. Choose how the names should be selected from the drop down list. Manager: The Manager will automatically be identified from the data card. If the manager is already in your Accounts, the menu will say, Attach to existing <manager>. If the manager has not been setup as an account, the menu will say, Create new <manager>. (You do not need to do anything it will automatically attach or be created). Mgr Contact: If the manager account from the data card already exists, click the spyglass icon to select a contact at the manager account for this order, or use the New button to create a new contact on-the-fly. Pre-Clearance Only: If this order is pre-clearance only, place a checkmark in the box. This will place a large red banner across the order view, identifying the status. Order processing cannot proceed until the box is unchecked and the clearance status is set to Approved. Clearance Instructions: Enter any applicable clearance instructions. Clearance: Select the Clearance status, Date approved and the Clearance Reference Number for an order. Depending on your Organization s settings (Order Approval), a List Manager may need to approve. Cleared By: Click the spyglass icon to identify the person who cleared this order. Owner: Select an Owner account, if applicable, by either using the Lookup icon or begin typing and select from the list. The Owner field will only display accounts where the Role is identified as Owner. If the account has not yet been created, click on the Lookup icon and use the New button to create a new account on-the-fly. This field is necessary for Exchange orders. OWN-Contact: Select an Owner contact. Use the Lookup icon or begin typing and select from the list. If a contact in this account has been set as the Main Contact, that contact will automatically populate. If the contact does not yet exist, click the Lookup icon and use the New button to create a new contact on-the-fly. Type User s Guide: Order Processing Page 9 of 28 v7.0
Order Details Base: The Base will populate from the data card. The drop down list will contain the base rate and any segment that is NOT an additional fee (+$xx/m) segment on the data card. Select a base segment from the drop down menu or press the Customize button to manually type a custom base description. Segments: The Segments will populate from the data card. The drop down list will contain any segment that is an additional fee (+$xx/m) segment on the data card. Choose a segment from the drop down menu or press the Customize button to manually type a custom segment. Rates: Rates for Segments, Selects, and Outputs will populate from the data card. You may leave them as entered, or manually change them. Separate AR & AP Rates button: Depending on the Organization s setting for this option (See Administrators Guide), you may see a Separate AR and AP Rates button at the top of the order details section. After pressing this button, separate boxes for AR and AP rates appear on all line items. By default, both rates are set the same. Discounts: The discount will automatically populate based on the values set for the Client account selected. You may also manually enter a discount % or /M or /F. This will be the discount granted to the Client. If the Broker Order Client Discount flag has been set for the Client account, the discount rate will be set equal to the commission rate. Commission: The commission amount will be your commission on this order. It will automatically pull from the data card, if an amount was entered in the broker commission in the data card. You may also change this amount. User s Guide: Order Processing Page 10 of 28 v7.0
Note: Rates, Markups, Discounts, and Commissions apply only to the item on that line, such as Segments. You will need to add them to each line item you wish to apply them to. Net Name (Net Name Arrangements): Enter the Net Name percentage or 0 for Net/Net Arrangements. The Rate will identify the Run Charge and will be automatically pulled from the data card, if available. You may also change this as needed. Exchange: If this is an Exchange or Partial Exchange, enter the Exchange Fee in the Rate column. You may also identify the Minimum (Min) and Maximum (Max) amounts that can be charged. When invoices are generated, the system will use these parameters to select the correct amount to charge. Selects: Choose the desired Selects by placing a check mark next to them. Enter the criteria needed for each in the box to the right of the select. Press the Add Another Select button to type in custom selects. Outputs: Choose the desired Output by placing a check mark in the box to the left. Enter any additional criteria or notes needed for each in the box to the right of the output. Press the Add Another Output button to type in a custom output. Other Fees (Add Another Fee button): Enter any additional fees that are related to the list order. You have the option of entering either AR or AP rates or both. If you leave one side of the fee (AR for example) set to zero (0) then this line item fee will not show up anywhere on the AR Invoice. If the Client account selected for this order has Automatic Other Fees on List Order defined, these fees will be automatically populated in the Other Fees section of the list order. The fees will be populated based on the order type. Shipping: Enter any shipping charges. Tax: Enter any applicable taxes. Currency: The currency this order will display as. This defaults to the currency set on the data card. Omits: Previous orders for this list by the Mailer Account that are in the NextMark system will display automatically, grouped by Management and Brokerage. The grouping expands automatically based on this order type. Place a checkmark next to the orders you wish to Omit. Instructions: These instructions will apply to this list order only and will appear on all order forms. You can manually enter the instructions or use the Add Phrase button to create or select common phrases. If this order is part of a campaign, the campaign instructions will automatically appear on the order as well. User s Guide: Order Processing Page 11 of 28 v7.0
Creating Orders from the Orders Screen To create an order with no link to a data card in the NextMark system, click on the Orders menu option. Press the New Order button. The List Order Edit screen will appear with no information pre-populated. Enter all required fields: Mail Date(s) List Name to link this order to a data card in NextMark, click lookup. Otherwise, type a List Name into the box. Order # Test/Cont Enter any additional order details as described above. Press the Save button to save the order. Creating Orders from Campaigns To create an order from a campaign, go to the campaign containing the appropriate card and press the Order button next to that card. Please refer to the NextMark List Research Guide for instructions on creating a campaign. Each card within a campaign will have it s own order. Once you press the Order button, you will be brought to the Order Edit screen. Much of the information in the left side column will already be completed in the Edit screen. This information is automatically pulled over from the campaign and the data card. Some of these fields can be modified for individual orders, in the event there is unique information for this order. These fields will provide a box and will display a warning message when clicked in. Non-editable fields must be changed in the campaign. Changes that affect all orders in the campaign should also be made in the campaign. Note: The information in the Campaign should be common to most, or all, of the orders. Changes to the campaign will result in changes to every order in the campaign. In the right column of the order, the Order Type, Salesperson, and Profit Center has been populated from the campaign. If information is missing or incorrect, you must modify it in the Campaign. It is not editable from the order. When you have completed entering the initial order. Press the Save button to save the order. You will be brought back to your campaign. Notice that the list order Status on this order is set to New. If you Approved the Clearance, the Status will be Approved. The Key Code will display, it will be assigned an order number, the Selects are displayed, and a cost is listed. User s Guide: Order Processing Page 12 of 28 v7.0
Finding Orders Go to the Orders Screen to view all orders. Use the drop down menus to select which orders you want to see, which status to filter by, and which column to sort the results by. Press the Get Orders button to change the view. The Search screen (Orders menu) will allow you to search for specific orders based on certain fields. Simply enter data in the fields to identify the order(s) you are looking for, such as order number or mailer. Press the Search button to display these lists. Using the Search box on the left side of the screen, you can find orders by name or by order number. Viewing Orders Once you are viewing your order, you will be able to see the details of the order, create necessary forms, edit and cancel the order. What you see may depend on your permissions. User s Guide: Order Processing Page 13 of 28 v7.0
Buttons Edit Allows you to make changes and add information to your order. Copy Create a new order containing the same general information as the current order. You will need to complete information specific to the new order. Delete Delete the current order. Once an order has been placed, you may no longer delete it and the Delete button will disappear from the order. If you delete an order, it is permanently removed from the system and cannot be retrieved. Cancel Order Record that the current order has been cancelled. You may cancel an order at any time. When you press the Cancel Order button, you will be asked to complete the following information: Cancellation Date: The date the order was cancelled. Cancellation Code: Why was the order cancelled? Credit and Rebill All: (Finance users only) This will Credit any existing invoices and bills for this order and create any applicable Cancellation Invoices and Bills. Cancellation Fees: Enter all types fees incurred and the amount for each. These fees will be produced on future cancellation invoices and bills. User s Guide: Order Processing Page 14 of 29 v7.0
Comments: Any applicable comments. Press Save once you have completed entering the information. The order will then display a red line across it stating that it was cancelled and include the date. The Cancel Order button will change to a Restore Order button. If you need to restore this order at a later date, you may do so using this button. You will be brought to the Cancellation screen. Make any necessary adjustments and press Save. Print This will open a new window and create a printable view of the list order view screen. Place Order This button will appear in the Order Date field, just below the List Name. Select this button to enter the Order Edit screen and record the date the order was placed. See the Placing Your Order section for more details. Add Shipment Info This button will appear in 2 places, 1) at the top of the screen and 2) just above the Contacts section, of orders that have been placed but not shipped. Select this button to enter the Order Edit screen and enter the shipment details. See the Adding Shipment Info section for more details. Add Processing Info This button will appear above the Contacts section on shipped orders. Use this button to enter any adjustments (computer verification) to the shipped quantity. See the Adding Processing Info section for more details. Add Results Info This button will appear above the Contacts section on processed orders. Use this button to enter the results of the marketing campaign utilizing this list. See the Adding Results Info section for more details. Contacts Contacts identified in the order will automatically display in this section. You may add additional contacts for this order by pressing the New Contact button. Displaying contacts for this order will help you easily identify the appropriate contacts for the order. Documents You may upload documents related to this order for easy future reference. Documents may include samples, agreements, and other related material. You may upload any type of file to this section. You may also associate web sites and the Brokerage Order form. Press the New Document button Enter a descriptive name. This is how it will display on the order. Select what type of item you would like to associate: Form, File, or Web Page. User s Guide: Order Processing Page 15 of 29 v7.0
Form When you select Form, it will attach a copy of the Form you choose to the order. Select the Form you wish to attach by selecting it from the drop down menu. Press Save to save your selection. The form will be displayed in the Documents section of the order. You will automatically be brought to the Order Form report. From here you can Delete, Send, or choose from HTML or PDF Print versions. The Delete button will delete the Order Form from the Documents section of the order. However, you can always add it again, and the Order Form will still be accessible from the --- Choose A Report--- menu in the order. The Send button allows you to send the Order Form by email to any recipient. Enter the email address of the desired recipient and change any other pre-populated information if needed. When completed, press the Send button to send the email. User s Guide: Order Processing Page 16 of 29 v7.0
The HTML Print and PDF Print buttons will display the Order Form in their respective formats. Note that you will need Adobe Reader to see the PDF version. The HTML version will use your web browser and should be accessible by all users. Either option will produce a format good for printing or emailing. File If you select File, you will need to tell it what file you wish to upload. The easiest way is by pressing the Browse button. This will allow you to select a file on your computer or network. Once you find the file you wish to upload, click on it and press the Open button. Press Save when you are done. The file will be attached to the order in the Documents section. Web Selecting the web option associates a web address with the order. Type in the web address you wish to associate and press the Save button. Finance The Finance section will display invoices and bills generated for this order. These can be generated by selecting the desired action from the Choose an Action: drop down list at the top of the section. Details can be viewed by clicking on the individual finance item. Rebill series can be identified by a + symbol appearing to the left of a finance item. To view credits or previously re-billed items, check the Show Details box at the top of the section. For more information on Invoicing, Billing, and Payments please refer to the NextMark Finance Guide. Open Activities View all open tasks and meetings associated with this order. You may also create new tasks and meetings. For more information creating and managing tasks, please refer to the Activity Management section of the NextMark Contact Management Guide. History View details of changes made to this order, recorded communication, and completed activities. Use Log A Call to record new communication you wish to document, such as an email or phone conversation. The Log A Call button will open a new task with a status of Completed. For more information, please refer to the Activity Management section of the NextMark Contact Management Guide. Order Reports We offer a number of standard reports you would use for a typical order. When you are viewing the order, these reports are located in the Choose A Report menu on the top right side of the order. After running the report you want, use the File menu to Save As, Print, or Send Page by Email. You may choose from the following reports: All Orders Count Request Request counts directly from the manager. Clearance Request necessary approvals from the manager. User s Guide: Order Processing Page 17 of 29 v7.0
Count Spreadsheet Produces a list order count report. Includes all applicable Processing Information after it has been entered. Client Confirmation Produces an order confirmation you can send to your client. Pro-Forma Invoice View the invoice for the client prior to creating an actual invoice. Brokerage and In-House Orders only Brokerage Order Details of order you wish to place with the manager. You may use this report to place the order. Order Approval Once you have started an order, it will allow you to record the approval status for both Internal Credit and Clearance approvals. Adding Internal Credit Information 1. From the list orders: a. Go to the list orders and press the Edit button. b. Change the Client Credit Requirement? to the appropriate status. c. Press Save. 2. From a campaign: a. Go to the campaign and press the Edit button. b. Change the Credit OK? to the appropriate status. This will affect all orders in the campaign. c. Specify the date approved. d. Press Save. The order will now display the current internal approval status. For orders requiring Prepayment, see the Advanced Finance Guide. Adding Clearance Approval Use the Clearance Request form in the Choose A Report menu or Send button to request approval from the manager. 1. Edit the list order. 2. In the section labeled Clearance, select the appropriate status from the drop down menu. 3. Specify the date. 4. Enter a Reference Number if applicable 5. Enter the contact that gave approval status. You can use the Lookup link to find contacts in your Accounts. 6. Enter any applicable approval notes. 7. Press Save The order now displays the current manager approval status. Notice that the Order Status has also changed to Approved. User s Guide: Order Processing Page 18 of 29 v7.0
Placing your Order To place your order, select an order document from the Choose A Report menu or by selecting the New Document button. The Brokerage Order form is used to send the order to the Manager. The Client Confirmation form is used to send a confirmation to the Mailer. The Place Order button allows you to record that your order has been placed. Once the order has been approved, a Place Order button will appear in the order. 1. In the list order view, press the Place Order button. This will open the list order edit screen. 2. In the right side column, the Order Date and Revised Order date fields will appear. 3. The Order Date will automatically populate today s date. Enter the date the order was placed 4. Use the Revised Date to record order revisions. 5. Press Save. The Order Status has now changed to Placed. Add Shipment Information Once the names have been shipped by the Service Bureau, you will record the details of the shipment. The Add Shipment Info button will only appear after the order has been marked as Placed. 1. In the list order view, press the Add Shipment Info button. This will open the list order edit screen and bring you to the shipment details. User s Guide: Order Processing Page 19 of 29 v7.0
2. Today s date will automatically be entered in the Ship Date box. Change, if needed, to record when the order was shipped. 3. Select a Ship Method from the drop down menu. This will automatically populate the Ship Method identified in the Order details above. 4. Enter the Account number, if applicable. This will automatically populate the Account number identified in the Order details above. 5. Enter the Tracking number, if applicable. 6. The Rental and Exchange quantities will automatically populate based on the quantities entered in the order. Modify these quantities, if needed, to reflect the number reportedly shipped. 7. The Shipped Quantity will be calculated based on the total of the Rental and Exchange Quantities. Add Processing Information The Processing Information represents the quantity of names dropped. You may enter individual quantities for reasons such as: Hygiene Drops Nixies DMA Drops Intrafile Dups Other Allowable (Custom) The quantity of usable names will automatically be calculated based on the Rental Quantity minus the total drops. 1. Press the Processing Info button. This will only display on the order after the Shipping has been entered. 2. Enter the date processing was received. 3. Enter the quantities in each applicable box 4. As the quantities are being entered, the Usable Name quantity will adjust. Once completed, the quantity of Usable Names will display. 5. Enter the quantity of Mailable Names. This may be less, but it cannot be more than the Usable Names. This represents the quantity of names after Merge/Purge has occurred. 6. Press Save when complete. Your order will now have a status of Processed. It will also display the quantity of Usable and Mailable names. In most cases, the order will now be ready for invoicing and billing. User s Guide: Order Processing Page 20 of 29 v7.0
Order Results The order results are entered once the mailing has been completed. This will help you track the successfulness of this mailing for future reference. You will be prompted to enter a number of pieces of information. Complete the information specific to your mailing type. Grade (required) Select a grade for this mailing, A: Excellent F: Failure, or Unknown. Comments Enter any applicable comments regarding the mailing. # Delivered # Opened # who Clicked # of Clicks # Responses # Orders Total Order Value Enter the total value of the order and choose the appropriate currency to your location. Non-Managed Lists Non-managed lists can be created anytime a list is missing from the NextMark data card database. This will allow brokers within your company to place this card in recommendations and place orders on the list, while giving you the ability to track it separate from your managed properties. It will also allow you to transfer control of this list to the appropriate list manager. Creating A Non-Managed List 1) Click on the Non-Managed option within the Lists menu. 2) Press the Create New Non-Managed Data Card button at the top of the screen. 3) Complete as much information about the data card as you can, until you get to the Publish tab. User s Guide: Order Processing Page 21 of 29 v7.0
4) On the Publish tab, the data card Permissions are limited to Private or Organizational. We suggest Organizational, which will allow your list brokers to view the data card. 5) Use the Lookup button to find the appropriate list manager 6) If the manager does not exist in NextMark, a. press the Request New Manager button. Complete all fields and submit the form. NextMark will get the company setup for you. You will be notified when completed. b. Select your company name from the list of available managers. This will serve as a temporary place holder until the new manager has been created. Once notified the new manager account has been created, edit the data card and select the correct manager. 7) Once you have selected a list manager you will be brought back to the Publish tab. 8) Press the Review button. 9) Once complete, press the Finish button to save your changes. Requesting Manager Take Control Once you have saved the data card, you may request the manager take control of the data card. 1) Press the Publish tab from the data card view or Edit the data card and go to the Publish tab. 2) The Request Manager Take Control option will now be available. Place a checkmark in the box. User s Guide: Order Processing Page 22 of 29 v7.0
3) Press the Review button. 4) Press the Finish button to save the data card and send the request. This will send a notification to the list manager requesting that they take control of the data card. Once they take control of the data card, you will receive an email to notify you. You will no longer have access to the data card until they publish the data card to the Professional. This will not affect orders generated from this card. In-House Orders In-House orders allow organizations providing both brokerage and management services to track both sides of the order process from a single order. These orders will contain sections to be entered by both the brokerage and the management sides of the organization. In-House Order Edit There are four sections of the order edit screen that will appear differently for an In-house order: Commissions Service Bureau Exchange Fees Instructions Commissions Service Bureau Exch. Fees Instructions Commissions: Two boxes will now appear to record commissions. The brokerage commission percent is entered under BRK COMM. Service Bureau: These fields are used by the management team. User s Guide: Order Processing Page 23 of 29 v7.0
Exchange Fees: Two lines now appear to record Exchange Fees. Any exchange fee rates, minimum amounts, or maximum amounts are entered under the Brokerage Exchange Fee. Instructions: Two instruction boxes now appear. Instructions to appear on the Client s order are entered in the Client/Manager Instructions box. Multiuse Orders (Database / Co-op / Insert Media / On-line) Adding multiuse to an order A multiuse order is identified as any List Order where Re-use is set to Limited or Unlimted. These orders will display an additional section titled Usage for entering and tracking the dates and quantities each time the list is used. This information is generally supplied by the Mailer or the Mailer s Service Bureau. Select the Edit link to edit the details of an existing usage entry. Select the Del link to delete an existing usage entry. Select the Add Usage button to create a new usage entry. The Add Usage button will open the edit usage screen. Start Date [required] Enter the start date for this usage range. This date will be used as the default mail start date when generating invoices and bills. When creating first usage, this date will default to the Mail Start Date entered in the order. Subsequent usages will default to the 1 st day of the next month End Date [required] User s Guide: Order Processing Page 24 of 30 v7.0
Enter the end date for this usage range. This date will be used as the default mail start date when generating invoices and bills. This date will default to the last day of the month represented in the Start Date. Quantity [required] Enter the quantity of names used during the entered date range. This is the value that will be used to generate invoices and bills. Client Ref Enter any reference numbers the client may have provided specific to the usage for this date range, such as Key Code. Campaigns with Multi-Use Orders A campaign may contain any combination of multiuse and non-multiuse orders. Often, campaigns are used to coordinate multiple multiuse orders for the same client and/or mailer. All orders will appear in the List section of the campaign. From the campaign view, Finance users are able to enter new usage entries for each multiuse order in the campaign and automatically generate invoices and bills. Accounts with Multi-Use Orders Multiuse list orders will appear in the List Usage section of the mailer account together with all other list orders for that mailer. User s Guide: Order Processing Page 25 of 30 v7.0
Finance users may also load new usage entries for a mailer from a separate file. Any multiuse load activity will appear in the Multi-Use Load Files section of the account view. To view the results of the system load process, click on the name of the load in the Account Multi-Use Load File section. Select the Send button to email a copy of the loaded usage report. Select PDF Print or HTML Print to print a copy of the loaded usage report. A copy of the original load file is also stored on the system. To view the original file, click on the name of the load in the Account Documents section. See the Advanced Finance Guide for details on uploading Multi-Use Load Files. Orders Batch Screen The Batch screen (Orders menu) can be used to generate documents for multiple orders at one time. The documents available for selection on the Orders Batch screen include: Clearances Count Requests Client Confirmations Manager Orders Broker Orders Service Bureau Orders Pro Forma Invoices To start, select an initial view from the drop down menu: Orders Active Brokerage Orders All Brokerage and In-House orders with a status of New, Approved, or Placed Orders Active Management Orders All Management and In-House orders with a status of New, Approved, or Placed User s Guide: Order Processing Page 26 of 30 v7.0
Orders Created Today All Orders with a Date Ordered of today Orders Credit On Hold All Orders with a credit status of On Hold Orders My Active Orders All Orders created by the current user with a status of New, Approved, or Placed Orders Need in Next 10 Days All Orders with a Date Needed by within the next 10 days Orders Pending Approval All Orders with an approval status of Pending Approval Orders Pending Clearance All Orders with a clearance status of Pending Clearance Orders Pending Credit Approval All Orders with a credit status of Pending Approval Orders Preclearance Required All Orders requiring pre-clearance with a clearance status of Pending Clearance Orders-Ready to be Placed All orders with a status of New, Pending, or Approved where the Client Credit Requirement and Clearance Status are set to either Approved or Not Required. Allows you to place/email/transmit orders in a batch process. Orders Ready to Ship All Orders with a status of Placed and no Date Shipped Orders Shipped Today All Orders with a status of Shipped and a Date Shipped of today. By default, the first 100 records that meet the view criteria will be returned. Changes to the result set can be made by adding or changing the filter criteria. User s Guide: Order Processing Page 27 of 30 v7.0
To view a different number of records on the screen, enter the number of records to be viewed in the Maximum number of records to display box and select the Refresh button. Refer to the message along the center of the screen to see the number of records returned and if more records may be available. Filter criteria may also be added or edited. Printing You may print any forms in batch for selected orders. Choose the appropriate orders by placing a checkmark in the boxes. From the Choose A Print Version menu, select the form you wish to print for these orders. The form will open in a separate window. Emailing You may email any forms in batch for selected orders. Choose the appropriate orders by placing a checkmark in the boxes. From the Choose A Version to Send menu, select the form you wish to email for these orders. When emails are sent, they will record a Logged Call in the History section of the order indicating what was sent and to whom. Once you have selected the form you want to send, you will be brought to the send screen. User s Guide: Order Processing Page 28 of 30 v7.0
The left hand column identifies the email To, CC, and BCC addresses. The To field will be automatically populated with the email address of the Contact identified in the order. If not available, this field will be blank. You can use the Lookup icon to find the appropriate contact, or you may manually type the email address. When you manually enter an email address, it will attempt to find this address in the Contacts. If it finds a Contact with this email address, it will associate the Logged Call to this contact automatically. The middle column identifies the subject, which will be automatically populated. You may change this text as needed. The Attachment will identify the file being attached. You may click on the link below the attachment to view the attachment being sent. It will open in a second window. The last column is the Body of the text in the email being sent. Enter the email message you wish to send the recipient. The Save a copy for all orders option will be selected automatically. This will save a copy of the form sent to that order for future reference. Deselecting this option will remove the selection from all orders. Each email will also provide an option to Save A Copy With The Order. By selecting this for an individual order, it will apply only to that order. Placing Orders in Batch You can place many orders at once, instead of individually. This process will allow you to email, electronically transmit, and/or record the date ordered. User s Guide: Order Processing Page 29 of 30 v7.0
Using the Orders-Ready to be Placed view, you can select multiple orders to be placed at one time. You can select Brokerage and Management Orders at the same time and the system will use the appropriate order form. Once the orders are selected, press the Place/Transmit Order button. You will then have the option to select how you would like to place the order. All options will record the Order Date with today s date and change the Status to Placed. DMAX and Email options will also record the transaction as a Logged Call in the History section of the applicable orders. DMAX Use this option to electronically transmit to the order to the manager. This option will only be available if this is a brokerage order and the manager uses the NextMark Order Processing System. User s Guide: Order Processing Page 30 of 30 v7.0
The Hide Mailer in Transmit option will prevent the Mailer Account Name and Contact from being sent to the list manager. The Save copy of DMAX transmission with order option is automatically selected and is read-only. It indicates that a copy of the electronic PO message will be automatically provided in the Documents section of the order. E-mail Use this option to email the order form to the appropriate contact. It works like other batch emailing in NextMark. The recipient s email address will automatically populate from the contact information in the order, the subject and attachments will automatically be populated as well. You simply need to enter the Email Body. The Save a copy with the order option, when checked, will save a copy of the form sent in the Documents section of the Order. Do not email or transmit, just mark as placed Use this option if you have already placed the orders through other means, but need to just enter the Order Date. This will record today s date in the Order Date field and change the status of the order to Placed. Once you have selected the appropriate options, press the Place/Transmit button. A status of each order will display to ensure all orders were successfully placed, and will clearly indicate when they have not been successful. User s Guide: Order Processing Page 31 of 30 v7.0