Setting up a New Publication

To set up a new publication

  • Go to Orders & Items > Publications in the main menu bar
  • Enter a code for the new publication of up to eight characters and hit return.
  • Click yes to Add New Publication?
  • Enter the name of the publication in the description field

All the fields available in publication set up are described below, most of the fields are optional and may be entered as necessary.

a* next to the field denotes information that must be entered for the publication to be saved.

1. Main tab

  • Tick the publication box.
  • Enter the dates the publication becomes active and/or is to be withdrawn (optional).
  • An Attribute Type and Code can be entered if you wish all new companies that are added to the database under this publication code to be automatically assigned an attribute. This does not affect companies already entered onto the database. If the attribute you require is not listed see Adding Additional Attributes.
  • Tick the Active box if the publication is active immediately. No orders can be set up on publications unless they have been ticked active.
  • The default currency will already be entered in the Sec. Currency field. To change this to another, search for the currency code. If the currency you require if not listed, see Adding & Editing Currencies
  • Fix exchange rate field, enter a value if you would like to set the exchange rate between the currency of the publication and your home currency.
  • Tick whether the currency is to be the priority currency on sales, purchases or both.
  • Sales default status* - this is the status that all new orders set up under this publication code will be defaulted to and denotes whether they can be invoiced or not. Search for the appropriate status. If the status you require is not listed, see Order Status.
  • Vat Country* - Enter or search for the country code for VAT. If the country you require is not listed, see Adding Countries.
  • Default VAT Code* - all orders and transactions will be defaulted to this code.Search Button for options. For more information see VAT Codes.
  • Category 1, 2 & 3 - These category can be used to group publications together. For example, several smaller publications may be grouped under a larger publication code or publications that are overseas could be grouped together. For more information see Service Catagories.
  • Default Item Group* - all new items set up under this publication code will be defaulted to this group. Enter or search for the item group code, this will be the one that the majority of items set up will fall under. If the item group you require is not listed see Items Groups.

2. Accounting

  • Invoice suppression - tick this box if you would like all invoices for this publication to be suppressed.
  • Invoice De-supp. date - enter a date you would like the system to automatically de-suppress the invoice i.e. commence invoicing
  • Credit Suppression - tick this box if you would like all credit notes for this publication to be suppressed.
  • Credit De-supp. date - enter a date you would like the system to automatically de-suppress crediting i.e. commence credit notes.
  • Sales Contract Sequence - orders set up in this publication can begin from a specified number if required i.e. different publications can have different order numbers (and letters). Enter or search for the code for the sequence. If the sequence you require is not listed or you would like to start another, see Sequential Numbers.
  • Sales Invoice Sequence - Invoices for this publication can begin from a specified letter/number combination. Enter or search for the sequence code. If the sequence you require is not listed or you would like to start another, see Sequential Numbers
  • Default Cost Code* - Enter or search for the cost code for the publication. If the cost code is not listed, see Cost Codes.
  • Bank S/L Nomi. Code* - Enter or search for the default bank sales ledger nominal code. This must be a nominal code for a cash account. If the nominal code you require is not listed see Nominal Codes.
  • Bank P/L Nomi. Code - Enter or search for the default bank purchase ledger nominal code if required.
  • Jrnl S/L Nomi. Code - Enter or search for the journal sales ledger nominal code if required.
  • Jrnl. P/L Nomi. Code - Enter or search for the journal purchase ledger nominal code if required.
  • Commission Percentage -

3. Payment Schedule

In this tab you can set up a default payment and cancellation schedule.

Payment Schedule

  • Click on the New Button and enter a code for your standard payment schedule.
  • Click on the green tick button.
  • The system automatically defaults to the payment schedule box ticked.
  • Enter a description for the payment schedule.
  • Click on the new button each time to enter the dates and percentages of the cost to be invoiced. If you make a mistake after entering the dates, click on the Edit button to change or the Delete button to delete a line.
  • Reminder User - You can enter or search for the code of the user to set up a reminder of when the invoices are due for printing. The system automatically sets up a reminder communication 30 days prior to each invoice date.
  • Payment terms - enter a value for your standard payment terms in days.
  • Term priority over account - Tick this box if you would like the payment term you have entered to have priority over any payment terms that have been set up on individual company records.
  • Deposit Value - You can enter a monetary value for a deposit instead of a percentage and date. If the payment schedule has been set up and the first payment is not as high as the deposit value, the system will up the payment to match.
  • Click on the Done button when all details have been entered. The code your have entered for the standard payment schedule will now be displayed in the Default payment schedule box.


Cancellation Schedule

  • Click on the New Button and enter a code for your standard cancellation schedule.
  • Click on the green tick button.
  • Enter a description for the cancellation schedule.
  • Click on the cancellation schedule tick box.
  • Click on the New button each time to enter the dates and percentages of costs to be invoiced. If you make a mistake after entering the dates, click on the Edit button to change or the Delete button to delete a line.
  • Click on the Done button when all details have been entered. The code your have entered for the standard cancellation schedule will now be displayed in the Default cancellation schedule box.
  • Now enter the item code for the cancellation fee to be applied, if this has not been set up already, see Setting up Items Now when the item code for the cancellation fee is added to a order line, BusiPro will automatically work out the fee to be charged based on the dates entered in the standard cancellation schedule.

4. Links

Use this tab to set up sections and issues associated with your publication.  You would be well advised to set up the sections and subsections that you will want to link to this particular publication first in Sections.  Then your choices will be available for you to pick.

1. Sections

  • Click on the New Button to add a section to your publication.
  • Enter or search for the section code and subsection code if required.
  • Click on the green tick button.
  • Enter a comment about the section, the cost, minimum pages, number of columns per page, dates for the section being active and withdrawn and sequence number.
  • You can assign this section a colour by clicking on the Colour button, this will colour code your reports which contain section information such as the Editorial Registration.
  • Click on the Done button to take you back to the previous screen.
  • If there are more sections being used, keep clicking the new button until all the sections have been added. Only sections and subsections that are already set up in the system can be used, if the section/subsection you require is not listed see Sections.
  • You can import sections/subsections from other publications instead of entering them individually. Click on the Import Item Groups   button and search for the sections required, if there is more than one section to be added, hold down the ctrl button whilst selecting to highlight multiple lines and then click the green tick button.

2. Issues

Add all the issues in this publication. The same steps are repeated until all the issues are entered.

  • Click on the New Button.
  • Enter a code for the issue, this could be the month or volume number or both.
  • Click the green tick button.
  • Enter a description for the issue.
  • Enter a date copy has to be in by if required.
  • Enter the cover date. BusiPro will automatically enter the issue year, month and week.
  • The issue will be defaulted to being active, that is orders can be placed in this issue. Untick if this is not the case.
  • Tick the ready to invoice box if the orders placed in this issue can be invoiced.
  • Click on the Done button to take you back to the previous screen.
  • To edit one of the issues, click on the issue line and click the Edit Button.
  • To delete an issue, click on the issue line and click on the Delete Button.

 

5. Other

1. Profile

Type in a profile of the publication and subscription figure (optional), these are not linked anywhere else in the system.

2. Employees

You can add BusiPro users who are associated with this publication and set up commission.

  • Click on the New Button.
  • Enter or search for the Employee code and click the green tick button
  • Enter a comment for that employee.
  • Add the employee's role by entering or searching for the role code. If the role you require is not listed, see Adding & Deleting Employee Roles.
  • Enter the commission percentage with/without an agent. If the Commission paid net of Agent Commission box is ticked, the No Agent percentage is not available. Click on the Done button to return to the previous screen.
  • Click on New until all the employees are added.
  • To edit an employee, click on the Employee line and click the Edit Button.
  • To delete an employee, click on the Employee line and click the Delete Button.

3. Sub Service Fields

  • Contract Comm Type - Enter the code order here if you wish all communications made in the orders section to automatically be defaulted to communication type Contract.
  • Fields 0-9. These fields you can customise to any additional information you would like added to the orders placed under this publication code. The fields will be displayed when an order is assigned to a issue. Type in the name of the field and whether the information to be added is text, a date, a character or a value.By ticking the check box, you can make the field a tick box option. By ticking the unique check box, you can make that field unique to the advert being assigned to the issue, or unticked for all adverts or for issue rather than all issues.

4. Additional Parameters

  • Page No - You can assign a page number to give additional information such as page 2 = inside front cover.
  • ASP web link parameters - only to be used for updating on-line information on your website. See your systems administrator for details.

6. Stock Items

As Items are set up under this publication code, they will automatically be entered in the stock items list. They can be filtered by Item Groups using the drop down menu or edited by clicking on the stock item line and clicking on the edit button.