BCC enterprise overview. Version 1.0

Transcription

1 BCC enterprise overview Version 1.0

2 Introducing a fully integrated solution tailored to your industry Designed specifically for businesses in the advertising, marketing and related industries, BCC enterprise is so much more than just an accounting system. It s a fully integrated solution that combines the production, media, timesheet, traffic and accounting functions of a business, conveniently into the one software package. The BCC AdSystems solution BCC enterprise is one of a suite of three products provided by BCC AdSystems. Each solution is fully integrated with the others and importantly, is also integrated with your current business technology. All the necessary software functions are part of your solution saving you time and effort. Our staff has extensive industry experience which leads to faster and more valuable training, installations and ongoing support. We are continually developing the BCC enterprise system based on feedback and suggestions received from our clients. 1

3 User Interface Many different people, in many different types of jobs, use BCC enterprise. From Account Executives, who may spend an hour a week opening jobs and completing estimates, through to those working in the Finance department, who could use every part of the system, every day. That s why we've made BCC enterprise simple and customisable through what we call the grid - a clever and adaptable way of viewing and controlling information (in a similar way to Microsoft s Outlook). Understanding the Grid Think of the grid as a way of displaying the information in each area of BCC enterprise the way you need to view it. Each type of document in the system - jobs, estimates, invoices - has its own grid and each grid can be set-up to show the exact information you need. For instance, an account executive needs to look at jobs differently to someone working in finance. All document screens are similar, creating a faster learning environment for all employees. Each user can modify the various grids to suit their own requirements such as: Sorting: Occurs automatically by clicking on a column. Filtering: Enables you to specify what information to hide on any column in the grid. A filter can be created on single or multiple records within a column or even conditional arguments such as greater/less than, equal to or between. Grouping: The grid can be grouped by one or more fields allowing you to summarise information on the group(s). You can then expand the appropriate group to get to the individual record you want. 2

4 Adding/Hiding: Columns can be added or hidden on any grid, through simple right mouse button functionality. Rename Columns: Subject to your access rights, columns can be named to suit your business. The renamed columns will also carry over to the details on screen and reports. For instance, if your business already uses the term Brand instead of Product you can rename this field and continue to use your existing terminology rather than having to adapt to the system s terminology. Import or Export Information to Microsoft Excel: You can even create Custom Exports that save the layout of the columns in the grid so your export to Excel can consistently appear in your chosen layouts. This is a simple way of creating your own reports. You can also import records from an excel spreadsheet into any part of BCC enterprise. Common examples of this include long, monthly supplier invoices such as cab charges or courier bills that may already be supplied to you in an electronic format. 3

5 Dynamic Reporting: Allows you to determine the way you group, filter and sort data. Each report will display the information according to the way you have set-up the grid. This gives you more flexibility in creating your reports than a traditional report dialog box with a set number of options. Exporting Reports: Every report can be exported in a number of different formats, including Excel, Adobe Acrobat PDF, Word or plain text. Once exported it can be sent to a destination on your server or saved to a hard disk. One popular distribution method is to directly clients with an Adobe pdf file of a document such as a production estimate. Templates: Provide a way of creating documents quickly and easily through duplication. Whether it s a standing monthly journal entry or an estimate format, templates allow you to save as little or as much information as you like. Templates are available in all areas of BCC enterprise. Customising Menus: Enables you to limit employee access. Many employees only need to use a small part of the system, so you can customise their menu based on their access rights. The system will only display the accessible menus. The menus can be renamed or resorted to best suit the way your business uses the software. 4

6 Production Functions Costing, managing and tracking your work What makes BCC enterprise different from other accounting software packages is its advanced job costing features and its treatment of Work in Progress. This allows you to stay in control of the jobs, and gives you an accurate profit figure month by month. Most accounting systems are based on a manufacturing model where there is a direct link between the goods sold and the cost of those goods. We understand that the advertising industry doesn t work this way. If you re selling an idea you may not even have a direct cost and where there is an external cost it could just as easily occur in an accounting period after the sale (or vice versa). In traditional accounting systems this would mean that in the first month the Profit & Loss statement would show a loss for the amount of the supplier invoices and in the subsequent month the Profit & Loss Statement would record a profit for the amount of the client invoice. Multiply this by the many jobs throughout the agency and your Profit & Loss Statement becomes worthless. BCC enterprise uses a Work in Progress system to remove the fluctuations caused by timing differences between costs and billings. You can define exactly when and how revenue is recognised and the system will automatically place the cost or billing to the Work in Progress sub ledger in the balance sheet. This ensures the Profit & Loss Statement reflects an accurate figure. Those working in the finance department can avoid the time consuming task of making endless manual adjustments each month to the Profit & Loss statement. They ll be free to get on with running the business. The Work in Progress sub ledger can be analysed and reported on at a number of levels of detail to ensure you maintain control on what makes up the sub ledger balance. Opening a Job The BCC enterprise production system is built around Jobs. Once an Account Manager has opened the job, a job number is assigned. Our electronic job bag enables you to manage virtually everything - tracking estimates, schedules, costs, time, billings and profit - as well as letting you check on the current status of jobs. You can also attach external documents, such as a creative brief or contact report, to the job. Job numbers can be assigned automatically and the job type chosen will have its own set of standard cost types or tasks available. Once your job has been created you can right click on it from the grid and automatically generate many different documents. 5

7 Projects Sometimes you need to track time without using the job system. To cater for this, we have developed the concept of Projects. This enables you to track work that has no financial effect, cannot be assigned to a specific job or cannot be assigned to an existing client. Some examples are: new business pitches, strategic planning, new campaign development, internal agency projects or non-job related client specific time. You can use Projects for traffic management or to enter time information. They have no financial effect, but time entered in Projects is included in calculating client profitability and can be incorporated in the various time reports. Creating the Estimate Estimates are one of the primary documents seen by the client and, throughout the life of a job, they re used by a large number of different people within an agency on a daily basis. Here are just some of the things we ve built in to BCC enterprise to help you manage estimates: Customising: Like the grid screens, the estimate screen, and even fields within the screen can be added, removed or renamed to suit how your business works and the level of expertise of your various employees. The cost types or tasks can be sorted in any order, consolidated together on the printed estimate or even grouped in the estimate with their own sub headings and totals. For companies that need to display comparison quantities and costs to clients, up to three columns can be displayed on the estimate allowing you to enter multiple quantities and amounts. There s unlimited room for notes which can be any font size or colour. Revising and approving: There s no limit to the number of estimates you can have for a single job. Each is automatically saved with a unique estimate number and can be edited as many times as you require before being printed for the client's approval. When you revise an estimate you have the choice of adding to the original estimate, starting a new estimate or adding a secondary estimate for the amendments. Once finished, you can approve the estimate, locking it off from any subsequent changes, and signalling to the Finance department that the estimate can now be invoiced. You can even limit the access to approve estimates. Copying/Standardising: Estimates often share many common elements. That s why, we allow you to copy either an entire estimate, selected lines from an estimate or even combine estimates together, all with a couple of mouse clicks. You can also create an Estimate Template storing a range of elements used in the estimate (eg cost type, print order, standard rates, standard notes and descriptions). This provides benefits in ensuring a standardised format for your clients, as well as speeding up the creation of estimates using pre-defined templates. Negotiated Pricing: Many of the settings and calculations in an estimate such as the client details, contacts, service fees, rates and percentages are automatically populated from other parts of the system as you create the estimate. The rules that control these settings can be as simple or complex as required to ensure that any unique pricing agreements you have negotiated with clients are automatically applied without the Production or Account Service departments having to spend valuable time looking them up. 6

8 The End Result: The final printed estimate allows for different logos or disclaimers per division or client. The text may contain different fonts or colours and the estimate itself can be printed or even exported straight to your or saved in a number of formats, such as PDF or Microsoft Word. 7

9 Handling external Costs BCC enterprise enables you to track all aspects of a job, including Purchase Orders. A purchase order can automatically be generated from within the estimate screen with a couple of mouse clicks. Once created, the purchase order will immediately appear on the job cost reports. Purchase orders also assist the Finance department as the supplier invoice is being entered into the system it can be automatically matched when the purchase order number is entered on the supplier invoice entry screen. This also provides the ability to compare the value of the purchase order to the value of the supplier invoice. Like purchase orders, supplier invoices are also seamlessly integrated into BCC enterprise. This means when you add a supplier invoice many things will be updated at once: the supplier balance increases, the invoice cost and gross amounts may increase one or more job totals, debit and credit entries are created in the general ledger and a purchase order may be matched off. Timesheets The need to keep detailed, accurate records of how your employees spend their time is vital to billing, productivity and profitability. Integral to BCC enterprise is a separate but totally integrated timesheet module that runs natively on either a PC or a Mac. With features like a built-in timer, separate notes fields for each time entry and copy and paste functionality, BCC timesheet desktop enables employees to quickly and easily record how they spend their time and specify whether it s billable, non-billable or a combination of both. You can also view your timesheet as a daily view, weekly view or specify a range of days. 8

10 Once time is approved, the system updates the production and general ledger areas of BCC enterprise. Each approved time record is automatically assigned a billable time rate that is calculated from a matrix that you can create. This matrix is designed to allow billable rates to be set up per client, employee, task/cost type or any combination of these. Just about any rate structure you have agreed with your clients can be handled. The BCC timesheet desktop allows supervisors to view, add, or edit records of other employees. An approval process also allows timesheet supervisors to review time entries before they update production and the General Ledger. To encourage your employees to keep up to date with their timesheets, you can lock the timesheets up to any given day of the month. Your employees will be unable to edit existing time entries or add new time entries to any day prior to the locked date. Most importantly, BCC timesheet desktop allows you to take into account the cost of time spent on each client so you can calculate a true measure of each client s profitability vital given that salaries often make up your largest business expense. There are a number of different timesheet reports available that allow you to group and total time entries in various ways such as by employee, job, client etc. Other timesheet reports allow you to see quickly whether employees have been entering time on a regular basis. Analysing Job Cost Reports The Job Cost Report (JCR) provides a way to quickly analyse quoted costs, billed amounts and actual costs for your jobs. This is one of the most accessed reports in BCC enterprise. The report shows detailed financial transactions grouped by category. Actual costs are listed for expenses incurred through suppliers, as well as employees time charged to the job. This level of detail allows employees to make more informed and accurate decisions on a job-by-job basis. The main details for each job are displayed at the beginning of the report. Below this, the report is broken down and subtotalled by category, showing estimates, time costs, billings and purchase orders. While estimates and purchase order figures appear on the report, they are not included in the totals or the balance column. The figure in the balance column is calculated by adding the cost and time column and deducting the billed column. Job Cost Reports can be printed for selected jobs or for all jobs, and the grouping, sorting and filtering you ve selected will automatically be applied, so you ll always be able to work with the data in exactly the way you need to. 9

11 Billings Accounts receivable or client billing is as simple, quick and as close to automatic as we can make it. Jobs can be billed as soon as they have been opened, progressively, or at the completion of the job. Every category on a job can be billed as a separate line on an invoice, providing your clients with a clear, detailed invoice - one that looks like their estimate. In fact you can generate the production invoice from within the estimate with just a couple of mouse clicks. Alternatively you can also invoice from actual costs, select the categories and amounts individually or a combination of any of the three methods. If there are mark-ups, commissions or service fees then they are calculated automatically from the masterfiles. Not all invoicing needs to run through the production system. There may be many cases where you are invoicing clients for non-job charges such as consulting fees, retainers, commissions and service charges. That s why the system provides an alternative invoicing method - Client sundry invoices. They allow you complete control over the financial effect of the invoice, bypassing the Work In Progress system but updating the Profit & Loss Statement and client profitability while not affecting job profitability or the jobs themselves. Recoveries, Take-ups and Transfers A good job costing system needs some additional features to really make it work well. The features we ve included in BCC enterprise include transfers, recoveries and take-ups. 10

12 Transfers: Human error can inevitably lead to information being put to the wrong jobs. That s why it s important to have a way of transferring single or multiple items rapidly from one job to another. An authorised employee from the Finance department will usually do this. The details of a transfer will be clearly shown on both the source and destination job to make it easy to follow, and to provide a full audit trail. Recoveries: Supplier costs and employee time aren t the only costs you may need to display on JCRs. There are a number of types of expenses that an agency incurs that can be transferred onto jobs. These expenses include photocopying, colour copies, lasers and courier charges. These costs can be quite significant, yet many agencies never recover them from clients as it s just too difficult. Enterprise s Recovery function allows you to quickly input large numbers of these small charges across many jobs either at cost or marked up to set rates. Take-ups: Production take-ups allow you to transfer the Work in Progress balance on a job to an income account, effectively recognising the profit on the job. This is generally done when the job is complete. However, it can be done at any time. Take-ups can be done globally, for multiple jobs, or for individual jobs - even for selected transactions on a job if required. As take-ups may be the major point of income recognition for your company, it is important that the take-up process be completed quickly. BCC enterprise will automatically calculate the take-ups and amounts. All you have to do is specify what you wish to take-up. Assessing Profitability BCC enterprise looks at profitability from two viewpoints: The overall financial profitability of the business The profitability of your clients The financial profitability of the business can be found in reports like the Profit & Loss statement or the Balance Sheet. However you need more to accurately determine the profitability of your clients. Financial reports treat all non-job related costs as part of expenses. This includes salaries, which are often your largest expense. To accurately assess the profitability of your clients, you need to divide these expenses across each of your clients. Our client profitability reports look at the timesheet hours recorded against clients in both jobs and projects, multiplying the time by the hourly cost of the employees, to allocate the non client related expenses across each of your clients. This will then give a more accurate picture of your clients profitability. Commonly used Production Reports BCC enterprise provides a range of production reports. Some of the more popular reports include: Job Ticket Report: Provides a single page of basic information about the job, designed to be included in a physical job bag. Job Cost Report: Provides a way to quickly analyse quoted costs, billed amounts and actual costs for jobs. It shows detailed financial data, grouped by service category. Actual costs are listed for 11

13 expenses incurred through suppliers, as well as employee time charged to the job. This report can be produced in a number of different formats. Aged WIP Report: Shows billings and costs for each job, sorting the figures into columns of 30 days to provide an age of the Work in Progress. Jobs without a WIP balance are not included. Time Analysis Report: Details and totals the date, hours, cost, rate and total amount of time entered by employee. By filtering the grid you can select the precise parameters for the report. Head Hours Report: Designed to display time spent on each job. It has a number of formats for both internal reporting and for distribution to clients if required. It will display your company/division logo, client contact, job number, all employees that have worked on the job and the hours that they spent. Outstanding Timesheet Report: Designed to show at a glance whether employees are entering a sufficient number of hours over the course of any month. Estimate Profitability Report: Shows the expected revenue extraction rates detailed line by line for each estimate, and grouped by phase and cost type. Monitoring Traffic Our job costing features allow you to accurately manage and control the costs relating to jobs. However, just as important, is the ability to track, manage and co-ordinate the workflow of the hundreds of jobs active in your business at any given time. The workflow of most jobs will follow a set series or order of events, which BCC enterprise calls a traffic schedule. The traffic management area of BCC enterprise provides a way to quickly enter information into traffic schedules either manually or from pre-defined templates. The various tasks can be assigned to either employees, employee groups, departments, clients or suppliers and given a start and end date. If changes need to be made to schedules, such as moving all the dates relating to a job, employee or department ahead by a number of days, or perhaps replacing all incomplete tasks relating to an employee with a different employee, they can be applied in bulk. You can also create traffic schedules from projects if you wish to track non-job related activities. You can approach traffic from any level simple through to detailed - depending on your requirements, how much work you do, the number of people that need to be tracked and how much time you re able to allocate to the traffic system. The benefits of using the traffic system are many. It allows you to sequence tasks to meet your needs, and to ensure that the job is completed as efficiently as possible. It also lets you manage the human resources of the agency just as you manage the costs. The Account Service team can also easily keep clients up to date on the progress of their jobs. There are a number of reports available for traffic schedules. Some of the most common include: Traffic WIP Report: Designed specifically for that Monday morning WIP meeting. It shows a summary of all traffic information on your jobs for a range of dates. You can choose to only display incomplete tasks and whether to display further information such as notes, the job status etc. 12

14 Traffic Job Ticket Report: Displays general information about the job together with a summarised list of traffic tasks. Traffic Schedule by Responsibility Report: Allows you to display traffic information by the party responsible for completing the task, whether that s the employee, department, group, etc. Again this is commonly prepared for the weekly traffic WIP meeting and distributed to the employees responsible. A Graphical Traffic Schedule Report: Generated in Excel to assist in communicating with clients. This is in the form of a simplified Gantt chart with the tasks listed down the left side and durations shown as a horizontal bar scaled to the length of the activity. It has the advantage of being able to be easily customised in Excel to suit your clients or your agency s requirements. 13

15 Accounting Functions Accounts Payable, Payments and Reports Supplier invoices are integrated with both Production and the General Ledger and can be allocated across a number of jobs and/or general ledger accounts. Helpful tips when creating an invoice: Standard invoices Long invoices Draft invoices For recurring or standard supplier invoices you simply create the invoice via a template. For particularly long supplier invoices, such as courier charges or mobile phone bills you can import the invoice into the system directly from an Excel spreadsheet. For added security you can use draft invoices that require approval from an authorised employee before they becomes financial or can be paid. Making payments All outstanding invoices are displayed in the accounts payable balances grid. To make a payment you simply right click on the invoices you wish to pay. Part payments, additional sundry charges and foreign exchange gains or losses are all catered for. BCC enterprise enables you to utilise the many payment options available today including cheques, cash, credit card, EFT and direct debit. When making EFT payments you can generate an EFT file to import into your banking software. Plus BCC enterprise takes into account multiple bank accounts, multiple cheque number series for a single bank account, and lets you create invoices or payments in any currency. Paying talent Australia s complex tax regulations regarding the payment of talent are completely covered. BCC enterprise automatically deducts from the talent s payment their superannuation, payroll tax, work cover and withholding tax. These amounts are then remitted to the appropriate organisations and at the end of the financial year, PAYG certificates can be printed for the talent and an electronic PAYG summary file generated for the tax office. There s a range of reports to assist you with the administration of talent. The production reports will display the correct costs rather than the amount payable to the talent after the various costs are withheld. Accounts Receivable, Receipts and Reports Invoicing options include: Production invoices Client sundry invoices For invoicing of jobs. For non-job invoicing where you need to specify general ledger accounts. 14

16 Draft or proforma invoices For added security you can use draft invoices that require approval from an authorised employee before they become financial or can be paid. Cash Receipts Similar to payments, there are many ways to prepare a receipt. That s why BCC enterprise provides options for multiple bank accounts, part receipt of invoices, sundry charges and foreign exchange gains and losses. Plus you can handle unallocated amounts and manage write-offs. Accounts Receivable Reports You can set up many different field groups and filters in the accounts receivable grid. When the Accounts Receivable (AR) Aging Report is printed, the system will look at these groupings and filters and then display them accordingly in the report. This effectively means that the report can be displayed in hundreds of different ways. You may choose to include additional information such as debtor notes, job descriptions or client contact details in your AR Aging Report. The same level of information contained in the report also exists in the client statement. You can also choose the business name and logo printed on each client s statement. Journal Entries and the General Ledger Instead of separate modules, BCC enterprise is a single integrated system. When you create a financial document anywhere in the system, journal entries for that document are automatically created in the general ledger (except for draft invoices and the approval for timesheets). No traditional batching or posting is required, as the general ledger is continually updated. BCC enterprise is also unusual in the amount of information that can be stored within a journal entry. Along with the general ledger account and the amount, a journal entry line can store: tax type, tax amount, division, client, debtor, product, campaign, job, cost type, employee, department, supplier and creditor. This gives you the ability when running general ledger reports to filter, group or subtotal on any of these fields. What s more, when setting up the general ledger account in the chart of accounts you can force the occurrence of any of these fields. For instance in the Salary expense account you could force employee to exist. All transactions to this account would need to have the employee specified which would then ensure that you can print reports dissecting the salary expense by employee or department. Of course, journal entries can be set up to cater for standard, recurring entries. This gives you the ability to copy journals as well as providing the concept of a period 13 that allows you to make end of year adjustments. Keeping journal entries transparent In trying to keep journal entries as transparent as possible, we have included a Transaction Audit Report for every financial effect on a document. This will display in detail the general ledger journal entries created by the document. 15

17 In the general ledger area of BCC enterprise, the dissection grid displays journal entries created by all transactions in the system. By setting filters on any number of fields (eg a particular job or general ledger account) you can view onscreen or print reports showing all journal entries that meet the criteria you have requested. Financial Reports BCC enterprise contains all the standard financial reports you would expect in mature accounting software: trial balance balance sheet monthly profit & loss statement monthly trial balance profit & loss statement billings and income report It also includes actual versus budget versions of all the above reports. As the general ledger is updated continually, these reports will always be up to date and can be printed over the course of the month to monitor your business accurately and dynamically. Unique dynamic reports The unique feature about the financial reports of BCC enterprise is that they are dynamic. They look at filters or groupings set in the general ledger grid to determine what information to report on and how to display it. This means it s possible to produce a report, like a Profit & Loss Statement, for a single division, a single department, or even a single client! You can also print any report for historical accounting periods, including prior years. The format of the balance sheet and profit & loss statement is determined by the general ledger account groups. You can create as many groups as required and set the order they appear in your reports. General ledger accounts will each belong to a general ledger account group and will display in general ledger account number order. Bank Reconciliation BCC enterprise provides a complete on screen bank reconciliation function that allows you to reconcile your general ledger and bank statement entries. Bank statement entries can be easily generated by the employee or where available, imported from statement data provided electronically by your bank. Once this has been done an auto match function matches records in the general ledger whose reference and amount agree to a corresponding record in the bank statement file. You can also manually match cash receipts or any other entries not automatically matched. The system also has the option to unmatch transactions and automatically generate journal entries for miscellaneous bank statement transactions such as bank fees. Once the reconciliation process has been completed, a number of reports are available. 16

18 Budgeting In our experience we ve found that agencies prefer to prepare budgets and forecasts using Excel. This often means that when reports are required to incorporate budgets or forecasts, the agency completes them outside the accounting system, which is time-consuming and has a higher likelihood of error. Excel meets enterprise With BCC enterprise you don t have to change the way you work. We ve designed our budgeting system to allow you to make the most of the advantages of budgeting within Excel and provided a quick and easy way to get your Excel budget or forecast back into BCC enterprise. You simply create the format of the budget in BCC enterprise, export it to Excel and work on the budget from there. Your Excel version can be formatted to suit your requirements and can even update itself from actual month s totals from BCC enterprise. When you finish the budget, you simply import it back into BCC enterprise. There s no limit to the number of budgets or forecasts you can create and you can run a number of reports in BCC enterprise incorporating actual data and any of the budgets you ve imported. Commonly used Accounting Reports Tax Report: Displays transaction information, tax status and amount to assist with reconciling tax entries. It can be formatted in a number of different ways and displays information at several levels of detail. Trial Balance: Provides a snapshot of all general ledger account movement on the one report. Available in single month or 12 column monthly versions. 17

19 Profit & Loss Statement: Displays the billings, income and expenses to show the net profit. Available in single month or 12 column monthly versions as well as actual versus budget. Balance Sheet: Displays the assets, liabilities and equity to show the net worth of the business. Billings and Income: Displays the billings (the amount invoiced to clients) and the income (gross profit on billings) by client. This report can also be run against budget. Advanced Accounting Features Multi-divisional and database features BCC enterprise allows you to have multiple divisions running on the one database. Divisions could simply be separate departments in the one business or even separate companies that may be operating in different countries. This flexibility allows you to run all divisions within the one database and take advantage of the productivity savings that come from sharing common masterfiles and information across all areas of the business. For each division you can specify: a unique name and address default currency tax rate tax number All external reports can display the division s unique logo if required. As every transaction in BCC enterprise has a division assigned to it, this means that every report in BCC enterprise can be printed by division, either for an individual division, a group of divisions or for all divisions. Automatic posting to interdivisional clearing accounts means that the divisions within the BCC enterprise database will never be out of balance between each other. Alternatively, if you wish to use a single database for each division you can produce consolidated financial reports from the different databases. The BCC enterprise advantage One major advantage that BCC enterprise has over small business software systems is the powerful backend database. You re not limited to the number of employees that can run it and there s no archiving required. Any report printed can be reproduced exactly at a later date. What s more, closing a job does not mean you can t run reports on the job or re-open it. Second Language and Foreign Currency Work on your terms There are hundreds of standard terms and phrasing used in BCC enterprise and any of them can be customised to suit the terms your business prefers to use. Only users with the appropriate access rights can 18

20 change terms. Changing a name means that on every BCC enterprise screen and report where that term appears, it will appear as your new term. Enterprise speaks your language Further to this, BCC enterprise enables your business to operate in two languages. It s fully flexible in allowing double-byte character sets such as Chinese and Japanese. All headings, masterfile details, (including clients, employees, cost centres, etc) and document names and files can be stored in both languages. Each individual user s language preference is stored with their login details, so they see the language they prefer to work in the moment they log in. Alternatively, employees can switch between one language and another within BCC enterprise. Work with any currency BCC enterprise also allows you to define multiple currencies and their exchange rates. Each division is assigned a default currency. You can create any document in any currency, supplying your own exchange rate if you wish to override the default exchange rate. BCC enterprise will store every transaction in its database at two rates - the base currency amount and the foreign currency amount. Any external report that s in a foreign currency will print out in that currency automatically. Security and Audit Control Security in BCC enterprise can be as simple or as comprehensive as required. Firstly, all users must be assigned to a user group of employees. From a single employee to an entire department, the number of employees within each user group is up to you and your business. Once you have worked out the user groups, security can be applied on two levels functional and data: Specifying the areas of access For each user group you can assign the list of document types (such as estimates, maintain jobs, supplier invoices, etc) available to members of that user group. If an employee does not have access to a document type, then they simply do not even see it in their BCC enterprise menu. Limiting the amount of information presented Additionally, for each of the available document types, you can restrict the degree of access to: 19

21 Administration level access Read only access Full access Full access to your data; read only access to others data Full access to your data, no access to other user s data No access to document details, access to grid screen only The amount of information presented to individual employees can also be restricted in several ways. You can restrict access to individual clients or groups of clients, or to individual divisions or division groups. This allows you to have different divisions that share the same database but do not see each other s work. You can also have account service teams restricted to their own clients so that they don t have to search among the entire agency s records for the work that s relevant to them. Individual fields can be made read only to all but the authorised employees (for example the approval of estimates) or even completely hidden from the entry screen and reports. Password Protection and Accounting Period Controls It goes without saying that employees require passwords and that the passwords expire after a period that you set. You can also control the accounting period(s) you re able to enter transactions into. In fact, you can specify a range of accounting periods that are open to new entries and have a different range (if required) for each type of document. At month end, an authorised employee just edits the open range for each document type and moves the month forward. Keeping Track of Users We have also provided a range of audit features to assist administrators. Every entry of any type in BCC enterprise records the employee who created it and the time and date. In addition, when an entry is edited the last employee to edit the document is recorded as well as the edit time and date. This information is then available throughout the system. As previously mentioned, transaction audit reports are available for all financial documents allowing you to clearly see the financial effect in debits and credits of the transaction(s). Media Billing and Administration BCC enterprise has a built-in media component that s designed specifically for Asian markets. It allows you to produce media schedules or plans for your clients using centralised data table information. Booking orders and material advice reports can be created for media suppliers and you can generate client invoices from the media schedules. Supplier invoices can be generated automatically from booked media records and there are a number or reports available to track media billings, income, work in progress and more. For more advanced media functionality and features, BCC AdSystems has a media planning and buying system called BCC media desktop which also interfaces to BCC enterprise. Please contact us if you would like additional information on BCC media desktop. Masterfiles BCC enterprise contains a large number of masterfiles covering most areas of the system too many to cover in this document. For example, in the client masterfile BCC enterprise allows you to create a simple 20

22 or complex client structure depending on your requirements. A number of clients can be grouped together under a Parent or Debtor client. The activities of a client can be divided into Brands or Products and further into Campaigns. All these levels within the client structure assist with reporting and storing unique settings. These settings include: account executive and account director service and commission percentages logo billing currency default tax status payment terms disclaimer client contact details All these settings automatically ensure the estimates, invoices and other documents created for a client are correct, without needing to refer to rate sheets and client agreements and without making manual changes. Sorting Contact Details When designing BCC enterprise we recognised that the same individual s contact name and details tend to appear in several places throughout the BCC enterprise databases. Instead of re-keying your client details repeatedly BCC enterprise has developed a central storage area, where you can key in any type of contact details - once. You can then allocate the contact to any type of document. For example a client contact could be allocated to several clients as well as to individual campaigns or jobs. Updating the contact need only be done once, no matter how many times it appears in BCC enterprise. You could also assign as many contacts as you wish to an individual client. 21

23 Would you like to know more? BCC enterprise is just one of the solutions provided by BCC Ad Systems. If you d like to find out more and see these functions in action in a demonstration, please contact the BCC Ad Systems office near you. Sydney Unit 11, 1 7 Jordan Street Gladesville NSW 2111 Australia Tel: Facsimile: Melbourne 2 4 Hotham Street South Melbourne Victoria 3205 Australia Tel: Facsimile: Singapore 10 Collyer Quay #17-01 Ocean Building Singapore Tel: Facsimile: