Customer Relationship Management (CRM)

The two biggest challenges facing sales representatives today are time management and accurate decision data. Datatrax Customer Relationship Management (CRM) is designed to help Sales Departments increase productivity, keep on top of management objectives and create new market strategies by providing access to "real time" transactional data on Ad Placement, Position Requests, Advertiser Credit Status and A/R Balances and status of Sales Contract Fulfillments.

Contact Management: Datatrax advanced search capabilities and comprehensive features allow for quick access to key sales data including: Sales Prospects, Advertiser/Agency Relationships, Contacts for the Advertiser and Agency, Notes feature to record date of last communication and next follow up dates and user-defined strategies for each Contact. Datatrax provides email links right on the contact screen for a quick and easy way to send PDF Contracts and Acknowledgement forms to potential Advertisers.

Contact Lookup

Standard CRM Features

• Integrated, Single Entry Database creates online processes that flow from one department to another: a unified place for everyone to go to: make changes, generate reports and gather information in real time
• Tickler, Notes and Calendar with date, time, status codes and text area for writing reminders and notes
• Many Advanced Search Features: Wild card searches on Company and Individual names, Brand, Product, Contact, PIB code, Advertiser, Agency, Sales Representative, Region, Current and Billed Orders, Issue, Publication and much more.
• Online Email, PDF Forms and Send Letters and Documents
• Access Scanned Documents, Past Notes and Correspondence to/from Advertisers
• Unlimited Classification of Contacts by Groups and Categories and sorting capabilities to target exact market; select on Contacts, Advertisers, Agencies, Industry and User-Defined Categories (which can include dollars and page criteria) to create promotional lists, direct marketing campaigns and send blast emails
• Complimentary Copy Management
• Online Display of Status of Orders, Credit History and outstanding A/R Balances and drill down to display actual past due invoices
• Relationship Management creates links between Contacts, Advertisers and Agencies.
• User Defined Data Fields to track special events, additional Advertiser materials instructions etc.
• Comprehensive Sales Reporting on Sale Pipeline, Pages, Dollars, Date Ranges,
• Budget & Forecasting by a range of dates on pages, dollars, by sales representative; page yield analysis
• Report Writer: Built-in custom reporting option for special project needs. (not available in ASP mode)
• Export all data to other software applications: spreadsheets, layout and imposition programs, report writers

Viewing A/R Payment History

• Access Advertiser Payment and Order History View A/R Detail, Outstanding Invoices, Credit Status and Payment History; Web access for quick review of clients "real time" data of sales activity, view outstanding invoices, client communications including: collection notes, emails, scanned documents, collection letters and more; Review Contract Fulfillment status to quickly manage sales opportunities and assist potential clients and Advertisers with best course of action for their advertising budgets
• Access Contact Information Organize Contacts into Groups and Categories to create demographics for sales analysis, target marketing, blast email campaigns and events planning; Set up Complimentary subscriptions or promotional materials lists; view accounting of sales orders, current A/R invoices or drill down to view actual detail of each order; Customize user-defined fields for Contacts to create more specialized knowledge base of potential clients; Store multiple contacts under one Account (e.g. Sales Contacts, Production Contacts, Collections Contacts); System level security features protects potential client data from unauthorized usage in other areas: across departments, between users, regions, territories
• Serve Your Clients More Effectively Schedule Activities with Tickler and Calendar features, call tracking on any specified date range, schedule reminders for departmental meetings, create planning calendar for marketing events
• Create Sales Opportunities Datatrax helps Sales team recognize the relationships between Contacts, Advertisers and Agencies. This essential information provides a rich resource for creating opportunities to cross sell and up sell more advertising space, sponsorships, trade and event booths and more; Sort Notes By Work Area for full knowledge of the ongoing communication between Advertiser and Publisher via all work area note contributions. This provides a broad vantage point to see the client relationship lifecycle (from initial contact, to point of sale, to order placement through order payment and collections) and to better understand, and as a result, better determine best sales strategies for client needs; Data Mining-Advanced search features on Contacts, Advertisers with Groups and Categories features generate specialized lists; search by Brand, Region, Product and any classification your sales department wants to find the information needed for direct mailings and advertising promotions. Track Contract Renewal Dates-View client contract status to determine which Advertisers are at risk for a short rate because they have not met their obligations or which Advertisers can be offered a rebate if they advertise just one more time; Budget and Forecasting Analysis-Review sales trends based on budget and actual booked sales orders, analyze type of space Advertisers bought last year and this year to determine how this has met management target sales strategies and search criteria to determine potential for new, emerging markets
• Competitive Analysis provides opportunity to know that your potential ad space buyer already is buying space in either another publication your publisher sells or in another competitor’s publication.

Viewing Current Orders

Datatrax has a wide selection of reports with a matrix of user selected sort options available. These comprehensive reports are excellent tools for data mining. The following is a partial list of some of the standard reports available in Datatrax:

Missing Space Report: Identifies which Advertisers are not running in upcoming issue that may have run in any one of a series of past issues

Contract Fulfillment (Short Rate and Rebate): Provides analysis of which Advertisers are risking a short rate for not meeting their obligations, or which Advertisers can be offered a rebate if they advertise just one more time.

Advertiser Ranking: Analysis of top Advertisers by pages or dollars for any date range

A/R Ranking: Analysis of Advertisers ranked by most money owed and aging days

Share of Market: Advertisers who are running advertisements in competitive publications but are not running in our publication; provides opportunity to know that your potential ad space buyer already is buying space in either another publication your publisher sells or in another competitors publication

Sales Person Analysis: Valuable comparison between pages and dollars booked for a current period to billings/bookings from a previous period (e.g. last issue, last month, last year or any time period)

On-Screen Graphical Reporting

Order Report: Review current placements on Order Report with many sorting and sub-totaling options. Can also be used as a sales pipeline tool to determine how many placements are ready to run and which placements require action items to be fulfilled or followed-up on.

Advertiser History: Review Advertiser sales and payment history

Budget and Forecast: Analysis of Advertiser estimated sales orders against actual booked orders.