Issue/Schedule Reporting & Voucher Copies

The Schedule Report (also called Issue Report) can be used to view details relating to specific issue(s) or an entire publication.

  • Go to Orders & Items > Reports > Schedule in the main menu bar.

This window contains several reports which are detailed below

1. Production Schedule
2. Issue Analysis
3. Order Booking List
4. Voucher Copies
5. Rep Report
6. Pending Orders Report

 


Report Details Options :

1. Production Schedule

Tick this box if you would like to run a production schedule on the specified issue.

 

Publication Code

Enter or search for the publication code you wish to run the report on

Sup Service Code

Enter or search for the issue code you wish to run the report on. Entering the same issue in the from and to fields will run the report on that issue only. You can run the report on a number of issues e.g. Jan12 - Apr12 by entering their codes in the from and to fields. Leaving these fields blank will run the report on all the issues in the specified publication.

 

The production schedule reports on the following information

    • Order number (the number created by the system when a new order is put on the system)
    • Order line number (which order line the ad/editorial can be found on in the order)
    • Company code
    • Company name
    • Advert Details (Item description)
    • Size code (item code)
    • The title of the advert/editorial
    • Special requirements entered against the order (subservice fields)
    • Rep name
    • Ad reference number (service ID)
    • Page number
    • The number of the units
    • Sections (any section information entered against the order)

Next to the production schedule tick box are five other tick boxes, these give you an option on how the information is listed, either by

    • Default order (by ad reference number)
    • Name Order (company names alphabetically)
    • Rep Order (lists all the orders by each rep alphabetically)
    • Size Order (lists the ad by their size starting with the smallest)
    • Include Repeats

You can then choose whether you with to include Adverts, Editorials, Classified, Directory and/or electronic items in your report. Tick the appropriate boxes.

To run the report, click on the output button, right clicking on this button brings up other options the report can be

Sent to screen (can then be printed)

Exported to Excel

Sent to printer


2. Issue Analysis

This is a simple report on how many of each type of advert/editorial are in the specified issue(s) and the total net revenue.

Publication Code

Enter or search for the publication code you wish to run the report on

Sup Service Code

Enter or search for the issue code you wish to run the report on. Entering the same issue in the from and to fields will run the report on that issue only. You can run the report on a number of issues e.g. Jan04 - Apr04 by entering their codes in the from and to fields. Leaving these fields blank will run the report on all the issues in the specified publication.

Each type of advert/editorial (item code) is listed by Item Group, a description of the Item, a count of how many of these items where in the issue and the total net revenue this item produced.

To run the report, click on the output button, right clicking on this button brings up other options the report can be

Sent to screen (can then be printed)

Exported to Excel

Sent to printer


3. Order Booking List

Publication Code

Enter or search for the publication code you wish to run the report on

Sup Service Code

Enter or search for the issue code you wish to run the report on. Entering the same issue in the from and to fields will run the report on that issue only. You can run the report on a number of issues e.g. Jan12 - Apr12 by entering their codes in the from and to fields. Leaving these fields blank will run the report on all the issues in the specified publication.

Run this report on an issue to view the following details :

    • Order number (the number created by the system when a new order is put on the system)
    • Order line number (which order line the ad/editorial can be found on in the order)
    • Company code
    • Company name
    • Description of the advert/editorial (item)
    • Net Price
    • Currency the order was placed in, unticking the currency tick box will show all orders in the home currency.
    • Number of units of the Item
    • Rep name

The report can be listed by default order or name order (alphabetically by company name) by clicking one of the tick boxes

You can then choose whether you with to include Adverts, Editorials, Classified, Directory and/or electronic items in your report. Tick the appropriate boxes.

If you do not wish to see the currency, untick the Currency tick box.

To run the report, click on the output button, right clicking on this button brings up other options the report can be

Sent to screen (can then be printed)

Exported to Excel

Sent to printer


4. Voucher Copies

Ticking this option you can run a report on who the voucher copies are to be sent to by exporting to excel or print the voucher copy letters depending on which output you choose.

The report must be run on a specified issue. If you would like to print the letter to a specific company, enter or Search for their company code in the Company Code field.

You can then choose whether you with to include Adverts, Editorials, Classified, Directory and/or electronic items in your report. Tick the appropriate boxes.

There is an extra field at the bottom of the window to enter the publishers name that will appear at the bottom of the voucher copy letters.

To print the voucher copy letters click on the output button . The letters will be sent to screen and can then be printed.


5. Rep Report

This report can be used to view the details of the orders and commission allocated to reps and to create purchase transactions for the services of the reps.

Publication Code

Enter or search for the publication code you wish to run the report on

Sup Service Code

Enter or search for the issue code you wish to run the report on. Entering the same issue in the from and to fields will run the report on that issue only. You can run the report on a number of issues e.g. Jan12 - Apr12 by entering their codes in the from and to fields. Leaving these fields blank will run the report on all the issues in the specified publication.

Right clicking on the output option until the Excel button is available also brings up an extra Details tick box. The report shows the following information (with the details box ticked)

    • Rep Code
    • Rep Name
    • Whether the commission is gross or net
    • The commission percentage
    • The percentage split of the commission (if commission was split between 2 or more reps)
    • Commission payment (amount of commission paid)
    • Currency the order was placed in. Unticking the currency tick box will show all orders in the home currency.
    • The issue the order was placed in.
    • Order number ( the number created by the system when a new order is put on the system)
    • Order line number (which order line the ad/editorial can be found on in the order)
    • Company code
    • Company name
    • The town, postcode and country of the company
    • The name of the agent linked to this company or order
    • The agency discount applied to the order
    • The invoice company name.
    • The Item code (advert code)
    • The initial value of the order
    • The amount of any adjustments made to the order
    • The subtotal of the order (initial value minus adjustments)
    • The total amount in agents commission
    • The line net amount (subtotal minus the agents commission amount)
    • The currency
    • The number of units the item consists of.
    • The page number of the item
    • The yield of the order
    • The status (advert or editorial etc)

Total

This button is the default, and without pressing it, the report shows you the commissions due but does not send the data to the purchase ledger system.  You can output the report as many times as you wish.

When the time comes to pay the reps their commission, press the total button, and two other options appear: 

Trial/Live

Clicking on the trial button changes the status to live. This sends the transactions to the accounting system's purchase ledger and creates purchase invoices for the money owed to the reps.

Rerun

If changes are made to the orders, e.g. an advert is withdrawn or more money is charged for the advert, clicking on the Rerun button will create purchase invoices for the differences between the Live run and the new amount.

To run the report, click on the Excel button.


6. Pending Orders Report

Run this report to see which orders have been placed but not assigned to an issue yet.

The report gives the following information

    • Order number ( the number created by the system when a new order is put on the system)
    • Order line number (which order line the ad/editorial can be found on in the order)
    • Company Code
    • Company Name
    • Item Code
    • The Order Quantity
    • The booked quantity of the order, e.g. if an order was placed for 3 ads and only 2 have been assigned to an issue, this figure will be 1.

You can then choose whether you with to include Adverts, Editorials, Classified, Directory and/or electronic items in your report. Tick the appropriate boxes.

To run the report, click on the Excel button.