LEADING Job Manual – Master data

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Table of contents

What is the Master data module?

How do I manage Addresses?

How do I search/filter the overview list?

How do I create/edit a new address?

How do I add a new contact person to an address?

How do I delete an address?

How do I manage Clients?

Excursus: How do I use the hierarchy of clients/products/campaigns/job?

How do I create/edit a new client?

How do I delete a client?

How do I manage Invoice recepients?

How do I create/edit/delete an invoice recipient?

How do I manage Products?

How do I create/edit a product?

How do I delete a product?

Excursus: How do I create a dummy client & product for job templates?

How do I manage Campaigns?

How do I create/edit a campaign?

How do I manage Suppliers?

How do I create/edit a supplier?

How do I delete a supplier?

How do I manage Users?

How do I create/edit a user?

How do I use the button “Agency data”?

How do I assign user privileges?

Group privileges

Individual user privileges

How do I manage Agencies?

How do I create/edit an agency?

Excursus “How do I set the job number?”

 

 

What is the Master data module?

In the module “Master data,” you manage all the basic data you need to be able to work with all the other modules. You can manage user privileges and update all information on your agency employees. You can create and edit addresses of clients and suppliers and keep an overview of all the campaigns, products, and jobs running in your agency. The different components interact with each other, e.g., you have to create an address entry first before you can use it to create a new supplier entry. Certain restrictions apply for deleting master data entries; each option is explained in detail in this section.

You can access the master data module from the main menu.

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At the moment, there are eight categories available in the master data module in Periscope:

·      Address

·      Agency

·      Client

·      Product

·      Campaign

·      Invoice recipient

·      Supplier

·      User

The figure in the red circle shows the number of entries available in this category. Double-click on any category to open it. You can search the list of categories by entering a search term in the provided search field.

 

How do I manage Addresses?

In the category “Address,” you manage all addresses of clients, suppliers, invoice recipients, legal entities, and natural persons used in your agency. You can create new entries, edit, or delete existing ones. You need an address entry first before creating an entry in clients, suppliers, users, or invoice recipients.

On the left side of the window, you find a list with all available addresses. When you click on one, the relevant data of the entry is shown on the right side of the window.

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How do I search/filter the overview list?

You can sort, filter, and search the list via the head of every column.

 

1.    The columns on display are set by default. You can add or remove columns by clicking on the button “Default options” and then on “Add/remove columns”.

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2.    Activate/deactivate the checkboxes to add/remove columns to/from your list.

3.    Enter a search term or string in the search field in the column header.

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4.    Sort alphabetically by clicking on the up or down arrow in the right corner of the column header.

 

How do I create/edit a new address?

There are some requirements for creating a new and editing an existing entry in the address category:

·      The country must be available in the list of countries used in your agency.

·      The currency must be available in the list of currencies used in your agency.

·      You need the user privilege to work with addresses. If you don’t have it, contact your agency’s LEADING Job/Periscope system administrator.

When starting to work with LEADING Job/Periscope, you don’t need to enter all addresses at once in the master data. You can add a new address while working in any other modules.

E.g., you want to send a cost estimate to a potential client. You create an appropriate cost estimate in the cost estimate module. Since it is the first client contact, you add a new client entry and a new address entry in one go, all while creating the cost estimate.

The input mask to create a new address entry at the master data level and, when starting in any other module follow the same principles.

Fields with a red marking on the left side are mandatory fields.

1.    To create a new entry, click on the “ New “ button on the window's right side. To modify, choose an existing entry from the list and then click on “Edit” on the right side.

 

2.    The information of an address entry is presented in six sections:

·      General

·      Map

·      Contact details

·      Contact person

·      Additional information

·      Info

Section “General”

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3.    Enter the description of the address in the field “Name”. The two additional lines allow you to enter further information for addresses shown in the PDF/print layout.

4.    The matchcode is generated automatically from what you enter in the name field. Matchcodes are used to list data records and must therefore be unique and discernable from one another. Should a matchcode be created or entered which already exists, you will receive a respective warning and can change the matchcode manually (Mandatory field and maximum 30 characters).

5.    Enter street, city, zip code in the corresponding input fields.

6.    Select the country and the region from the dropdown list that opens when you click on the arrow down icon on the right of the input field.

 

7.    Select the appropriate currency and language from the list boxes. Among other things, this data is important when working with invoices. The currency of the invoiced amount and the language of the invoice are determined by it.

When you assign this address to a client or a supplier, you automatically assign the currency & language to them as well.

 

 

8.    Enter the UID number, if available.

Section “Map”

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9.    In this section, you get a street map based on Google maps that shows the exact location of the address you entered above.

Section “Contact details”

10. If you need to enter additional contact information such as telephone & cell phone number, office E-Mail, Website, URL of Facebook page & Twitter handle, you can do so in this section.

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How do I add a new contact person to an address?

You can add your contacts in the section “Contact person” when creating or editing an address entry. You may enter any number of persons to each address. You can later choose from the entries you made here when adding a contact person to a client or supplier.

If you want to edit an existing entry, click on the “Pencil” symbol, to delete it click on the “Minus” symbol on the right.

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11. To add a new contact person, click on the “Plus” symbol. A new dialogue window opens where you can enter the contact details.

12. Choose the gender (female/male) and the language of the new contact person. The language you choose here will affect the language of the E-Mail template when sending a purchase order, cost estimate, or client invoice.

13. Fill in last name, first name, and the rest of the personal contact information. When not in editing mode, the info displayed for each contact person includes name, phone number, email address, and department. Click on “Ok” to save the new contact person or “Cancel” to discard it.

Section “Additional information”

You can create your own entry fields with the help of additional information, as you are used to from the other modules. Read more on how to use the many possibilities additional information fields have to offer in the chapter “Job”.

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14. There are already some additional information fields created for you regarding necessary banking data. Enter the identification number, bank name, and bank address as well as the number of the bank account and the BIC code.

15. Scroll up and click on the button “Save” on the top of the right window to save the newly created address entry or the modifications you made on an existing one.

Section “Info”

16. Here you can find information about who created and/or modified the address entry and when.

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How do I delete an address?

You can only delete an entry when the following criteria are met:

·      You need the user right to do so.

·      There aren’t any suppliers, clients or invoice recipients assigned to it.

In the overview list of all addresses select the one you want to delete. Then click on the button “Delete” in the upper right corner. Confirm the warning message with “Yes”. Click “No” if you want to keep the entry.

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How do I manage Clients?

In the category “Client” you manage all the information related to your clients. You need a client entry to create a campaign, products and subsequently work with jobs. Read more on the connections between the levels of hierarchy in the excursus “How do I work with the hierarchy clients/products/campaigns/jobs?

In the left side of the window, you find a list with all available clients. When you click on one, the relevant data of the entry is shown in the right side of the window.

The “Go to” button leads you to the products connected to this client. Use the buttons on the top right side to create a new entry, modify or delete an existing one.

You can sort, filter & search the overview list just like you do with addresses.

Excursus: How do I use the hierarchy of clients/products/campaigns/job?

LEADING Job/Periscope provides a basic hierarchical structure for your projects that facilitates agency work. A client entry is the basic hierarchy level, a product entry is the second level, a campaign the third and a job the last level. These four hierarchy levels help you to manage all phases of a project, both from an accounting and creative point of view.

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Every hierarchy level can be part of the unique job number that will be assigned automatically when creating a job. That way you always know at first glance which client, product and campaign a job belongs to. The different hierarchy levels also make the search & filter process much more manageable when analyzing your agency's performance.

How does the hierarchy work in an example? Let’s say you have a big client in the automotive sector. Your agency is responsible for the whole marketing communication in the german-speaking part of Europe. You create product entries for each car model they want to publicize. You create a campaign for each marketing activity for one car model, e.g., print ads in newspapers for spring/summer 2022. Every print ad can then be organized as a single job.

If you don’t need all levels because your clients’ hierarchy isn’t that complex, that’s no problem. Create a generic entry at the product and campaign level, which you can use every time you make a new job.

There are some defaults that are transferred from one level to the next one: Language, currency, alternative address for invoice recipients, the values based on which invoices will be charged, the responsible teams in your agency and contact persons at your clients can be inherited from the client to the product, from the product to the campaign and from the campaign to the job. But you can change them at every level.

 

How do I create/edit a new client?

You can create a new client only in the master data. There are a few requirements to create a new client:

·      You need an address.

·      You need teams.

·      You need the user privilege to do so.

·      Debtor code of client as used in the financial accounting department (nice to have, no precondition).

Fields with a red marking on the left side are mandatory fields.

1.    In the client overview window, click on “New” to create a new entry. Select a client first and click on “Edit” to modify an existing entry.

2.    There are five sections where you fill in/edit the information of the client:

·       General

·       Teams

·       Billing

·       Status

·       Info

Section “General”

3.    Click on the “Lense” Icon next to the field “Address” to select an address. You can also create a new address at this point. The name of the address entry will be taken as a matchcode for the client.

With clients (as opposed to addresses), the "uniqueness" of the matchcodes is not guaranteed by the system, and you will receive no warning if two or more matchcodes are identical. Therefore, please take special care that no two clients are based on the same address.  You can change the matchcode manually to fit your requirements, e.g., shorter or different from the description.

4.    The address will be shown on a map beneath the entry field. You can hide the map if needed.

5.    Please consult your LEADING Job/Periscope system administrator regarding the correct data to be entered in the fields “Number” and “Prefix”. This information is relevant for the proper compilation of the job number.

The system suggests the content of the field “Number” in chronological order in which the client entries were created. However, this suggested number can be changed manually when first creating a client. If the number is already in use, the system will inform you.

Once you have saved the client entry, you can NOT choose another address or change the number or prefix.

6.    Please consult your system administrator concerning the proper data to enter in the field “Accounting code”. This information is essential for financial accounting.

7.    In the field “Business year” the first day of the first month of the current year appears as default. You can change the value manually.

8.    In the “Invoice recipient client invoice” field, you can choose any entry of the category “Invoice recipient” by clicking on the arrow down button on the right of the input field.

Please only choose an alternative address if you want to send the client invoice NOT to the client but to a different recipient (e.g., a branch or head office of the client’s company).

Please see chapter “How do I manage invoice recipients?” for more information.

9.    Click on the arrow down on the right side to choose a contact person from the ones available at the address entry. If there isn’t any, create one at the address level. See chapter “How do I add a new contact person to an address?” for more info.

10.  In the “Invoice recipient cost estimate” field, you can choose any entry of the category “Invoice recipient” by clicking on the arrow down button on the right of the input field.

Please only choose an alternative address if you want to send the cost estimates NOT to the client but to a different recipient (e.g., a branch or head office of the client’s company).

Please see chapter “How do I manage invoice recipients?” for more information.

11. Click on the arrow down on the right side to choose a contact person from the ones available at the address entry. If there isn’t any, create one at the address level. See chapter “How do I add a new contact person to an address?” for more info.

Section “Teams”

12. Here you can define which agency teams are assigned to this client. You can choose one service team and one creative team from the dropdown list. You can manage the available teams and the employees that are part of them in the master data, category “Users”.

Section “Billing”

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13. Select one of the three options for payment conditions in the “payment terms” field.

14. In the field “Charge by” you define on which basis a later client invoice will be issued: on the values used in the job or the cost estimate. Or you charge by the values defined in your system settings: Administration -> System-> System settings -> General -> Default for charge type for purchased positions

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15. In the field “charge by for purchase” you can select the basis on which services in a supplier invoice will be charged to the client: job, cost estimate, or supplier invoice.

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16. Choose which electronic invoicing system is used in your agency/country if needed.

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Section “Status”

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17. If you select the control box overhead client, all positions entered for this client will be non-chargeable.

18. Intercompany clients can be used by all legal entities your agency uses when working with LEADING Job/Periscope.

19. In the field “Status” you define if the client entry is active, blocked (is shown as an option but can’t be used), or inactive (only visible in the master data). In the text field, you can enter the reason for blocking.

The Section “Info” works the same as in addresses and shows who created/edited the entry and when.

How do I delete a client?

You can only delete a client when the following criteria are met:

·      You need the user right to do so.

·      There aren’t any products assigned to it.

Select the one you want to delete in the overview list of all clients. Then click on the button “Delete” in the upper right corner. Confirm the warning message with “Yes”. Click “No” if you want to keep the entry.

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How do I manage Invoice recipients?

In the category “Invoice recipients,” you can create and manage additional addresses and contact persons for your clients.

If you create a cost estimate or a client invoice (draft) that should go to a recipient other than the one specified in the client data in the job, you have to create an invoice recipient, which you can use as an alternative address.

You find a list with all available invoice recipients on the left side of the window. When you click on one, the relevant data of the entry is shown on the right side of the window.

Use the top right side buttons to create a new entry and modify or delete an existing one.

You can sort, filter & search the overview list just like you do with addresses.

How do I create/edit/delete an invoice recipient?

There are a few requirements for creating an invoice recipient:

·      There must be an address entry available.

·      You need the user privilege to create an invoice recipient. Contact your agency’s LEADING Job/Periscope system administrator if you don't have it.

Fields with a red marking on the left side are mandatory fields.

1.    Select the supplier you want to modify in the left window and click on “Edit” or “New” to create a new entry.

2.    The information is presented in four sections:

·      General

·      Billing

·      Status

·      Info

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3.    In the section “General”, please choose the address you want to establish as an alternative invoice recipient by clicking on the “lense” icon and selecting the correct address entry from the list. You can either show or hide the map. The system suggests the number in chronological order of the created alternative address but can be changed manually at creation. If the number is already in use, the system will give a warning message. Please consult your system administrator concerning the proper data to enter in the field “Accounting code”. This information is essential for the financial accounting.

After the entry has been saved, the number can NOT be modified again.

20. In the section “Billing” you can choose which electronic invoicing system is used in your agency/country.

4.    In the section “Status” you define if the invoice recipient entry is active, blocked (is shown as an option but can’t be used), or inactive (only visible in the master data). In the text field, you can enter the reason for blocking.

5.    In the "Info" section you will find, as usual, information about who created or modified the entry and when.

6.    When you're done, click on “Save” or “Cancel” to exit without saving your entries.

7.    If you want to delete an entry, click on “Delete”. You can only delete an invoice recipient if it hasn’t been used in a cost estimate or an invoice yet.

How do I manage Products?

In the category “Products” you manage all the information related to your products. You need a product to create a campaign and subsequently work with jobs. Most agencies use their clients’ products as a base for LEADING Job/Periscope products.

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On the left side of the window, you find a list of all available products. When you click on one, the relevant data of the entry is shown on the right side of the window.

The “Go to” button leads you to the campaigns connected to this product. Use the top right side buttons to create a new entry and modify or delete an existing one.

You can sort, filter & search the overview list just like you do with addresses.

How do I create/edit a product?

1.    Select the existing product you want to modify and click on ”Edit” or “New” to create a new entry.

2.    There are six sections where you fill in/edit the information of the product:

·      General

·      Print forms

·      Team

·      Charge by

·      Agency commission rate/base for

·      Info

Section “General”

3.    Please enter a product description in the input field “Description”.

4.    Please consult your system administrator regarding what you should enter in the fields “Number” and “Prefix”.  This information is relevant for the correct composition of the job number. The system suggests the number in chronological order in which the products were created. This number can be changed manually. If the number is already in use, the system will inform you.

After a product has been saved, the number can NOT be modified again. The prefix can be changed only if there’s no job connected to it.

5.    The matchcode is generated based on the description. The system doesn’t prohibit products and clients from having identical matchcodes (as opposed to addresses). Please take special care that no two products are created with the same matchcode!

You can change the matchcode manually to fit your requirements, e.g., shorter or different from the description.

6.    As with clients, you can select an invoice recipient for client invoices to which an invoice should be sent. Please only choose an alternative address if the client invoices should NOT go to the client but to a different recipient (e.g., a branch or head office of the client).

7.    Choose a contact person from the dropdown list.

8.    Also as with clients, you can select an invoice recipient for cost estimates to which cost estimates should be sent. Please only choose an alternative address if the cost estimate should NOT go to the client but to a different recipient (e.g., a branch or head office of the client).

9.    Choose a contact person from the dropdown list.

10. The cost unit number entered here determines which cost unit the product data will be exported to in the accounting and/or costing system. For the proper cost unit structure, please consult your system administrator.

11. The status of a product can either be active or inactive.

12. If you wish to have chargeable services related to this product, you must activate the Delcredere checkbox.

Section “Print forms”

13. If your agency has more than one layout for cost estimates, client invoices, orders, and inquiries, you can select the form you wish to use for this product from the dropdown list by clicking on the arrow up button on the right of the entry field. If your agency has only one layout, the fields will be disabled.

Section “Team”

14. Here you can define which agency teams are assigned to this product. You can choose one service team and one creative team from the dropdown list, or you can choose to use the teams as defined on the client level. You can manage the available teams and the employees that are part of them in the master data, category “Users”.

Any changes you make here overrules the team settings on client level and will be passed on to the job level.

Section “Charge by”

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15. In the fields “Charge by” and “Charge by for purchase” you can define which values an invoice will be charged by: By job, by cost estimate, by supplier invoice, or you take over the settings from the client level.

16. Any changes you make here overrule the “charge by” settings on client level and will be passed on to the job level.

Section “Agency commission rate/base for”

In this section you enter the agency commission rates used for charging external costs, media services, and services to your clients. Depending on the category, you have different options:

17. External costs: Total sale, gross, net, net net, and absolut

18. Media services: gross, net, net net excl. LT, net net incl. LT and absolute

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19. With services, you can either enter an absolute value or a percentage.

20. The Section “Info” works the same as in addresses and shows who created/edited the entry and when.

How do I delete a product?

You can only delete a product when you have the user right to do so, and there aren’t any campaigns and jobs assigned to it.

In the overview list of all clients, select the one you want to delete. Then click on the button “Delete” in the upper right corner. Confirm the warning message with “Yes”. Click “No” if you want to keep the entry.

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Excursus: How do I create a dummy client & product for job templates?

To create job templates, you need to create a fictive dummy client and product.  You assign the dummy client entry the number 999999999 and leave the prefix empty. You need a description and the automatically generated match code for the dummy product. Make sure that Delcredere is selected.

 

How do I manage Campaigns?

A campaign is the middle level of hierarchy when working with LEADING Job/Periscope and bundles jobs that belong thematically together. You need a campaign entry first before you can create a job.

E.g., a client orders a summer party for a product presentation. The summer party is the campaign; the invitation is a job, the advertising of the date is a job, the event itself a job, and so on.

The overview page of campaigns is split into three elements representing the hierarchical order. There is the list of clients on the left, in the middle the list of products, and on the right side of the window, you find a list with all available campaigns.

When you double-click on a campaign entry, the relevant data of the campaign is shown in a new dialogue window. Use the top right side buttons to create a new entry and modify or delete an existing one.

You can sort, filter & search the overview list just like you do with addresses.

How do I create/edit a campaign?

There are a few requirements for creating a campaign:

·      There must be a client and product entry available.

·      You need the user privilege to create a campaign. If you don’t have it, contact your agency’s LEADING Job/Periscope system administrator.

You can add a new campaign either here in the master data module or directly in any of the other modules while creating a new job, cost estimate, supplier invoice, or client invoice. The input mask to create a new campaign entry at the master data level and the one when starting in any other module is the same.

Fields with a red marking on the left side are mandatory fields.

1.    Select the client in the left field and the product in the center field. Select the campaign you want to modify and click on “Edit” or “New” to create a new entry.

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2.    A new dialogue window opens, where you fill in/edit the relevant information of the campaign in two sections:

·      General

·      Responsible

3.    Fill in the description field (max. 60 characters).

4.    The system fills in the number in chronological order in which the campaign is created. This number can’t be changed manually.

5.    The matchcode is generated based on the description. Campaigns as well as clients and products aren’t prohibited by the system to have identical matchcodes (as opposed to addresses). Please take special care that no two campaigns are created with the same matchcode!

You can change the matchcode manually to fit your requirements, e.g., shorter or different to the description.

6.    As with clients & products, you can select an invoice recipient for client invoices to which an invoice should be sent. Please only choose an alternative address if the client invoice should NOT go to the client but to a different recipient.

7.    Choose a contact person from the dropdown list.

8.    Also as with clients & products, you can select an invoice recipient for cost estimates to which a cost estimate should be sent. Please only choose an alternative address if the cost estimates should NOT go to the client but to a different recipient.

9.    Choose a contact person from the dropdown list.

10. In the fields “Charge by” and “Charge by for purchase” you can define which values an invoice will be charged: By job, by cost estimate, by supplier invoice, or you take over the settings from the client level.

11. In the section “Responsible”, you select the project manager and the timesheet manager for this campaign from a dropdown list of all available employees.

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12. You can choose one client service team and one creative team from the dropdown list, or you can choose to use the teams as defined on the product level. You can manage the available teams and the employees that are part of them in the master data, category “Users”.

13. Click on “Ok” to save the changes or “Cancel” to discard them.

Any changes you make here on alternative address, contact person, “charge by” and responsible overwrite the settings on product level or higher.

 

How do I manage Suppliers?

In the category “Suppliers” you manage all the information related to your suppliers and freelance employees. You need a supplier entry to create a purchase order, a supplier invoice, or an external/media service in any LEADING Job/Periscope module.

On the left side of the window, you find a list of all available suppliers. When you click on one, the relevant data of the entry is shown on the right side of the window.

Use the top right side buttons to create a new entry and modify or delete an existing one.

You can sort, filter & search the overview list just like you do with addresses.

How do I create/edit a supplier?

There are a few requirements for creating a supplier:

·      There must be an address entry available.

·      You need the user privilege to create a supplier. If you don’t have it, contact the LEADING Job/Periscope system administrator of your agency.

You can add a new supplier either here in the master data module or directly in any of the other modules while creating a new job, cost estimate, supplier invoice or client invoice. The input mask to create a new supplier entry at the master data level and the one when starting in any other module is the same.

Fields with a red marking on the left side are mandatory fields.

1.    Select the supplier you want to modify in the left window and click on “Edit” or click on “New” to create a new entry.

2.    The information is presented in three sections:

·      General

·      Additional information

·      Info

Section “General”

3.    Click on the “Lense” Icon next to the field “Address” to select an address. You can also create a new address at this point. The name of the address entry will be taken as matchcode for the supplier.

4.    The address will be shown in a map beneath the entry field. You can hide or show the map as needed.

5.    The number is suggested by the system in chronological order of the created suppliers. This number can be changed manually at the moment of creation. If the number is already in use, the system will give a warning message. After a supplier has been saved, the number can NOT be modified again.

6.    Please consult your system administrator concerning the proper data to be entered in the fields “accounting code” and “accounting code of employee”. This information is important for the financial bookkeeping. The code of employee is only needed if you want to create entry for a freelance employee (see step no. 8 below).

7.    Artist tax duty: This checkbox is only shown to our clients in Germany. Activate this checkbox if the supplier is an artist whose services fall under the obligation to contribute to the “Künstlersozialkassa”.

8.    Freelancer: ONLY activate this checkbox if you create a supplier entry for an external freelance employee who doesn’t get a salary but charges invoices to the agency.

9.    Default for Petty Cash SI books: Activate this checkbox if you settle this supplier’s bill from the petty cash ,and there’s a number range for it. You do that typically with taxi bills or courier services.

10. Miscellaneous supplier: ONLY activate this checkbox when you create a dummy supplier entry that will be used for all one-time suppliers. There should only be one miscellaneous supplier per agency.

11. Click on the arrow down button on the right side of the entry field to choose the service category.  The service category you select here in the master data will be the default value when creating other data based on this supplier. A different service category can be chosen later on if necessary.

12. Click on the arrow down button on the right side of the entry field to choose the payment terms as a default for invoices based on this supplier.

13. In the field “Status” you define if the supplier entry is active, blocked (is shown as an option but can’t be used), or inactive (only visible in the master data). In the text field, you can enter the reason for blocking.

Section “Additional information”

14. In the section “Additional information” you can enter up to 5 bank accounts with all relevant data (name of the bank, BIC code, IBAN code).

If needed, you can add other additional information fields, as you are used to from the other modules. Read more on using the many possibilities additional information fields have to offer in the chapter “Job”.

15. When you're done, click on “Save” or “Cancel” to exit without saving your entries.

16. The section “Info” works the same as in addresses and shows who created/edited the entry and when.

How do I delete a supplier?

You can only delete a supplier when the following criteria are met:

·      You need the user right to do so.

·      There aren’t any jobs, cost estimates, purchase orders, supplier invoices, or client invoices assigned to it.

Select the one you want to delete in the overview list of all suppliers. Then click on the button “Delete” in the upper right corner. Confirm the warning message with “Yes”. Click “No” if you want to keep the entry.

How do I manage Users?

In the category “User”, you manage all the information related to your employees, that work with LEADING Job/Periscope or just use it to enter their hours there.

Here you can manage the user privileges for every employee, update authentication information, change the settings on notifications, define the roles for project management, specify the timesheet settings

In the left side of the window, you find a list with all available users. Use the column “Active” to filter for only active employees and hide former ones.

When you click on one, the relevant data of the entry is shown on the right side of the window.

Use the top right side buttons to create a new entry and modify or delete an existing one.

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How do I create/edit a user?

The only requirement for creating or editing a new user is the user privilege to do so. Fields with a red marking on the left side are mandatory fields.

1.    Select the user you want to modify in the left window and click on “Edit” or click on “New” on the right side to create a new entry.

2.    The information is presented in seven sections:

·      Picture & signature

·      User

·      Authentication

·      Notification

·      Project management

·      Employed at the following agencies

·      Info

Section “Picture & signature”

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1.    To upload/change the profile picture, click on the miniature. An extra window opens, where you can upload, edit or delete the avatar picture. Click on “Ok” to save the changes. The same is valid when uploading/editing the employee’s signature.

Section “User”

 

2.    In the field “User” enter the employee’s code (max.15 characters) by which they will be referred to throughout LEADING Job. In our demo, we use the first letter of the first name followed by the last name.

3.    Pick the correct gender.

4.    Enter the correct salutation that will be used in email templates.

5.    Enter first name and last name.

6.    Pick country and region from the dropdown list.

7.    Choose the language in which emails regarding timesheet, authorization process and project management tasks will be sent to this employee.

8.    Enter the contact details like phone, private phone, mobile, email, private email, and add a comment if necessary.

9.    In the "Comment" field, you can enter any notes about the employee.

Section “Authentication”

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10. Choose the type of user from the options available: Not allowed, local user, local user with MFA (multifactor authentication), active directory/LDAP, or active directory LDAP with MFA. LDAP is a system that provides passwords through a central server, for e.g. like Okta.

11. If you allow login, you can enter and confirm a password for the login of a local user. Activate the checkboxes if you want that the password doesn’t expire automatically, that the password must be changed by the user himself at the next login or if the account should be locked.

12. If the password is assigned through a central password server you have to enter the LDAP connect string. Your IT department should know the right value.

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Section “Notifications”

In this section, you can manage the notifications for the employee.

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13. Activate the checkbox “Allow to contact the user vie email” as a basis. Then select the situations the user should be informed of via email from the list with the available notifications. Drag&drop them from the left field to the right area “Assigned.” You can search for any notifications or filter the list by clicking on the lens symbol and entering a search string. You can also test right away whether the employee can receive notifications by clicking the "Send test email" button.

14. When creating a new user, per default, all notifications are assigned. If you want to remove some of them, select them and drag&drop them back to the field “available.” With a click on the “Clear assignments” button, you can delete all the already assigned notifications.

Section “Project management”

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15. If the user should use the project management in LEADING Job/Periscope, the checkbox “Works on tasks” MUST be activated. You choose the primary role in the dropdown field and add any other possible roles via drag&drop from the area “available” to the field “Assigned.” Again, the available list is searchable.

16. In the section “Employed at the following agencies,” you find a list with all the company's legal entities the user is working for. When creating a new entry, you have to save it first before you can assign the user to any agency. You can do so by clicking on the button “Agency data” in the upper left corner of the user overview list.

17. In the section “Info,” you can see as usual who created or edited the entry and when.

How do I use the button “Agency data”?

When you click on the button “Agency data”, a dialogue window opens where you can enter agency-related information like where they work, what their confidentiality level is, how timesheets should be used, and what user privileges are assigned to them.

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Section Employee data

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1.    The checkbox “Employed at agency” is activated. If you want to remove a user from an agency, deactivate this checkbox. You can’t remove an employee if they are already assigned to a team.

2.    Select the department to which you want to assign the employee from the options in the dropdown list. The available options are administration, client service, creative department, finance, and production. If you need to change or add a department, please contact our job support team.

3.    Enter the number for the cost center. Ask your financial accounting department for it.

4.    Choose the right profit center from the dropdown list.

5.    Enter the begin date of the employment. If the employee is about to leave the agency, enter the end date of the employment. Timesheets can only be entered for this period of time. In addition to that, the employee is active during this time period.

Section Timesheet

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6.    Activate the checkbox “Keeps timesheet” to enable time recording for this employee.

7.    Choose a timesheet manager from the dropdown list.

8.    Choose the type of time recording, if the employee should record his hours on job level or service level. Read more about the different types of time recording in the chapter “Timesheets”.

9.    Enter the internal hourly rate for this employee. The value represents the cost of an hour of the employee’s work. This amount will be used for calculations in the job module.

10. Choose a default hour category from the available dropdown options. The users themselves can change that when they enter hours in the timesheet module.

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11. Enter the daily workload and the available daily hours from Monday to Sunday in the appropriate boxes. The weekly sum is shown on the right side. These settings will remind an employee if they haven’t entered the required amounts at the end of the week yet.

Section Document privileges

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12. In this section you can define what the user can do (search, view, edit and delete) with documents on each level of confidentiality (low, medium, high). Active the checkboxes one by one or use the buttons “Select none” and “Select all”.

Section Service category

13. In this section, you can assign the different service categories to the user. You can do that either by assigning all available categories by activating the checkbox “All service categories” or one by one using the drag&drop function below. If you need to add/change a service category, please contact our support team.

14. How you assign user privileges, we explain in detail in the chapter below

15. Click on “Save” in the bottom right corner to save all the changes.

How do I assign user privileges?

There are many different user privileges attached to every LEADING Job/Periscope module. To facilitate the assignment, we have grouped them to fit the needs of the most common types of employees in advertising agencies. Nevertheless, you can assign each privilege singularly, too.

Click on the “Agency data” button in the top left corner of the overview window. In the dialogue window that opens, scroll down to the section regarding user privileges.

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Group privileges

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There are default user privilege groups available. Each group contains all the user privileges necessary to accomplish the typical tasks of this employee group. You can assign more than one privilege group to a single employee. You can either use our default groups or you can create your own.

If you need to change the privileges assigned to one group or create a new privilege group, please contact our support team.

Individual user privileges

You can assign each privilege individually, too. As there are so many different privileges, you can filter the list to narrow down the ones you are looking for. Click on the lense-symbol and enter any search term in the text field.

For e.g., if you look for timesheet privileges, search for “timesheet” if you want to assign privileges needed for working with cost estimates, enter the search string “CE“

Select the privileges you want to assign and add them via drag&drop to the right field.

Click on the button “Save” in the bottom right corner to save the assigned privileges.

How do I manage Agencies?

In the category “Agency” you manage the different legal entities/agencies that exist within your mother company and work with LEADING Job/Periscope.

On the left side of the window, you find a list of all available agencies. When you click on one, the relevant data of the entry is shown on the right side of the window.

Use the button “Copy function groups/privileges” on the top left side to transfer that information from one agency to another. Use the top right side buttons to create a new entry and modify or delete an existing one.

You can sort, filter & search the overview list just like you do with addresses.

How do I create/edit an agency?

There are some requirements for creating a new and editing an existing entry in the agency category:

·      There must be an address entry available

·      You need the user privilege to work with agencies. That privilege should only be assigned to the local LEADING Job/Periscope system administrator.

Fields with a red marking on the left side are mandatory fields.

1.    To create a new entry, click on the “New“ button on the window's right side. To modify, choose an existing entry from the list and then click on “Edit” on the right side.

 

2.    The information of an agency entry is presented in five sections:

·      General

·      Client invoice

·      Cost estimate

·      Additional information

·      Info

Section “General”

3.    The system suggests the content of the field “Number” in chronological order in which the agency entries were created. However, this suggested number can be changed manually when first creating a agency. If the number is already in use, the system will inform you.

4.    Click on the “Lense” icon next to the field “Address” to select an address. You can also create a new address at this point. The name of the address entry will be taken as a matchcode for the agency.

With agencies (as opposed to addresses), the "uniqueness" of the matchcodes is not guaranteed by the system, and you will receive no warning if two or more matchcodes are identical. Therefore, please take special care that no two agencies are based on the same address.  You can change the matchcode manually.

Once you have saved the agency entry, you can NOT change the number and the address anymore.

5.    Enter the “Accounting code” for the new agency. Ask your financial accounting department and/or IT department for the correct code. The accounting code is the reference number that will be included in the accounting export of the agency in question.

6.    Activate the checkbox “Is active” if the agency should be eligible for the users to work with.

7.    In the sections “Client invoice” and “Cost estimate” you can preselect any existing text templates that will be used as header and footer text.

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Section Additional information

In this section, you can edit many parameters regarding job number, e-invoice, accounting codes, and other basic settings related to your accounting interface (which differs widely among all LEADING Job/Periscope clients).

Attention: If you are not sure, which accounting parameters are the right ones for your agency, please contact our support team.

Excursus “How do I set the job number?”

The most important settings in this section concern the creation of the job number. The structure of the job number needs to be defined before you start working with LEADING Job/Periscope at all.

Why? Because when creating entries in the master data, starting with clients, the settings you choose there will block all subsequent changes to the job number. You can’t change the structure of the job number anymore after saving the new agency.

A job number can be set up in several ways, but it should contain these five essential segments to make a job uniquely identifiable.

·      Client prefix

·      Product prefix

·      Campaign prefix

·      Job prefix (by default a consecutive numbering)

·      Opening year

You can set the length of the prefixes for client, product, and campaign here in the master data.

 

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Automatisch generierte BeschreibungYou can define the order of the different parts of the job number in the field “Job number format”. The system doesn’t enforce any specific order, but the segments need to be separated by special characters like a point (.), a hyphen (-), or an underscore (_).

Once you save these settings (prefix & format), you can’t change them afterward.

By default, the job number format is built like this:

$(CLIENT[/A]).$(PRODUCT[/A]).$(CAMPAIGN[/N2]).$(JOB[/N3]).$(YEAR[/4])

We show you in an example how a job number based on these default settings would look like:

·      Client: Qualiant Software GmbH / Prefix: QUA (set to 3 characters in the screenshot)

·      Product: Leading Job / Prefix: LJ (set to 2 characters in the screenshot)

·      Campaign: Releases / Prefix: REL (set to 3 characters in the screenshot)

·      Job: Consecutive number with 3 digits (to be set directly at the job number: [/N3])

·      Opening year: 2022 / set automatically by the system (to be set as digit from [/1] to [/4])

The job number example will be finally created as: QUA.LJ.REL.001.2022

 

Let’s continue with the other settings in the section “Additional information”:

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8.    You define the format of the cost unit number that you need when creating a product entry.

9.    You enter the average hourly rate by which your agency calculates any external projects.

10. You choose which e-invoice signature your agency uses and what the footer text for e-invoices should be.

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12. In the section “Info” you can see as usual who created or edited the entry and when.

13. Click on “Save” at the top of the entry to save the new/edited agency or “Cancel” to discard it.

14. Suppose you want to copy/import existing function (privilege) groups from another agency to the newly created entry. In that case, you click on the button “Copy function groups/privileges” in the top left corner.