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FAQ's - Radio - Summit Traffic Radio

Radio Frequently Asked Questions

Contracts and Spots

Log Generation, Tracking

Operations and Reconciliation

Sales Management and Reports

Billing and Accounts Receivable

Support and Maintenance

General


Contracts and Spots

How are orders (Contracts) entered into the Summit Traffic system?

What happens if the requested time is sold out?

What happens if the requested time is booked by lower priced spots?

How are priorities set?

How is Copy entered?  Can it be linked to multiple Contracts?

Is spot placement on the log dictated by TIME, PROGRAM or SOME COMBINATION?


Log Generation, Tracking

How far in advance can a log be generated?

How are manual changes to the log affected?

How does the Summit Traffic system manage timing or competitive separation requirements?

Prior to finalization of the log, what safeguards are in place to identify problems with spot separation (timing or competitive issues), such as missing Copy, missing spots?  Who is notified of these problems?  How are they notified and when?

Does the Summit Traffic system provide any type of alert for accounts with credit problems?  Can parameters be set to flag accounts that exceed a certain balance or have outstanding balances over 90 days old?


Operations and Reconciliation

What automation equipment interfaces are there?

After a log is finalized, how can changes be made and communicated to MCO?

How is the log reconciled?


Sales Management and Reports

How far in the future can avails/breaks be viewed?

What other sales and management reports will the Summit Traffic system provide?

Can reports be generated and printed at any time or are there processing constraints?

Can reports be generated and saved in various formats?

Can reports be generated and emailed to a third party?

How much Billing history can be stored by the Summit Traffic system?

Can report access be restricted so Account Execs see only their Contracts/clients/data?


Billing and Accounts Receivable

How are payments posted to the receivables?

How does the Summit Traffic system handle billing for non-traditional revenue sources?  (I.e., Sponsorships, billboards, packages, web advertising, etc.)

Does the Summit Traffic system allow both broadcast and calendar billing?

Does the Summit Traffic system provide a method of maintaining and accessing notes made in conversations with clients?

Does the Summit Traffic system generate both invoices and statements?

Can an invoice from a prior period be printed?  How far back can it go?

Are Sales people able to review their aged accounts on-line?  Is it in real time?


Support and Maintenance

What about support?


General

What modules comprise the Summit Traffic system?

So, what does it cost?

What external system interfaces do you have?

What database engine does Summit Traffic use?

What hardware/OS environments are available?

What are the hardware requirements for the Summit Traffic system?

How do we get up and running on the Summit Traffic system?


How are orders (Contracts) entered into the Summit Traffic system?

The process to enter an order is very simple.  There are several options for entering Contracts and then approving them.

Orders can also be imported to traffic from third party systems.

Account Executives can enter orders in traffic and the orders will be placed on hold until a manager with the appropriate access approves them.  Once approved, they will be placed on the log.  The results may be emailed to the Account Exec.

If using paper Contracts, once they are approved they can be given to traffic for data entry and placement on the log.


What happens if the requested time is sold out?

If the time is sold out with non pre-emptable spots, the new spots can be allowed to go to make goods or the Contract can remain on hold.  The Account Executive could then be notified and allowed to modify the Contract, if possible


What happens if the requested time is booked by lower priced spots?

If the lower priced spot is pre-emptable and a lower priority, the higher priced spot will be placed on the log in the lower priced spots place.  The Summit Traffic system will then try to reschedule the lower priced spot into another acceptable position/time, or if unable, place the lower priced spot into make goods.


How are priorities set?

There are up to 36 priority codes.  Within each priority, there can be implicit priorities by rate and schedule span.


How is Copy entered?  Can it be linked to multiple Contracts?

Copy is entered as a Copy order with rotation specifiers and run time parameters.

Copy can be easily linked to multiple Contracts as well as each Schedule page on a Contract can have a different Copy order attached.


Is spot placement on the log dictated by TIME, PROGRAM or SOME COMBINATION?

Spot placement may be specified by time, program or user defined Daypart.


How far in advance can a log be generated?

The schedule may be extended as far in the future as necessary, even multiple years.


How are manual changes to the log affected?

The schedule can be hand edited in Edit Schedules.  Drag and drop functionality makes this a simple process.


How does the Summit Traffic system manage timing or competitive separation requirements?

Separation may be specified for Advertiser, industry and product separation on an individual channel and system wide basis.


Prior to finalization of the log, what safeguards are in place to identify problems with spot separation (timing or competitive issues), such as missing Copy, missing spots?  Who is notified of these problems?  How are they notified and when?

Spot separation will not be violated by the Summit Traffic system.  If manually overridden, a spot separation issue will show up on the discrepancy reportA discrepancy report may be run at any time.  The discrepancy report will show missing Copy and a variety of other potential problems.  In addition, the Summit Traffic system will not create automation schedule files with missing Copy. 


Does the Summit Traffic system provide any type of alert for accounts with credit problems?  Can parameters be set to flag accounts that exceed a certain balance or have outstanding balances over 90 days old?

Preferences can be set up to show Advertisers past due and/or over their credit limit.

Contracts for Advertisers who are over their credit limit will give a warning when scheduling that may be overridden if you choose to.

Contracts for Advertisers that are Past Due will show a message in red above the Advertiser name at the time the Contract is entered.


What automation equipment interfaces are there?

Summit Traffic has interfaces to most analog and digital automation equipment.  If we don't already interface with your equipment, we can easily create a tight, seamless interface to the equipment that best meets your needs.  Interfaces in use for Radio.


After a log is finalized, how can changes be made and communicated to MCO?

After the schedule is locked, the lock can be overridden by a user with sufficient access, then a new log may be printed or an automation file produced.  This may be done within minutes of airtime if desired.  Check with your Automation vendor to be sure a log may be re-loaded.


How is the log reconciled?

If using an automation system, a file from the automation system is sent to Summit Traffic and the reconciliation is done automatically.

If reconciliation needs to be done manually, run times may be changed appropriately and missed spots may be moved to make goods in Edit Schedules.


How far in the future can avails/breaks be viewed?

The Avails browser and reports show the current and future scheduled programming and spots.  Avails/Breaks can be seen as far out in the future as the schedule is extended (the schedule can be extended as far in the future as you like, even multiple years)


What other sales and management reports will the Summit Traffic system provide?

There are numerous sales and management reports and charts available: Inventory Usage Reports, Sales Reports, Sales Report Charts, Traffic Reports, Utility Reports, and others.  See the report book (PDF, 4.2MB) for details.


Can reports be generated and printed at any time or are there processing constraints?

Reports can be generated at anytime, and always reflect the most current data entered into the Summit Traffic system.


Can reports be generated and saved in various formats?

Reports can be generated and saved in .txt, .xls, .rtf, .csv and other formats.


Can reports be generated and emailed to a third party?

Yes.  Just save the report to a file in the format you prefer and attach it to an email.


How much billing history can be stored by the Summit Traffic system?

The Summit Traffic system will hold at least 5 years of billing history plus the current year. 


Can report access be restricted so Account Execs see only their Contracts/clients/data?

Very easily, by setting up access restrictions on their user record.


How are payments posted to the receivables?

To post a payment to receivables, select the Advertiser or Agency, enter the payment amount, check number and then specify whether to apply to the oldest invoices, click to select a specific invoice, or choose to carry a credit balance.


How does the Summit Traffic system handle billing for non-traditional revenue sources?  (I.e., Sponsorships, billboards, packages, web advertising, etc.)

Non-traditional revenue sources are handled on the miscellaneous billing page of Contract data entry.  These may be billed simultaneously with spots or on separate invoices.


Does the Summit Traffic system allow both broadcast and calendar billing?

Summit Traffic's system allows broadcast, calendar, end of schedule, end of flight, bill on demand and many other billing cycle options


Does the Summit Traffic system provide a method of maintaining and accessing notes made in conversations with clients?

Notes made during conversations with clients can be maintained in the notes section of the Advertiser record.


Does the Summit Traffic system generate both invoices and statements?

Yes, the Summit Traffic system generates both invoices and statements.  Statements are optional and both are customizable.


Can an invoice from a prior period be printed?  How far back can it go?

Yes, an invoice from a prior period may be printed.  You can go as far back as you have kept history.


Are Sales people able to review their aged accounts?  Is it in real time?

Sales people can review their aged accounts in real time.  Sales people's access may also be limited to their specific accounts.


What about support?

24/7/365, of course.  Not that someone is in the office all that time, but someone is at the end of a pager or cellular after hours.  More information.


What modules comprise the Summit Traffic system?

Standard system modules:

A/R

Advertiser Schedule Query

A/R Balance Query

Avails Reports

Billing

Billing History/Goals Utility

Define Channels/Groups

Define Users

Extend Schedules

Inventory Usage Reports

Programming

Quick-Ref Reports

Reschedule Make goods

Report Customization

Send Files to Summit

Sales Reports

Sales Reports Charts

Traffic

Traffic Reports

Utility

Utility Reports

Add-On Modules:

Avail Export

Import Contracts

Import Programming

Media Inventory

Program Inventory


So, what does it cost?

It depends on the modules purchased, the number of stations you want to operate from a single location, the amount of training and consultation you want, and whether you choose to purchase a license or lease the Summit Traffic system.  Request information to be sent to you.


What external system interfaces do you have?

Summit Traffic has interfaces to many external systems, for importing programming, importing Contracts and proposals, exporting avails/breaks, invoices, programming, etc.  Interfaces in use.


What database engine does Summit Traffic use?

Summit Traffic uses the outstanding Pervasive PSQL database engine from Pervasive SoftwareWhy did we choose the Pervasive PSQL engine?


What hardware/OS environments are available?

DOS or Windows clients; NT, Novell, or Linux client-server based systems, or standalone workstation systems.


What are the hardware requirements for the Summit Traffic system?

Summit Traffic will run on most any modern Pentium based PC running Windows 32-bit operating systems.  We recommend Windows 7 Pro.

If you use Windows 7 with 64-bit, you will need to use VMWare or similar software and then install a licensed copy of Windows 7 32-bit to a virtual machine.

If you use Windows 8 with 64-bit, you have to have the Pro version and you will need to install Hyper-V and then install a licensed copy of Windows 7 32-bit to a virtual machine.  Microsoft has some info here - http://technet.microsoft.com/en-us/library/hh857623.aspx.  You can also use VMWare or similar software, which may be more user friendly.

A minimum of 512 MB of memory is required for workstations.  We recommend at least 1GB.  A minimum of 2GB for servers; of course - more is better.  We recommend at least 512 MB per concurrent user.

Internet access to send files to Summit Traffic Product Support staff, etc. is required.

Some method of backing up files (flash drive, etc.), antivirus protection, and a UPS are recommended.

A printer is required for printing reports, invoices, etc.

To have multi-user access, the Summit Traffic system will need to be run on a LAN.  We support Novell, Windows, or Linux based networks as well as Peer-to-Peer.  No special database or application server is required.

We use the Pervasive PSQL v9.x database engine which will need to be acquired and installed on the server and client machines or a standalone workstation.  Please call the office for pricing.

When purchasing hardware, factor in the operation's tolerance levels and desires.  For one operation, a lower cost system may be more important and less throughput more tolerable; for another, throughput may be paramount.


How do we get up and running on the Summit Traffic System?

Contact Summit Sales to discuss your needs.



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