Sales people MUST be entered in the system as such in order to link them to their accounts.
The commission rate is only valid if you pay flat % commission on Net or Gross.
Sales Amount button is for future use.
If you split accounts the sales code for each person must be no longer than three characters or numbers and entered with a slash /. For example:
- GRA = Glenn Abelson's accounts
- SKA = Susan Kaplan's accounts
- GRA/SKA = Glenn & Susan's split accounts
All three codes need to be entered.
All Publication PubIds, Rate Types and Rate Units for which you want to create rate grids must FIRST be entered in the Validation Table.
Copy means copy from an existing rate card.
1. Create a new rate card and leave as blank as you can.
2. Copy from the first rate card to the new rate card.
GL Account is optional. If you are not linking to external accounting this is not relevant. If you are, you may assign the same or different AR numbers to each rate card in your system. This will override the default AR number attached to each customer. However, if your invoices include a mix of rate cards (pub ids), only the first one in the batch will be used.
Pressing the Find/Add button allows you to create a new rate card. If the pub id is in the validation list, you may create a new card. For each card the pubid + rate card + type must be unique. Type is Display, WB (Web Banner) Classified, etc. Unit is Page, Inch, Column Inches, Banner, etc. Make sure you read the section on PubIds, and understand it.
Fill in your Identifiers along the top row (i.e. Spread, Tab, Page etc.)
Fill in actual sizes along the second row.
Enter Frequency breaks (up to 8) in the first column.
2C, 4C, Bleed and Other cannot be changed -- but we will explain below how to enter specific, separate rates for B&W and Color
On Classified advertising...if you have a 30" ad, enter the rate for the ad, not the per inch rate.
Be sure to check the Decimal Box if you want to use cents.
Rate Description is the publication name that shows up on the comment line when you enter an ad for a client. Keep this as short as possible as the comment line is only 54 characters and includes the Rate Description, ad size and color and issue date.
Check the Decimal box if you need to use decimals in your rates.
Cells left blank or with 0 will not be accessible when entering ads.
When done, save the screen. When you enter new ads, the grid will pop up and you make click the mouse or enter a number to create the ad.
Issue Calendar Version 7.0 and earlier
You must first turn this function on in Configure System, above...and set it up here.
At that point all issue dates entered for any Ad with the Publication Ids defined here, will be verified to make sure they are Valid.
For this to work, the Pub Ids must first be set up in Administration, Validation Table (above)
To create a set of valid dates for a specific publication...click on Find/Add. Enter or look up the Publication ID entered into the Validation table. Verify or change the year. Check all appropriate boxes and click on Save. That’s it.
If you want to be able to enter OPEN ISSUE DATES for an advertising contract, there are two options:
1) Create an issue date for a date you will not use...like 12/25/2099. This has the advantage of making it simple to find open issue dates in your reports.
To copy to another Pub ID, Find/Add the new pub id, then click on Copy. Follow the prompts. Copy means copy from. i.e. create the issue date list and save. Copy from the first list to the new one.
Issue Calendar Version 7.3 and later
To Create a new Calendar:
- Fill in the year first
- Click on Find/Add
- Type or look up the Publication/Rate Grid ID
- When the screen look like the one below, press the <enter> key on the keyboard.
- Confirm you decision when prompted.
- Click on Edit.
- Note the side bar options and boxex to check. Fill in as you wish.
To copy the above to another rate grid, repeat the steps above, but do not fill in the new issue calendar.
After you click on Edit, click on copy. Enter the year and ID of the calendar you wish to copy from and press the 
<enter> key on the keyboard.
When entering Advertising in SM4:
Accept = allow this as an issue date
Incl. xxxxx = include this information on the summary comment line for the ad
Ads comment line = include this at the end of the summary comment line for the ad (i.e. Jan 2007 ABC). Use short publication names or abbreviations as the total allowed length of the comment line is 54 characters
Maximum of all data is 54 characters.
Link Publication to Position Codes Pre Requisites (maximum 5 alpha/numeric) are used only if you have activated Validate and Check for positions (i.e. the publication has only 1 C4 and 3 RFFOE (right hand page far forward, opposite editorial). required before you set up Rate Grids and Position Code Linking
The Position Code is a code that unifies one or more rate cards/rate grids/pub ids.
If your entire rate card for a publication is on one rate grid, the position code would be the same as the put id.
Suppose, however, that your rate grid has the following entries for one publication:
MPBW (my publication black and white rates)
MP4C (four color rates)
MPSR (special rates).
Despite the fact that you have three rate cards you still only have one single publication. There is still only one Cover 4 to be sold.
Your position code might then be “MP”. The section, Link Positions to Position Codes (discussed below in detail) would then let you tell the system that whether the rate card is MPBW, MP4C, MPSR, it all relates back to “MP” for deciding how many of each position is allowed.
============================
You have, hopefully, put your PubIDs, Positions and Position Codes into Administration, Validation Tables.
- Click on Find/Add
- Look up the pubid/rate card id you wish to link to this publication
- Select the item
- When you see the screen below, press the <enter> key to add the item.
Now you need to link the PubIDs and Position Codes.
The Position Code is a code that unifies one or more rate cards/rate grids/pub ids.
If your entire rate card for a publication is on one rate grid, the position code would be the same as the put id.
Suppose, however, that your rate grid has the following entries for one publication:
- MPBW (my publication black and white rates)
- MP4C (four color rates)
- MP2C (two color rates)
Despite the fact that you have three rate cards you still only have one single publication. There is still only one Cover 4 to be sold.
Your position code might then be “MP”. The section, Link Positions to Position Codes would then let you tell the system that whether the rate card is MPBW, MP4C, MPSR, it all relates back to “MP” for deciding how many of each position is allowed.
If you were then to assign a total of 1 ads to OPTOC (opposite Table of Contents) the system would not be concerned whether the ads were B&W, 2 color or 4 color.
In SM4 you may assign how many of each position may be applied to each issue of a publication or special section, as well as each day that web advertising is to appear.
Before you work here you must enter valid Pub Ids AND valid Positions in Administration, Validation Tables, FPUBID and FPOSITION.
Click on Find/Add to create a new section. Enter the pubid or look it up with the ?.
Once you see the screen below, press the <enter> key.
You will then see the screen below. Click on the box the red arrow is pionting to:
Click on Yes to confirm and select the position you wish to like to this code from the lookup list.
That code will then be on your screen, under the Postion Code field.
Press enter. Type in the quantity you may sell of this position, per issue.
If you enter an Issue Date for any position, that means that position is available on that date only.
Click on Save
Once you add a second position, but repeating the steps above, you will see an option box Add Position.
This will allow you to enter more positions without re selecting the Position Code each time.
Idea: Create a one set with all the standard positions (i.e. C2, C3, C4, TOC, etc.) Copy these to all your position sets. Then go to each one individually and customize to suit. When copying, remember...create the new item first. Click on Copy (from another item).
An example list might be:
| Position (What it means) | Issue Date | QTY (for each issue) |
| C2 (cover 2) | 1 |
|
| C2TR (cover 2 of truck editorial insert) | 08/01/2005 | 1 |
| C3 (cover 3) | 1 |
|
| OPTOC (opposite table of contents) | 1 |
|
| PG7 (page 7) | 1 |
|
| FFRHPOPED (far forward right hand page opposite editorial) | 4 |
|
| FHBook (first 1/2 of book) | 6 |
|
| CTRSP (center spread) | 1 |
|
| ROP (run of publication - any place) | 9999 |
For web advertising you may have:
| Position (What it means) | Date | QTY (for each issue) |
| MTR - (top right corner of main page) | leave blank for all | 3 (rotating ads) |
| ETR - (top right corner of editorial page) | 3 |
|
| CI - (current issue web page) | 1 |