The notes below cover how to create a miscellaneous sales item and how to make a miscellaneous booking. The latest features allow you to add files, make notes and if it requires artwork, track it's status on the artwork screen.
When you try to make your first booking after the update you may see this error message:
This issue is your computer is trying to display the page from it's cache memory. To resolve this open the client record at the miscellaneous booking page, as below:
On a PC pres Ctrl and then click the browser reload button or press Ctrl & F5.
On a mac using the Chrome web browser hold down command and shift and then press R or hold down shift and press the browser reload button.
On a mac using Safari follow the tutorial here.
Also Follow the steps above if you are trying to access an existing miscellaneous booking and it's taking you to the client page.
1 - How to add miscellanous issues
The Miscellaneous issues are automatically created when new issues are added to your publications. If your publication frequency is anything other than monthly, you will need to create a Miscellaneous issue for those inbetween months if you you plan to booking items in monthly. The example below shows issues being added for March & May as the main publications are bi monthly.
2 - How to create a miscellaneous sales item
Before you can make a miscellaneous booking you first need to set up a miscelleanous sales item.
Go to the main settings page > Under Publications & Bookings > Select Miscellaneous Sales Item > Select New Item> Enter a Name for the item > Add Description if required > Enter Default Price > Choose Account code & Inventory Code if you have Account Codes enabled and are connected to a third party accounts package > Check the Include in Publication Total if you want the sales value to be included with the the publication totals on the home page dashboard, or leave it blank to have the sales value included in the Miscellaneous total > Check the Enabled box to allow bookings for the item > Click Save.
Note: Include in Publication Total check box - when switched on the sales value will be included in the publication total, when left blank the sales value will be included in the miscellaneous total on the home page dashboard.
If the Miscellaneous Sales Item requires artwork eg a Social Media Post. You can enable the 'Requires Artwork' setting - this allows the item to be tracked on the 'Artwork' screen along with all other artwork.
- Miscellaneous Item Name
- Description (optional)
- Default Price (optional)
- Vat Exempt (tick if item is exempt from VAT)
- Requires Artwork - (select if you want to be able to track the artwork on the Artwork screen)
- Is Leaflet - (for future development)
- Account Code (REQUIRED IF YOU USE ACCOUNT CODES WITH YOUR ACCOUNTS PACKAGE)
- Inventory Code (optional if you use inventory codes with your accounts package)
- Include in Publication Total (If left blank the sales value will be included in Miscellaneous total on the home page, tick the box to include the sales value in the publication total)
- Web Listing (optional)
- Make sure the enabled box is ticked (checked)
Example of how a miscellaneous booking for social ads with the 'Requires Artwork' setting on appears on the 'Artwork' Screen.
If the 'Requires Artwork' setting is off, the entry would not show up on the 'Artwork' screen.
3 - Creating a miscellaneous booking –
to be included in the publication total
Miscellaneous bookings are added in a similar way to advert/content bookings.
Example: Advert Design Charge - set to include in publication total.
From the client record > Select Bookings > Select Miscellaneous > Select the issues corresponding with the publication name & issue > Click Complete Booking.
NOTE: The miscellaneous sales item being booked must be set 'Include in Publication Total' enabled.
Choose 'Artwork Charge' from the dropdown menu > Add a description (optional) & price > Add a Purchase Order number if required > Click Save Booking.
See notes below to add a Note/Attachment.
Once saved the artwork charges booking will appear as below on the client’s Miscellaneous Tab.
To see how the bookings are displayed on the Bookings Screen - Go to the Bookings screen, accessed via the top navigation bar. Select the publication & issues you wish to view from the sidebar.
The sales are included within the publication totals on the home page dashboard.
4 - Creating a miscellaneous booking –
to be included in the miscellaneous total
Example: Leaflet Design booking for 6 months, October – March.
From the client record > Select Bookings > Select Miscellaneous > Select the issues corresponding with the Miscellaneous Row > Click Complete Booking.
Choose 'Leaflet Design' from the dropdown > Add a description (optional) and price > Click Save Booking.
See notes below to add a Note/Attachment.
Once saved the Leaflet Design booking will appear as below on the client’s Miscellaneous Tab.
How the booking appears on the booking screen
The sales are included within the Miscellaneous total on the home page dashboard.
5 - Creating a miscellaneous booking - for digital services
Digital services that do not require space on the flatplan, can be set up as miscellaneous sales items.
Services such as website banners, social ads, newsletter ads & marketing packages. A separate publication can be set up to manage these and providing the items have 'Include in publication total' enabled the sales will appear together under the publication name.
From the client record > Select Bookings > Select Miscellaneous > Select the issues corresponding with the publication > Click Complete Booking.
Choose the item from the dropdown > Add a description (optional) and price > Click Save Booking.
Once saved the booking will appear as below on the client’s Miscellaneous Tab.
6 - Adding notes/attachments to a miscellaneous booking
Reopen the booking by clicking on the blue box > Click the gold or green ‘Notes/Attachment’ button.
Gold - indicates the item does not have requires artwork setting switched on, it will only turn green if you add notes or files to the booking.
Green - indicates the item has the required artwork setting switched on and is trackable on the Artwork screen.
To upload an attachment, click on the box under ‘Attachments’ and select your file or drag and drop the file to upload it > Add any relevant notes in the text box to the right > Update the Status as required> Click save to update.
If multiple pieces of artwork are attached, clicking on one will highlight all the files uploaded at that time, the note entry will be highlighted to the right and the details appear in the text box along with links to download the files at the bottom.
When viewing the ‘Notes/Attachment Details’. Clicking on the ‘Attachments’ header bar will reorder the columns by either Name, Date or Uploaded By.
When you reopen the booking, the ‘Notes/Attachments’ button will appear green if the item booked has the 'Requires Artwork' setting enabled. It will also appear green if you have uploaded files or added a note when the 'Requires Artwork' setting is disabled.
7 - Where can I find my miscellaneous bookings?
On the bookings screen
Go to the Bookings screen, accessed via the top navigation bar and you will see a list of your Publications & issues on the left-hand side. Select the publication & issues you wish to view the bookings for.
As the Artwork Charges are booked under a publication and issue, they will appear when that publication & issue are selected and will not appear under 'Miscellaneous'.
As the Sidebar Banner is booked under miscellaneous, it will appear under ‘Miscellaneous’.
TIP: Use the Search box on the bookings screen to easily locate your miscellaneous booking by type.
On the home page dashboard
Miscellaneous items booked into a publication & issue are included within the publication totals. Provided the miscellaneous sales item setting has 'Include in Publication Total' enabled.
If the 'Include in Publication Total' is NOT enabled, the value would appear under Miscellaneous, as below.
Miscellaneous items not assigned to a publication will appear under Miscellaneous.
In the example below the Sidebar Banner bookings are displayed when Miscellaneous is selected from publications and July to December are selected from Issues.