Several Advertising services require attention before the Advertising module can be fully utilized. These services require some basic data established before any processing in Advertising can begin. The data is dependent on how an organization's business practices relate to advertising.
The services that require defined procedures to define data before using the Advertising module include:
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An advertising product is generally an advertisement for a publication or magazine. This advertising publication or magazine is not the same product as a publication product sold for subscriptions. The advertising product belongs to a new product category that is created during the setup of the advertisement module. Other advertising products that are sold as additional options to a regular advertisement product can also be created but are not considered advertising products, rather they are advertising option products. Advertising option products can belong to any non-extended product category.
This section covers the following topics:
- Creating an Advertising Product Category
- Creating an Advertising Product
- Creating an Advertising Option Product
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Follow these steps to create an Advertising product category (of one already exists, review and modify its GL accounts as necessary):
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Advertising GL Accounts |
Accounts Receivable (if not using the default) |
Deferred Income |
Discounts |
Sales |
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Click Save to finish creating the Product Categories record.
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Creating an advertising product involves creating a Products record that is associated with the "Advertising" product category. These products are sold as display or classified advertisements in the Advertising module. Note that these advertising products are distinct from the publication product you create to sell subscriptions to customer/members. Pricing information is not determined at the product level for advertising products, rather, pricing is determined through the combination of size, color, and position codes defined later in the setup process.
Follow these steps to create an Advertising product:
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See About GL Accounts and Products and Adding GL Accounts to the Product Category for more information on the setup of GL accounts for product categories and products. |
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If an organization wishes to track inventory for a particular advertisement product, this may be done by selecting the Require Inventory option on the Inventory > General tab and creating the necessary inventory location, Product Inventory Ledger (PIL) and Product Inventory Ledger Entry (PILE) records. See Managing Product Inventory for detailed information on inventory setup. |
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Advertising option products may be sold when ordering an advertising product, such as a display advertisement or a classified advertisement. Advertising option products are not for purchasing the advertisement itself, but for an optional supporting feature, such as a blind box.
The advertising option product can be any non-extended product type in the Aptify module. This means the advertising product cannot be an Expo product, a Publication product, a Meeting product, or other such extended product. Nor can the advertising option product be a kit product or product grouping. Unlike regular advertising products, advertising option products need prices defined at the product level.
Follow these steps to create an advertising option Products record:
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To utilize the blind box advertising option that is shipped with the Aptify Advertising module, create the option product as described in the steps above but name it to indicate it is a blind box product. |
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The Advertising Product Sections service is designed to categorize different sections for classified advertisements. By defining the different classified sections and sub-sections, the customer service representative is able to indicate on the insertion order which section or heading the customer or advertiser wishes the classified advertisement to appear under in the publication product. For example, if a customer wishes to run a Help Wanted classified advertisement, the customer service representative would select the features that indicate the item is a Help Wanted classified advertisement and add the advertisement text to calculate the price.
In order to set up Advertising Management to handle classified advertisements, the sections or headings need to be defined in the Advertising Product Sections service. The service is capable of handling any number of classified advertisement sections and any number of levels, thus allowing for a hierarchy of advertising sections. For instance, under the -Automobiles section there may be sub-sections for Cars, Trucks, and SUVs. Under each of those sub-sections there may be sub-sections for Ford, Chevrolet, and GMC. The Advertising Product Sections service supports the hierarchical relationship concept.
Follow these steps to create an Advertising Product Section:
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The Advertising Product Issues service stores information about each issue of an advertising product. If an advertising product is a monthly item, then twelve Product Issues records need to be created for a year's worth of advertisements. Each issue needs its own Product Issues record because each issue has a different deadline for placing an advertisement, different dates for recognizing the revenue, and different price rates for calculating the price. The service stores shipping date information, revenue recognition information, issue dates, and expiration dates for each issue.
Determining advertising rates and deadlines is dependent on the product issue information for further processing in the Advertising module. Additionally, insertion orders are dependent on the Product Issues records in order to determine which issue of the publication the advertiser wants to place their advertisement.
Follow these steps to create a product issue for an Advertising product:
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Advertising color codes differentiate the kinds or levels of color used in creating advertisements. Each color code becomes part of the pricing matrix when determining the price of an advertisement.
Color codes, along with size codes, position codes, and frequency codes, are used to configure Rates records, which in turn define Advertising Rate Cards records.
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When using the classified advertisement feature, it is best to establish a color code for the classified advertisements. For example, create a color code named "Classified Ads" and use this color code when defining the rate card's Rates record for a classified ad. This enables the user to select the Rate record that has the advertising sections associated with it during order entry with greater ease. |
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Advertising frequency codes represent the number of times the advertiser commits to run an advertisement in a publication. Advertisers can contract to run an advertisement once, twice, twelve times, or any other defined frequency. The frequency code allows special discounts based on number of advertisements agreed to on the contract.
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Advertising Position Codes records store information about advertisement placement holders. Each record defines a position in the publication. The different positions allow for different prices for an advertisement placed on a more prominent position of the publication such as the inside front cover or the back cover. The position codes can be created to match a publication's standard layout that is used issue after issue.
Position codes, along with size codes, color codes, and frequency codes are used to create Rates records on the Advertising Rate Cards form.
Follow these steps to create a position code:
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When using the Classified Advertisement feature, it is best to establish a position code for the classified advertisements. Because position codes are used in Rates records to determine pricing for classified advertisements, if you plan on having different pricing structures for different classified advertisement sections, create different classified advertisement position codes. Use a name for the position code that identifies the sections in the classified advertisements. For example, to charge a different price for "Help Wanted" type classified ads and "For Sale" type classified ads, create two different position codes, one called Help Wanted and another called For Sale. These position codes can be used when creating prices through the Advertising Rate Cards records. |
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The Advertising Price Override Reasons service allows the user to create a list of acceptable conditions when an employee may override the calculated price on an Advertising Insertion Order record. This feature allows the user to identify on the insertion order why the price was overridden. The reasons can be defined to fit an organization's business practices.
Follow these steps to create an Advertising Price Override Reason:
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The Advertising Size Codes service stores the data that defines the various sizes of advertisements the publication can accommodate. For instance, whole page, half page, quarter page, eighth page, or two-page spread may represent some advertisement sizes an organization would want defined. Using the Page Percent field can further define the percent of the page that the size code takes up on a page.
Size codes, along with color codes, position codes, and frequency codes, are used to create Rates records on the Advertising Rate Cards form.
Follow these steps to create an Advertising Size Code:
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When using the classified advertisement feature, it is best to establish a size code for the classified advertisements. For example, create a size code named "Classified Ads" and use this size code when defining the Rate Card Rates record. This enables the user to select the rate card rate that has the sections listed on it with greater ease. |
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The Advertising Unit Definitions service stores the data that defines how to calculate the number of units for the Ad Caption text listed on an insertion order for a classified advertisement. The Aptify Advertising module includes support for three standard unit types: characters, words and lines. An organization can use one of these three predefined unit definition types if they wish to calculate the price of the text based on either the number of words, number of characters or number of lines in the ad caption text.
For further explanation of the predefined unit definition types shipped with the advertising module, see Unit Definitions. If these standard unit definitions do not meet the logic required by an organization, a company can configure their own unit definition object model to override the default standards shipped with the product.
Follow these steps to create an Advertising Unit Definitions record that uses one of the three pre-defined types provided by Aptify:
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Open a new record from the Advertising Unit Definitions service.
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The Advertising Rate Cards service is where prices for advertisements, both display and classified, are defined. The rate card consists of a single advertising publication product, the deadlines for each product issue belonging to the publication, and the various code combinations that are available for each product issue.
The Advertising Rate Cards service integrates various combinations of frequency, size, color scheme, and position codes to determine advertising rates for display advertisements and classified advertisements. The Advertising Rate Cards service allows the user to create numerous Rates records based on the combination of size, color, frequency, and position, but does not allow the user to create multiple Rates records for the same combinations. The rate cards also contain the deadlines for each product issue.
Frequencies defined in the rate cards dictate what frequency options are available on the Advertising Contracts records. Only those frequencies listed in the Rates records are available in the frequency list on the Publications tab of the Advertising Contracts record. Rate Cards records must be connected to an advertising product before the product can be selected in an advertising contract.
Advertising Rate Cards are configured using the following procedures:
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Follow these steps to create a rate card:
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For each advertising product's product issue, a single Deadlines record must be established for the Materials Due Date on the Deadlines record to flow down to the Materials Due Date field on the Advertising Insertion Orders record.
Follow these steps to add a Deadlines record:
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The Rates tab on the Advertising Rate Cards record contains the pricing information for all the possible advertisement configurations based on the size codes, color codes, position codes, and frequency codes previously created and identified in the setup process for the Advertising module.
To create Rates records for a specific product, you will need to select a combination of the color, size, frequency, and position codes and identify a price rate for each combination. Depending on the number of each of the setup codes defined in the advertising setup process, the number of Rates records can vary.
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If there are four records for each of the four setup codes, there could be up to 256 different combinations for Rates records. Alternatively, if there are only three records for each of the four setup codes, there could be up to 81 different combinations for Rates records. |
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Only the frequency codes used in any of the Rates records for a specific product issue are available when selecting a Frequency Code for the same product issue in an Advertising Contracts record. For instance, if you do not create a Rates record using the 10x frequency code for a specific product issue, the 10x code will not be an option when selecting the frequency on a Publications record for the same product issue. |
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See Adding Advertising Options to a Rate Card for information on how to add options to the Advertising Rate Card Rate Options tab of a rate card. |
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Advertising option products, once created, need to be associated with the Advertising module. This is accomplished by creating an Advertising Options record for each advertising option product and then associating that Advertising Options record with the necessary rate cards.
Associating Option Products with Advertising
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- Yes/No — adds a quantity of one to the insertion order for this option.
- Quantity — allows the Quantity field to be modified when adding the option product to the insertion order.
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An example of an advertising option with additional information is the blind box option. When a blind box option product is purchased on an insertion order, the customer needs to provide additional contact information that is stored in a record in the Advertising Blind Boxes entity. To associate the blind box product with the advertising module:
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After an advertising option product is associated with the Advertising module, via an Advertising Options record, the Advertising Options records is associated with an Advertising Rate Cards record. This is performed by adding an Advertising Options record to the Advertising Rate Card Rate Options tab of an advertising rate card's Rates record.
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When advertisers or agencies are submitting their advertising materials, it is helpful to identify what types of files are being submitted or are required. The Advertising File Types service allows an organization to define any number of file types that they will accept. This allows both advertiser and publisher to work with each other using the same programs when and if edits to graphics or text is required. Aptify includes some standard Advertising File Types, including Postscript (.ps), Illustrator (.ai), FrameMaker (.fm), PageMaker5 (.pm5), PageMaker6 (.pm6), and Photoshop (.psd), but you can add to or modify these records as needed.
To define and add more file types to Aptify Advertising use the Advertising File Types service to enter or delete file type records. Follow these steps to create an Advertising File Type:
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