Miscellaneous Bookings

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 the booking requires artwork, track the artwork status on the artwork screen.

 

1 - How to add miscellanous issues 

2 - How to create a miscellaneous sales item

3 - Creating a miscellaneous booking – to be included in the publication total

4 - Creating a miscellaneous booking – to be included in the miscellaneous total

5 - Creating a miscellaneous booking - for digital services

6 - Adding notes/attachments to a miscellaneous booking

7 - Where can I find my miscellaneous bookings?

 

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 book items in monthly.  The example below shows issues being added for March & May as the main publications are bi monthly.

2023-10-03 16 31 54 misc booking inbetween months.png

 

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.

NEW FEATURE

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.

2023-09-29 12 25 20 Misc sales item requires artwork.png

  • 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.

2023-10-02 15 51 54 Artwork Screen.png

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 settings for the miscellaneous sales item being booked must have 'Include in Publication Total' enabled.  

2023-09-12 14 43 13 new misc design fee.png

 

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.

2023-09-29 16 43 49 Misc Booking select.png

 

Once saved the artwork charges booking will appear as below on the client’s Miscellaneous Tab.

2023-09-12 14 57 27 new misc booking complete.png

 

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.

2023-09-27 10 03 37 Misc Booking Booking screen.png

The sales are included within the publication totals on the home page dashboard.

2023-09-29 19 20 03.png

 

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.

2023-09-29 16 49 08 Misc Booking 6 months.png

 

Choose 'Leaflet Design' from the dropdown > Add a description (optional) and price > Click Save Booking.

See notes below to add a Note/Attachment.

2023-09-29 19 06 31.png

Once saved the Leaflet Design booking will appear as below on the client’s Miscellaneous Tab.

2023-09-29 19 09 26.png

How the booking appears on the booking screen

2023-09-29 19 11 48.png

The sales are included within the Miscellaneous total on the home page dashboard.

2023-09-29 19 15 33.png

 

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.

2023-09-29 18 39 12.png

Choose the item from the dropdown > Add a description (optional) and price > Click Save Booking.

2023-09-29 18 36 35.png

Once saved the booking will appear as below on the client’s Miscellaneous Tab.

2023-09-29 18 32 02.png

 

 

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.

Misc add a note 1.pngMisc add a note 2.png

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.

2023-09-12 14 52 44 New Misc Upload notes attachments.png

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.

2023-09-12 15 54 25 new misc attachements display.png

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.

2023-09-29 17 28 47 misc booking notes attachment green.png

 

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'.

2023-09-12 14 57 27 new misc booking complete.png

2023-09-12 16 59 07 new misc bookings.png

 

As the Sidebar Banner is booked under miscellaneous, it will appear under ‘Miscellaneous’.

2023-09-29 17 56 10 Misc booking.png

 

2023-09-12 17 00 19 new misc bookings.png

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.

 

2023-09-12 14 57 27 new misc booking complete.png 2023-09-29 18 16 52.png

If the 'Include in Publication Total' is NOT enabled, the value would appear under Miscellaneous, as below.

2023-09-29 18 21 25.png

 

Miscellaneous items not assigned to a publication will appear under Miscellaneous. 

2023-09-12 16 35 27 new misc sidebar booking.png

 

In the example below the Sidebar Banner bookings are displayed when Miscellaneous is selected from publications and July to December are selected from Issues.

2023-09-12 16 39 17 New misc Home Screen Misc Booking.png

 

 

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