Neural LogDocumentation
Documentation/Setup and tools
Setup and tools

Manage Reference Data: Reps, Agencies, Products and Sources

Maintain account representatives, agencies, avail types, product codes, revenue sources, revenue types, voice talent and sales goals in Neural Log Setup.

Reference data defines the codes, names and rules you apply to traffic and billing records. Keeping this data accurate ensures consistent entry across orders, invoices and reports. This page covers Setup lists for Account Reps, Agencies, Avail Types, Product Codes, Revenue Sources, Revenue Types, Voice Talent and Account Rep Sales Goals.

Before you start#

  • You need a role that grants the appropriate read, create, edit and delete permissions for each reference table.
  • Administrative setup functions are configured in Setup > Administrator Controls > Users and Passwords.
  • Many types protect used records from deletion. In those cases, mark the record Inactive instead.

Account Reps#

Account Representatives are the salespeople, traffic staff and national reps who own customers and orders.

Open Account Reps#

1

Step 1#

Select Setup > Account Reps.

2

Step 2#

The list shows each representative's Name, Email and default commissions.

Edit a representative#

1

Step 1#

Select a representative to open the detail.

2

Step 2#

Edit the fields:

Field Meaning
Name Representative name.
Email Contact email.
IsInactive When checked, the rep is inactive but retained for historical records.
DefaultDirectCommissionPercent Default commission on direct business.
DefaultAgencyCommissionPercent Default commission on agency business.
DefaultTradeCommissionPercent Default commission on trade business.
ExternalAccountingCode Code used for accounting integration (for example, QuickBooks mapping).

Monthly Goals#

To set monthly sales goals for a representative, select the representative and click Monthly Goals. A popup shows a station selector, year and twelve month fields arranged in four quarter columns. Quarter and annual totals are calculated automatically.

  • Choose a Station and enter a year, then click Load saved goals.
  • Enter decimal amounts for each month. Configured zero stays zero; blank stays unconfigured.
  • Save goals stores only changed or newly configured months.
  • Cancel discards the draft without modifying the representative record.

Goal Totals#

Click Goal Totals on a representative list or detail to open a read-only grouped view. The display shows station details followed by representative subtotals, or the reverse grouping depending on context. This view uses the saved accessible goal data only.

Delete a representative#

The Delete action performs a checked deletion. If the representative is referenced by customers, orders, agencies, invoices, prepayments, monthly goals or application users, deletion is refused. Referenced records are retained; mark the representative Inactive instead. Unused representatives are soft-deleted and retain their historical references.

Accounts list#

Click Accounts to view the customers assigned to the representative. You can open existing accounts or create new ones from this popup. New customers created here automatically inherit the representative owner.

Agencies#

Agencies represent the advertising agencies that place business on behalf of advertisers.

Open Agencies#

1

Step 1#

Select Setup > Agencies.

2

Step 2#

Use the Sort List By action to change the sort order (Name or another supported field).

Edit an agency#

1

Step 1#

Select an agency to open its detail.

2

Step 2#

Review the tabs:

  • Agency Information: address, telephone, fax and other contact fields.
  • Agency Memo / Notes: free-form notes about the agency.
  • New Sponsor Default Values: default values applied to new customers created for this agency (billing cycle, invoice type, delivery method, credit limit, etc.).

Apply defaults to existing accounts#

If you change an agency's default values, you can apply selected fields to its existing assigned customers:

1

Step 1#

Save the agency detail first.

2

Step 2#

Click Apply (available when the agency is clean and saved).

3

Step 3#

Select the fields you want to push. Blank source defaults can be skipped or explicitly chosen to overwrite blank target values.

4

Step 4#

Preview the list of affected customers and proposed changes.

5

Step 5#

Confirm to update the accounts. The update runs in a single secured batch; if any account is stale, the entire batch is refused.

Agency accounts#

Click Accounts to view customers tied to the agency. New customers created here inherit the agency automatically.

Delete an agency#

Checked deletion is enforced. Agencies referenced by customers or invoices are retained. Unused agencies are soft-deleted. Mark an active agency Inactive if you need to prevent new assignments without removing history.

Click Print to generate a saved PDF/CSV of the current agency list or detail.

Avail Types#

Avail Types describe the commercial inventory slots available on a log (for example, Break, Billboard).

Open Avail Types#

1

Step 1#

Select Setup > Avail Types.

2

Step 2#

The list shows ID, Description and a sort selector.

Edit, delete and print#

  • Open an avail type to edit its Description. The ID is protected after creation.
  • Delete is checked: referenced types are retained.
  • Print generates a saved PDF/CSV of the list or detail.

Product Codes#

Product Codes (also called Product Categories) classify the advertising being placed and control separation rules that prevent similar spots from running too close together.

Open Product Codes#

1

Step 1#

Select Setup > Product Codes.

2

Step 2#

The list shows ID, Description and Protection.

Protection options#

When you open a product code, the Protection Type field controls how the scheduler separates spots with the same code:

Choice Meaning
1 per Break Only one spot of this code per commercial break.
No Back-Back Prevents back-to-back placement of this code.
1 Minute through 28 Minutes Minimum minute spacing between spots of this code. Values up to 28 are predefined. Existing stored values outside this range (for example, 30 or 60 Minutes) are retained.

Delete and print#

  • Checked Delete protects product codes referenced by orders or copy.
  • Print generates PDF/CSV output.

Revenue Sources#

Revenue Sources classify where revenue originates (for example, Direct, Agency, National).

Open Revenue Sources#

1

Step 1#

Select Setup > Revenue Sources.

2

Step 2#

The list shows Code, Name and other fields.

New records automatically initialize Category to RevenueSource and link to the current RadioGroup. Built-in revenue sources (such as LA) are protected from editing.

Revenue Types#

Revenue Types further classify billing entries. They also determine whether charges post to Accounts Receivable and export to external accounting.

Open Revenue Types#

1

Step 1#

Select Setup > Revenue Types.

2

Step 2#

The list shows ID, Description, Post Invoiced Charges to AR and Export to QuickBooks.

System types (such as Cash) may be protected. Open a type to review or edit its posting and export flags.

Voice Talent#

Voice Talent records store voice actors, announcers and other production personnel.

Open Voice Talent#

1

Step 1#

Select Setup > Voice Talent.

2

Step 2#

The list shows Code, Name and related fields.

Delete#

Checked deletion is enforced. Voice talent referenced by copy or broadcast events is retained. Unused records are soft-deleted with every non-audit field preserved.

Account Rep Sales Goals#

Goals are entered per representative per station per year and can be reviewed through the Monthly Goals and Goal Totals actions described above.

Editing, totals and hierarchy#

  • Monthly Goals lets administrators edit saved goals for a selected station and year.
  • Goal Totals shows grouped read-only subtotals by representative and station.
  • When unresolved import amounts or null years exist, the scope is refused to prevent mixing imported and manually entered data.

Save and cancel behavior#

  • Save stores the current record.
  • Cancel discards unsaved edits.
  • In most setup editors, dirty parent drafts block checked-deletion and mass-update actions until you save or cancel.
  • Stale-context errors may occur if the record was changed by another user. Refresh and reopen the record before retrying.
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