Glossary

Modified on Mon, 4 Jul, 2022 at 5:10 PM

Definition of the main terms users of CETA may not know.

CETA Term	Definition
Actualise	The process of recording the final (actual) times taken to complete a Service on a Job
Advertiser	The Company that owns the Product, such as Procter & Gamble. They may not be the same as your Client, as your Client may be an agency.
Artist	Any Resource that is a person (Staff or Freelance) that performs Services on a Job
Artist Portal	The Portal is a simpler interface for Artists to enter the time they spent on a Job
Billable Time	Billable times are the hours the system determines you could bill the customer for, factoring in any minimum or maximum charges
Billing Approval	Billing Approvals are also known as Pre-Invoices, and the idea is that you send them to your customers for approval before converting to an Invoice
Booked Time	Booked times are the times scheduled to complete a Service on a Job. These are estimates and can be Actualised later
Check Flags	A menu option on most Entities that will inform the user why the current entity cannot be a certain Status
Client	The final paying customer that you will invoice for work completed. This could be either an Agency or the Advertiser
Company	Any business that you work with can be added to your CRM database. This includes Clients, Agencies, Suppliers, Advertisers, other Production Companies
Conflict	When two Jobs have been scheduled for a resource at the same date or time
Contact	Contacts are all people who work with your company, including those who work for your clients and suppliers
Department	A distinct administrative unit within your company. These are generally used to separate out procurement budgets and/or staff specialisms
Depot	A location in which work can take place, or where your resources and artists are based, represented by a short code name. For instance, LDN, NYC, and LAX
DMG	Stands for Dubs, Media & Graphics; DMG Tasks are smaller tasks that must be completed as part of a Job, such as exporting or importing video files, or sharing file locations
Employee	A Contact in your database with a relationship to a Company. A Contact can be linked to multiple Companies, creating an Employee history record
Entity	Entities are the parts of a project, such as Jobs, Quotes, or Shipping Notes
Gekko	The Reporting Engine that produces all of your financial reports
Generic Resource	A type of Resource that you can book on multiple Jobs at the same time without causing a Conflict
Holiday	Holiday can be booked on the Schedule to denote a member of staff is on leave, or sick, etc. Depending on your iCFM set up, these may cause Conflicts with bookings
Inside Cost	These are Services that you provide in house
Job	A job, or worksheet, is a scheduled piece of work such as a day of colour grading, or a DMG job. Jobs belong to Projects
Lead	Leads (or Sales Leads) allow you to record information about a prospective Project with only basic information required
Misc Cost	Miscellaneous Costs (or Sundry Costs) are the additional costs and expenses that need to be logged against any Project for billing and reporting purposes
Outside Cost	Services that you do not offer in house, and have to outsource to a third party
Product	The focus of a Project. In commercials, this is the product being sold, i.e., Oral-B iO-9. For other projects, this is usually the title of the Show, and each Series can be a new Project
Project	A Project is the container for all the work that your client has asked you to do for them pertaining to a specific Product
Project Type	A Project Type is a distinct business offering within your company
Purchase Order	Purchase Orders can be submitted to record the cost to your business for Outside Costs, typically freelance work, against the relevant Project
Quote	A quote (bid, or estimate) and is the description of Services that you are presenting to your client
Rate Card	This is where you set up all the different Services and deliverables that you will ever need to bid, schedule, order, or bill
Resource	Resources are anyone or anything that you want to book and keep track of in your Schedule. This includes people, suites, rooms, workstations, equipment, or licences
Schedule	The schedule is the calendar view of iCFM which shows you what’s going on across your company over a selected period of time
Service	Services are the tasks you book resources for, and are the individual bid line items that your company charges clients for
Shift	Shifts are markers on the Schedule made against a Resource, but without scheduling a Job. Typically used for marking availability, maintenance etc
Shipping Note	A shipping note, or despatch note, is a record of items sent via courier. They are attached to Jobs and can incur a charge to the job depending on your set-up
Status	Each Entity in iCFM has a status which marked Pencil, Confirmed, or Costed. Statuses apply to Jobs, Quotes, Projects, Products, Companies, etc
User	A User is someone that can log into your iCFM instance
User Permissions	Most functions and features in iCFM can be toggled between Approved or Denied on a per-User basis, giving you control of your company's security
User Groups	User Groups are pre-defined sets of permissions which define the areas of iCFM that Users have access to, meaning you can make changes for a department or group of Users at a time