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4.4. Entering Flat Rate Advertising Contracts

1.    From the Functions menu, select Display / Ads.  A window entitled Search Engine will appear.

2.    In the Search Engine window, enter the information that pertains to the client for which you are entering a contract, and then press <Enter>.  If no match is found, expand your search parameters.  If this is a new client, consult Entering a New Client.

3.    Click on the Client | Contract subtab.  In the Summary subtab, click on the Insert icon, or strike the <F12> key.

4.    Under the Rate Method heading, select the Flat Rate option.

5.    Under the Rate Basis heading, select the Linage option.

6.    In the Description field, enter a description of the contract.  For example, if the contract is for “Smith’s Supermarket” to receive 13 weeks of advertising in the Southeast Missourian at a special rate of $8.75 per column-inch on Sunday and Wednesdays, the description could read: Smith’s SEM 13weeks  SW $8.75.

7.    If the contract is through an advertising agency, click on the Search icon adjacent to the Agency field, and make the appropriate selection.  Otherwise, leave this field blank.

8.    Click on the Search icon adjacent to the Manager field, and select the salesrep or sales manager that approved the contract.  Then click on the OK button.

9.    Any additional comments that pertain to the contract may be entered in the Note area.

10.     In the Begin Date field, enter the date the contract goes into effect, or click on the adjacent Calendar icon and select this date.

11.     In the End Date field, enter the date the contract expires, or click on the adjacent Calendar icon and select this date.

12.     Leave the Earned Rate field blank.

13.     Leave Color Contract box unchecked.

14.     Under the Contract Volume heading under Type, select the basis for the contract fulfillment.  For example, if the contract specifies that the client will purchase $5000 in advertising over the duration of the contract, select the Dollars option and enter 5000 in the adjacent field.

15.     Click on the Save icon, or strike the <F2> key.

16.     Click on the Details subtab.

17.     If the contract applies only to specific publication combinations, click on the Search icon adjacent to the Combo Type field.  Select the appropriate combo, click on the OK button, and skip the next step.  This option is seldom used, and in general, this field is left blank.

18.     Click on the Search icon adjacent to the Pub. Type field and select the publication that the contract applies to.  Then click on the OK button.

19.     If the contract applies only to a specific ad type (see Display Ad Types), click on the Search icon adjacent to the Ad Type field, select the ad type, and then click on the OK button.  Otherwise, leave this field blank.

20.     Click on the Search icon adjacent to the Product field.  Select the appropriate product, and then click on the OK button.  This entry will generally be Local Display (LOCL).

21.     Click on the Save icon, or strike the <F2> key.

22.     Click on the Linage subtab.

23.     If the contract specifies that the ad linage has limits (max. or min.), enter this range in the Linage From and To fields.  For example, if the contract states that the ads must be no more than 20 column-inches, enter 20 in the To field (no entry is required in the From field unless there is a minimum size).  If there are no ad size limits, simply click on the Red Up-Arrow button.  If the contract applies only to ads of a predetermined size, leave these fields blank and proceed to the next step.  Otherwise, skip to step 26.

24.     Click on the button adjacent to the Page Size and Page Format fields.  A window entitled Searching will appear.  Select the page size/page format of the publication entered in the Pub. Type field.  Then click on the OK button.

25.     If the contract applies only to ads of a specific size, click on the Search icon adjacent to the Ad Size field.  Select the appropriate ad size, and then click on the OK button.  Otherwise, leave this field blank.

26.     Click on the Save icon, or strike the <F2> key.

27.     Click on the Basic Rate subtab.

28.     Under the Basic Rates heading, in the Begin Date field, enter the date the contract goes into effect, or click on the adjacent Calendar icon and select this date.

29.     Click on the Search icon adjacent to the Day of Week field.  If the contract applies only to ads run on a specific day of the week, select this day from the list.  Otherwise, select Not Applicable (NA).  Then click on the OK button.

30.     Leave the Day Type field blank.

31.     If the contract is for classified display ads (Product field entry is CLDP), and only applies to ads of a specific classification type (e.g. AUTO), click on the Search icon adjacent to the Class Type field, and make the appropriate selection.  Then click on the OK button.  Otherwise, leave this field blank.

32.     If the contract specifies that the ads may only appear in a specific section of the publication, click on the Search icon adjacent to the Section field, and make the appropriate selection.  Then click on the OK button.  Otherwise, leave this field blank.

33.     Click on the Search icon adjacent to the Rate field.  Select the Ad Space (AD) option, and then click on the OK button.

34.     Under the Rate heading, enter the contract rate in the Price field.  If this rate is per column-inch, as is generally the case, check the adjacent, Per Unit box.  Otherwise, the charge for the ad will be whatever amount is entered in the Price field.  If an entry was made in the Ad Size field (step 25), then enter the total price for the ad in the Price field, and leave the Per Unit box unchecked.

35.     If there are minimum or maximum charges for the ad, enter these values in the Min./Max.$ fields.  Note: these fields are generally used to set limits on color charges.

36.     Click on the Save icon, or strike the <F2> key.

37.     If the contract specifies rates for color, or if color is included in the rate, then click on the Insert or Insert Copy icon, and repeat steps 28-36 with a color option selected in the Option field.  If color is included in the ad space rate, the entry in the Price field will be 0.00 for the color option.