|
How
to Use the
Operational Control Record (OCR)
click
here to see the video
(video could take moment to
load)
|
|
The Operational Control
Record (OCR) is what sets your defaults and lets you customize Book-It
2000. It is the place that stores your company information and
security settings. It is a vital piece of Book-It 2000.
|
|
|
| 1. |
Go to Utility |
| 2. |
Click on Operational Control
Record |
|
|
| 3. |
Click on the tab you need to
change the settings on. If you are new to the system please fill
out your main information. To understand each tab click on the
category. |
|
Main OCR
Agency
Artists
Organizations
Producers
Venue
Contract
Security |
|
|
|
|
|
|
|
|
|
Main
OCR |
|
|
| 1. |
Company Name. -- Your Company name. |
| 2. |
Telephone. -- Your telephone number |
| 3. |
Address 1. -- Your main street address or PO BOX number |
| 4. |
Address 2. -- Your second address such as a suite number |
| 5. |
City. -- Your city. |
| 6. |
State/Region. -- Your state or region. |
| 7. |
Country. -- Your 3 digit country id such as a USA for United States
of America or GER for Germany. |
| 8. |
Fax Number. -- Your fax number. |
| 9. |
Default Email Address. -- This is the email address that most
people use like info@yourbusiness.com
or support@yourbusiness.com. |
| 10. |
Contact First and Last Name. -- The name of the main contact at
your business. |
| 11. |
Mail Servers: Incoming & Outgoing Mail Server. -- For
steps on how to find this click here. |
| 12. |
Account Name (Login Name). -- The account name can be for the login id
for the default email address or it can be anyone's login id who is using the
system. |
| 13. |
Password. -- This is the password for the account name or the login id. |
| 14. |
Date Format. -- Depending on what country you are in you can change the
default settings of the date here |
|
|
|
Agency |
|
|
| 1. |
Status. -- Place in here the status that you wish to default
whenever you add an agency. A = Active. L = List |
| 2. |
Category. -- Place the two digit id of the category that you use
most often. |
| 3. |
Automatically Add GL Account for new agencies. -- Enter a Y for Yes
or a N for No. |
| 4. |
Days to close Agency. -- This value represents the number of days that are to lapse between the time that an
agency goes from an ‘I’ status to a ‘C’ status. (refer to Status Processing - XXX ) for more information. |
|
|
|
Artist |
|
|
| 1. |
Status. -- Status code that you want to default when adding a new artist. Values are
L= List Only
A =Active |
| 2. |
R/A Responsible Agent. -- What agent’s initials should default when a new venue is added (i.e. during auto-add). |
| 3. |
Category. -- The category defaulted for new artists. Normally this default represents the type artist that your agency is most likely to represent. |
| 4. |
EX/N
Valid values are:
E=Exclusive
N=Non-exclusive
R= Referral only
‘ ‘=blank. |
| 5. |
Agency Default. -- value that should be assigned to artists, if represented by another agency. It should be noted that the other agency should already be set-up, prior to using the number. |
| 6. |
Entertainment Type. -- Another way to define what type of artist. It should be noted that this field and values should be used consistently across all databases. |
| 7. |
Pay Per Week Amount. -- of monies that the artists receive on a weekly basis. It should be noted that some agencies change the meaning of the Pay-Per Week values to Pay-Per Hour (for instance.) |
| 8. |
Pay Per Day Amount. -- of monies that the artists receive on a daily basis. It should be noted that some agencies change the meaning of the Pay-Per Week values to Pay-Per Hour (for instance.) |
| 9. |
Rooms. -- Information about rooms or specific lodging requirements. |
| 10. |
Auto-Group Email. -- If you wish to send contracts and emails to everyone in
the group you can do so now by placing a Y for Yes in this field. |
| 11. |
Use Notes as Contract Defaults. -- If the value of this field is set to ‘Y’, then the information that is
in each of the “Notes” sections of the Venues, will default into contracts when the associated Venue is used. |
|
|
|
Organization |
|
|
| 1. |
Status. -- Status code that you want to default when adding a new
organization. Values are
L= List Only
A =Active |
| 2. |
R/A Responsible Agent. -- What agent’s initials should default when a new
organization is added (i.e. during auto-add). |
| 3. |
Category. -- The category defaulted for new artists. Normally this default represents the type
of organization that your agency is most likely to represent. |
| 4. |
Entertainment Type. -- The entertainment type defaulted for new artists. Normally this default represents the type
of organization that your agency is most likely to represent. |
| 5. |
Day to Close. -- This value represents the number of days that are to lapse between the time that an
organization goes from an ‘I’ status to a ‘C’ status. (refer to Status Processing - XXX ) for more information. |
|
|
|
|
|
Producers |
|
|
| 1. |
Status. -- Status code that you want to default when adding a new
producer/promoter. Values are
L= List Only
A =Active |
| 2. |
R/A Responsible Agent. -- What agent’s initials should default when a new
organization is added (i.e. during auto-add). |
| 3. |
Category. -- The category defaulted for new
producer/promoter. Normally this default represents the type of
producer/promoter that your agency is most likely to conduct business with. |
| 4. |
Entertainment Type. -- The category defaulted for new
producer/promoter. Normally this default represents the type of
producer/promoter that your agency is most likely to conduct business with. |
| 5. |
Day to Close. -- This value represents the number of days that are to lapse between the time that a
promoter/producer goes from an ‘I’ status to a ‘C’ status. (refer to Status Processing - XXX ) for more information. |
|
|
|
Venue |
|
|
| 1. |
Status Code. --
that you want to default when adding a new venue. Values are
L= List Only
A =Active |
| 2. |
Class. -- What type of Class value should be defaulted. Please refer to Other Considerations in the previous paragraph on how this and other values might be used. |
| 3. |
R/A Responsible Agent. -- What agent’s initials should default when a new venue is added (i.e. during auto-add). |
| 4. |
Hours. -- Default hours or time period usually set for the artists to
perform. |
| 5. |
Sets. -- ___/ ____ Number of sets and length of sets. For example, 2 / 90 would represent two ninety minute sets. |
| 6. |
Capacity. -- Capacity of venue. |
| 7. |
Contract Rider. -- Does the Venue carry a contract rider (i.e. Radius clause). This is the value that defaults into each venue that is added. |
| 8. |
Use Notes as Contract Defaults. -- If the value of this field is set to ‘Y’, then the information that is
in each of the “Notes” sections of the Venues, will default into contracts when the associated Venue is used. |
| 9. |
Day to Close Clubs. -- This value represents the number of days that are to lapse between the time that a club goes
from an ‘I’ status to a ‘C’ status. (refer to Status Processing - XXX ) for more information. |
|
|
|
Contract |
|
|
| 1.
|
Status. -- Do you
usually create Offers [O] more than you create Active [A]
contracts? Whatever sort of status you usually do can be entered
here and when you go to add contracts that status will default.
Valid Options:
O = Offer
H = Hold
B = Blocked
A = Active
P = Pending |
| 2.
|
Days to Release Holds.
-- The Begin-of-Day will use the number of days in this field to
determine when to purge Holds from the database. If you do not want the
Begin-of-Day to purge, set the number of days to 999. Most Hold date
will come and go before the 999 days pass. The User can then manually
delete Holds when necessary. Also note that the Begin-of-Day will delete
Holds and Blocks when the dates for each record have passed, regardless
of the number of days input in this field. The Begin-of-Day will print
an Exception report that consists of all past due contracts. |
| 3.
|
Days to Change Offers to
Quotes. -- During the Begin of Day process statuses are changed
based on certain information. If a contract has already paid, but
the money hasn't come in the system will automatically change it to a
U. If the money had been paid then it would change it to a D for
Done. This allows you to tell the system when you want your Offers
to be changed to Quotes. |
| 4.
|
Contracts Due [S]ent/[E]ngmnt.
-- Valid responses are S or E for the first field and the number of
days, in this case 30, for the second field. If the response is S, the
Begin-of-Day will consider contracts past due based on the number of
days after the contract was sent out. If the response is E, the
Begin-of-Day will consider a contract past due based on the number of
days prior to the engagement. |
| 5.
|
Tax Option [Y/N].
- Valid responses are Yes or No. Set the flag to Y if taxes are to
be included in the commission percentage. |
| 6.
|
Tax Percentage. --
Input the percentage for the tax in your area. The system will
automatically calculate the tax using the commission amount. The amount
designated for tax with the be added to the commission amount due.
Example: I have a guarantee of $
1200.00. My commission is 10% (.10), which calculates to be $ 120.00.
The tax rate for my area is (.05). Multiply the tax rate (.05) and the
commission amount (120.00) to equal $ 6.00 for the tax. The total amount
due to me is $126.00. |
| 7.
|
Use Deposits to Offset
Commission? -- This goes to the G/L Key Entries. When you
enter money you can choose what the money was for. This allows you
to use any deposits amounts to pay for the commission as well. |
| 8.
|
Use Deposits to Pay
Expenses. -- This is for the G/L Key Entries. If you would
like to let the system pay for the Expenses with the deposit amounts
that you enter. |
| 9.
|
Process by Start Date [S]
or End Date [E]. -- When the Begin of Day processes it can process a
contract either by the start date or the end date. Depending on
what date you use can determine what will print in daily reports. |
| 10.
|
Cost Per Cancelled
Contract. -- If you charge a fee for any cancelled contract you can
put the amount in here and when you run reports it will show it as money
due. |
| 11.
|
Default Venue to
Purchaser. -- When you are adding a contract you can have all of the
venue information default into the purchaser field and tab. |
|
-- Contract
Defaults When Adding New Records -- |
| 12.
|
Commission Perc. --
Input the most commonly used percentage rate for commissions. Use the
decimal in the first position. (For example, to input seven and one half
percent, put .075). |
| 13.
|
RA Initials. -- A
generic set of responsible agent initials is input here and will default
to contracts during the add routine. However, it is recommended that
each agent use his or her own initials for contracts so that specific
profitability reports can be printed for each agent. |
| 14.
|
Arrival Time. --
Input a default arrival time. The time in this field will default to a
contract during the add routine. |
| 15.
|
Agency Split. -- The
valid responses are Y or N. This field will default to a contract during
the add routine. |
| 16.
|
Type. -- Do you have
a type of contract you usually do like NC for Night Club or PV for
Private Party? You can enter the usual type here and have it
default when you add the new contract. If you don't have one you
can leave this blank. |
| 17.
|
Responsible Source for
Commission. -- The valid responses are B (Band or Artist) or M
(Manager or Agency). |
| 18.
|
Daily Status Reports.
-- These are the reports that will print after you have used the Begin
of Day. |
| 19.
|
Print Pending Contracts
on Exit. -- Would you like to print those contracts that are set to
go out when you exit the program? By placing a Y here any contract
with a status of P will print when you exit the program. |
|
--- Payment Methods -- |
| 20.
|
Payment Methods. --
These are your standard payment methods. You can have up to 35 of
them. It can only take one digit so once you've gone 0-9 you can
start using letters. When you add the contract there is a place to
do a Cntrl^D and choose the correct Payment Method. |
