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- Advertising Rate Cards must be set up before Advertising Contracts;
- Advertising Contracts must be created before Advertising Insertion Orders; and Advertising Insertion Orders must be created before an order for the advertisement product can be generated, paid, or cancelled.
The following services and processes for each service are covered in detail within this chapter:
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Advertising Insertion Orders records track specific advertising order information and generate actual Orders records in the Orders service for advertising products. Separate insertion orders are required for each product issue included on an Advertising Contracts record. If a contract for a specific publication is for a frequency of 12x, then an Advertising Insertion Orders record must be created for each of the 12 different product issues that make up the product.This section covers the following topics:
- Creating an Advertising Insertion Order
- Saving an Insertion Order
- Posting Payments from the Insertion Order
- Cancelling an Insertion Order
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Advertising Insertion Orders can be created from the Advertising Insertion Orders service or through the Advertising Contracts record.
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- Selecting Display Advertisement Features for Pricing
- Selecting Classified Advertisement Features for Pricing
- Ordering Advertising Options
- Overriding the Quote Amount
- Including a Discretionary Discount
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The pricing section of the General tab, labeled "Pricing Based on Color, Size and Position," lets you pick the advertisement features as they are defined in the rate cards to populate the pricing section. These fields become available once the Product Issue field is populated.
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The pricing section on the General tab, labeled "Pricing Based on Color, Size and Position," can also determine if the advertisement is for a classified advertisement. By selecting the codes that were defined for the classified ads, the correct rate card can be used to determine the price of the classified ad.
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A spell check feature is available to check the spelling of the classified advertisement text entered on the Ad Caption tab. To run a spell check at anytime, simply right-click within the advertisement text field and select the Spell Check option from the context menu. |
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The Quote Amount field may be overridden by the user to encourage a sale or make a special deal without using the predefined rate schedules.
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As an alternative to overriding the price, a user may enter a discount amount in the Discretionary Discount field, that reduces the price in addition to any other discounts due to the rate card's Agency Discount field. This discretionary discount and any applicable agency discount are applied as a discount percentage to the advertising product's order line on the generated order.
- In the Discretionary Discount field, enter an amount to further discount the quoted amount.
- After entering a discretionary discount and tabbing away from the field, the totals update to include the new discount.
Discounts and Commissions
One of the features of the Advertising module is that it ties in with the Aptify Commission & Royalty Management application. Since the Advertising module requires tracking Sales Representatives for each contract, commissions for each contract can be assigned to each sales representative as well. Because each organization may have different business rules regarding paying commissions on discounted amounts, the Commission Discretionary Amount option gives the organization the option to choose whether the discounted amount is included or excluded when calculating the sales representatives commission.
If applicable, select the Commission Discretionary Amount option to indicate that the amount listed in the Discretionary Discount field is to be included with the total amount when calculating the commission for the sales representative.
Sales Representative Tab
Aptify automatically adds the sales representative information from a corresponding Advertising Contract to an Advertising Insertion Order. A user can modify this information on the insertion order as necessary.
Production Tab and Miscellaneous Fields
The fields on the Production tab include space for any special instructions about the materials provided and positioning instructions. These are optional fields.
The miscellaneous fields on the insertion order form include the number of tear sheet and proof copies the advertiser wishes to receive before running their advertisement. These fields are optional. See Advertising Insertion Orders Form for more information on the fields that appear on an insertion order.
Note that the Taken By field auto-populates with the employee's record from the Employees service and is required to save the Insertion Order and create the associated Orders record.
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Saving an Advertising Insertion Order can result in one of three scenarios depending on the order status in the Status field. One status just saves the insertion order. Another status saves the insertion order and then creates a regular Orders record. Finally and another status saves the insertion order and then creates a cancellation Orders record. Additionally, insertion orders create two scheduled transactions that move the sales account monies received to a deferred account since the advertising products are typically deferred income products. See Understanding Advertising Management Insertion Order Accounting for more information on the accounting issues for scheduled transactions.
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If the advertiser or the contact does not have an approved credit or enough credit to place an order, the insertion order cannot be saved. A message notifies the user that at that point in time the advertiser or agency does not have an approved credit status. |
Saving a Verbal Insertion Order
To save an insertion order with a verbal status, make sure the insertion order Status field is marked as "Verbal" and click OK.
The Advertising Insertion Orders record saves and is then ready to have its order status upgraded or cancelled.
When the verbal insertion order's status is ready to be upgraded to quote or cancellation, the user can reopen the verbal insertion order and change the status to "Quote" or "Cancelled."
Saving a Quote or Approved Insertion Order
Orders records are created when saving an Insertion Order that has a status of "Quote" or "Approved." The Advertising module generates the Orders record automatically, preventing the user from having to jump to the Orders service to create an Orders record and repeating much of the same information already listed in the Advertising module.
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For data integrity purposes, users should only use the Insertion Orders record to update any details pertaining to the order. If a user opens the Orders record to change the status of the Order (for example, ship the order from the Orders record), add a new product, or to update information like quantity, pricing, discounts, or payments, the insertion order will not be updated when the Orders record is saved. To make any changes in the Orders record, they must be made in the Insertion Orders record and then saved. The Orders record should never be updated directly when it pertains to information that affects the data integrity of advertising products. |
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Insertion orders generate Orders records with a payment type of Purchase Order. The Advertising Insertion Orders entity has the ability to control the Purchase Order payment type that is specified on the Orders record as well as the date populated in the Due Date field on the Orders record. These are configurable attributes located in the Advertising Insertion Orders entity and can be accessed and modified by your system administrator as needed. Below is a description of each attribute:
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The Bill To tab plays an important role in enabling an organization to bill multiple parties a portion of a single insertion order. By adding specific persons to the Bill To tab and designating the percentage of the order they are billed, an Orders record for each Multiple Bill To record is created. To create multiple Orders records, the Multiple Bill To records must be created before an insertion order is saved with a status of Quote. Therefore, if an order is saved first with a status of Verbal, the Multiple Bill To records can be added to the sub-tab before the status of the insertion order is changed to Quote. To add a Multiple Bill To record to an insertion order, do the following:
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When adding persons/companies to the Multiple Bill To tab, the total percent of all the records must equal 100%. An error message alerts the user if the total does not add up to 100%. The record cannot be saved until the percentages total 100% so all parties can be billed correctly. |
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When the Insertion Order is saved with a status of "Quote," each Multiple Bill To record for that insertion order is locked. All fields in the Multiple Bill To form become read-only and cannot be changed, nor can any record be added. Additionally, the Order field in each Multiple Bill To record is populated with its corresponding Orders record. |
Adjustments History
Each time a change to the discretionary amount or the quote amount fields is made and the Insertion Orders record is saved, an Adjustments History record is added to the Adjustments History tab. These records show the date the adjustment was made, the old and new price amounts, and who made the adjustment. These records are for viewing the audit trail of the insertion order price and quotes and cannot be edited or created from the Adjustments History tab. The Adjustment History tab is supplemental to the standard record history feature to show just the audit trail of the price and quote changes.
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Orders that are created from the Insertion Orders records initially have a payment type of Purchase Order. A purchase order payment type requires an approved credit status in order to process the order. Payments are posted from the Advertising Insertion Orders record to update the Orders record with a corresponding Payments record.
Making a Payment on the New Insertion Order
When creating a regular Orders record, payment information is generally filled in at the time the order is saved. However, when creating an insertion order and saving it as Quote, the system only generates the Orders record; it does not automatically create payment information. To make a payment on the insertion order, do the following:
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Depending on the status of an Insertion Order, the cancellation process works as follows for the various insertion order statuses:
Cancelling Verbal Insertion Orders
To cancel a "Verbal" Insertion Order, change the "Verbal" status to "Cancel" and click Save.
The Insertion Order is now locked down from any other entry and the verbal in-sertion order is cancelled and today's date appears in the Cancelled Date field. Because verbal insertion orders do not generate an order, a cancellation order is not created.
Cancelling Quote or Approved Insertion Orders
To cancel a "Quote" or "Approved" Insertion Order, simply change the "Quote" or "Approved" status to "Cancel" and click Save.
Upon saving, the Insertion Order generates a cancel order and the Cancellation Order ID field in the Payment section populates with the cancellation order's ID number. Orders that are marked as "Taken" are first changed to "Shipped" and saved, and then the cancellation order is created.
By saving the insertion order with the new cancelled status, the system automatically populates the Cancelled Date field with the date the cancellation order is created.
Placing an Insertion Order On-Hold
Changing an insertion order's status to "On-Hold" does not create a cancellation order. Rather it flags the insertion order as a possible cancel. Since cancelling an order cannot be reversed, it is wise to place an insertion order with a status of "Quote" or "Approved" on-hold first before cancelling the order. It is not necessary to place a "Verbal" insertion order on-hold since there is no corresponding Orders record for that insertion order.sub-topics:
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