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4.5. Entering Flat Rate Insert 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 Insert option.

6.    In the Description field, enter a description of the contract.  For example, if the contract is for “Smith’s Supermarket” to run a 6 page, tabloid format insert for 30 weeks in the Southeast Missourian at a rate of $45.00 per 1000, the description could read: Smith’s SEM 6Tab, 30wk $45/1000.

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 the 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 run inserts 30 times during the contract duration, select the Frequency option and enter 30 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 this field is generally 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.     Leave the Ad Type field blank.

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

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

22.     Click on the Linage subtab.

23.     In the Units From and To fields, enter the range of units for which a specific rate applies.  Note: multiple entries may be made in the Insert tab.  This enables different rates for different ranges of units to be entered.  Each entry must be tied to its own basic rate.

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 inserts.  Then click on the OK button.

25.     Click on the Search icon adjacent to the Ad Size field.  Select the appropriate insert size, based on the number of pages, and then click on the OK button.

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 inserts 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, Class. Type, and Section fields blank.

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

32.     Under the Rate (per Thousands) heading, enter the contract rate in the Price field.  If this rate is per thousand inserts, as is generally the case, check the adjacent, Per Unit box.  Otherwise, the charge for the inserts, irrespective of the volume, will be whatever amount is entered in the Price field.

33.     If there are minimum or maximum charges for the insert order, enter these values in the Min./Max.$ fields.

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