Buying Fields - All

Field Name

Explanation

#

Display only. Row number assigned by the system. First row is row 0. Renumbers rows when a buy line is deleted.

S

Selected field.

Status

The buying status of this unit (A active; D Deleted; S Suspended)

Vendor

Vendor code set up in Central Database, Common Vendor. Cannot be edited.

Vendor Description

Description given to this code when created.  It can be edited in Common Vendor.

Market Code

For insertions, including Interactive buying,  targeted to certain markets, enables market-targeted reporting.

Material Type

The physical materials such as coated paper, vinyl, plastic coated, etc.

Space Descriptor

Added description (up to 60 characters in length) of an insertion not possible to describe with just the space code.

Ed

Edition code for print buying such as a morning or evening or Sunday edition.

Zn

Zone code for print buying such as the city or west suburban zone.

Insertion Date

Key the date the buy is to run. For a monthly publication, key the insertion date as MMYY. For a bimonthly or quarterly publication key MMMMYY. For all other frequencies, key MMDDYY. Changing the Insertion Date Qualifier can cause this field to change.

This date, with Insertion End Date, calculates Period Billing, when you bill from Media Accounting. The Buy Module, using both dates, determines the number of billing periods and the equal amounts to be billed for each buyline having both fields specified.

End Insertion Date

Ending date for a multi-month insertion. The ending date is required for period billing.

Day of Week

Display only. If the insertion date is a daily date, displays the day of the week.

Insertion Date Qualifier

Select the qualifier, if any, for the insertion date. Controls how the date keyed in the Insertion Date column is interpreted and changes that date, if necessary.

Insertion Rate

If an applicable contract for this buy was defined in Contract Definition, that rate is retrieved from the contract. Otherwise, key the dollar cost of the activity.

Original Insertion Rate

This field is used to track the originally estimated rate for the buy. This column defaults to the rate initially entered in the Insertion Rate field, but it does not change if you later change the rate in the Insertion Rate field. You may manually key a different quantity in this column. This field is for information only and does not affect billing or paying, but it is included on the Client Activity Report when Print Estimated Rate is selected on the Client Activity Report Profiles window.

Client Bill Rate

Key the amount that was negotiated with the client.  This amount overrides the Billing Formula in Profiles when calculating the Client Billable

Original Quantity

Use this column to track the unit quantity that was originally entered. This column defaults to the quantity initially keyed in the Unit Quantity column, but it does not change if you later key a different Unit Quantity. This field is for information only and does not affect billing or paying, but it is included on the Client Activity Report when Print Estimated Quantity is selected on the Client Activity Report Profiles window.

Shipped Quantity

Displays the calculated amount being shipped based on the percent of additional quantity from the Ship Overage Definition (% added to the quantity you entered in Buy Module).

Received Quantity

Key values from the vendor.

Response Quantity

Key values from vendor tracking responses.

To be Billed Quantity

Used for Partial Billing. Key the quantity that is less than the entire amount to be billed quantity for this insertion. Only this amount will be billed at this time; the Unbilled Qty dollars will display in the Worksheet Totals columns.

Rate Qualifier

Retrieved from the contract, if defined. Otherwise, indicate how the insertion rate was keyed by selecting a qualifier from the drop down box. May also affect CPM calculations. See Rate Qualifiers for more information.

Order Flag

Retrieved from the contract, if defined. Otherwise, indicate how the insertion rate was keyed by selecting a qualifier from the drop down box (Latest Revision, Next Revision, or New Order). May also affect CPM calculations. See Rate Qualifiers for more information.

Headline

Use this column to enter text of up to 40 characters to print on the Space Reservation beneath the insertion with the label "Headline."

Client PO

Key the Purchase Order number issued by the client.

Insertion Origin

Helps users identify the source of a buy within the Buy Module. Sources that can display in the Insertion Order column include the following: 1. Blank: Buy was set up in the Buy Module. 2. IMPT: Buy was imported through the Import Buys function. 3. CPYE: Buy was copied through the Copy Estimate function. 4. PRSM: Buy was imported through PRISMA.

Insertion Order Number

Only used if Insertions with Revisions is installed. To add this insertion to a previous insertion order select the order number and choose either Latest Revision or Next Revision for the Order Flag. Leave blank for a new order. If the insertion has already printed on an insertion order, the order number displays and may not be changed.

Revision

Displays the current revision number for the insertion order.

I/O Hold

Only used if Insertions with Revisions is installed. Select Yes from the drop down box to prevent this buy from printing.

Pick-Up

A buy line is a pickup from a previous date, select Yes from the dropdown. Default is blank. Then, specify Pick-Up Date to use in Print Buying. Not used in Interactive or Out-of-Home Buying.

Holiday

Select Yes to retrieve the Holiday rate from the contract, if one exists.

Pick-Up Rate Discount

For a pick-up buyline, key the percentage of the discount. If you are retrieving the rate from a contract, the contract rate is discounted by this percentage to calculate the Insertion Rate. If you are not retrieving contract rates, key the discounted rate in the Insertion Rate column and use this column to record the discount percent for your reference.  

Pick-Up Space Contributor

For a pick-up buy line, key the percentage of the discount. If you are retrieving the rate from a contract, the contract rate is discounted by this percentage to calculate the Insertion Rate. If you are not retrieving rates from a contract, key the discounted rate in the Insertion Rate column and use this column only to record the discount percent for your reference.  

Pick-Up Date

Specify date for use in Print Buying. Prints on the Insertion Order with Revisions as "Pick-Up from [date you entered]", in the same location as "I" comments, which print immediately below Pickup Date.

Not used for  Contracts, and Outdoor documents.

Ad Number

Identify the ad number defined for the creative materials in Ad Number Definition. If you key an invalid ad number it is erased when you exit this cell. Retrieves the Space Code or Column, Quantity and Unit defaults to those fields if they are blank. To retrieve an ad number from a list, see Function Descriptions. Although an ad number not required to save the buy, you may not print an insertion order until an ad number is assigned unless Insertions with Revisions is installed.

Ad Caption

Displays the ad caption defined in Ad Number Definition for the ad in the Ad Number column.

Space Code

Identify a space code defined in Space Description Definition to be used for the insertion. Required if Unit field is blank. If you key an invalid space code it is erased when you exit this cell. To retrieve a space code from a list, use the Lookup function to select from a list. Only the Space Description, not the code, prints on the Insertion Order.

Column

Newspaper Column. Number of columns to buy.

Unit Qty

Quantity of units. Number of units or of the Space Code to buy. Defaults to 1 if left blank.

Unit Code

Type of measurement. Key a unit code defined in Unit Code Definition. Required if Space Code is blank.  Available codes are: CPA, CPC, CPI, CPM, CPT, CT, IN, LI.

I/O Space Designation

Select Ad Space or Buy Space as the space description to print on the Insertion Order. Defaults to Buy Space.  

Contract Contributor

Select the type of space from this buy line that contributes to the contract. Defaults to Buy Space.

Premium Code

Key a premium code defined in Premium Codes Definition to describe the type of premium needed, if any. To retrieve a premium code from a list, see Function Descriptions.

Premium Amt.

If a premium code is keyed, key the amount of the additional charge for the premium. Required if a premium code is keyed.

Premium Qualifier

If a premium code is keyed, select the qualifier for the premium amount: Gross, Net, or Non Comm, or blank if no Premium Code is keyed. Required if a premium amount is keyed.

Contracts Required

Display only. Indicates whether this client was defined in Profiles Definition as requiring contracts.

Retail

Retail buy. Select Yes to indicate that the buy is a retail buy.

Buy Type

Display only.  Used in conjunction with Lead Buy/Subsequent Buy, Subsequent I/O Designation and Ref# columns. See those function descriptions for more information.

Lead Buy/Subsequent Buy

Display only. Refer to the Add Subsequents function description for more information.

Subsequent I/O Designation

 Refer to the Add Subsequents function description for more information.

Ref#

Linked buys reference number. Initially same as the row number.

Vendor Comm%

Accept the commission percentage defined for the vendor in Common Vendor or key a different percentage.

CD%

Accept the cash discount percentage defined for the vendor in Common Vendor, or key a different percentage.

Premium CD%

Defaults to the vendor cash discount percentage. If a premium code is keyed for this insertion and there is a cash discount on the premium, accept the default or key a different percent.

Premium Vendor Comm%

Defaults to the vendor commission percentage. If a premium code is keyed for this insertion and there is a commission on the premium, accept the default or key a different percent.

Reservation Deadline

Displays from Central Database | Database | Common Vendor dates for Media vendor. May be changed in Buy Module.

Materials Deadline

The date the vendor requires materials. Default dates can be automatically calculated based on the media Vendor Profile  in Central Database | Admin | Common Vendor. May be changed in the Buy Module

On-Sale Date

Based on the media Vendor Profile  in Central Database | Admin | Common Vendor. May be changed in the Buy Module.

Posting Date

Date that the Out-of-Home item is either posted or in place as scheduled, based on the media vendor profile. May be edited in Buy Module. Same as On Sale date, but for Out-of-Home.

Ship Date

Key date when order actually shipped.

Material Received Date

Key dates from the vendor.

Order Confirmation Date

Key dates from the vendor.

Mail Date

Key an estimated Start Date when a direct mailing might start not the actual activity date.

Bill Month

The month the buy is being billed to the client. Defaults to the month as defined in Profiles Definition  for the client.

Billing Hold

To hold an insertion from being billed, key Y.

Bill Immediately

To bill this insertion in the next bill cycle without regard to bill month, key Y.

I/O Status

Display only. Indicates whether a insertion order has been generated. Blank: not printed. Printed: printed. This field is only updated when you save or reload the worksheet.

I/O Accepted

Displays an indicator when the vendor acknowledges acceptance of the order.

I/O Number

(May read "Contract Number" for Out-of-Home")

Number assigned to the Insertion Order or Out-of-Home Contract is trafficked.  Only used if Insertions with Revisions is installed.

To add this insertion to a previous insertion order select the order number and choose either Latest Revision or Next Revision for the Order Flag. Leave blank for a new order.

If the insertion already printed on an insertion order, the order number displays and may not be changed.

Comments

If comments were created for this buyline, displays the comment target types. Point to the cell to display the full name of the target(s).

Double-click to create or edit comments OR highlight the row and choose Comments from the function menu and click <Apply>. See Entering Insertion Comments.

Item #

The buyline number.

Traffic Rep

If a media vendor has an alternate address assigned for a Traffic Rep in Common Vendor | Media Vendor, displays the code for this Traffic Rep. The insertion order uses this alternative address.

Material Rep

If a media vendor has an alternate address assigned for a Materials Rep in Common Vendor | Media Vendor, displays the code for this Materials Rep.

Increments to Bill

An insertion that will be billed in multiple invoices, indicate the number of increments to use.  This field is editable.

Previously Billed Increments

Displays the number of increments already billed. Not editable.

Estimate

The estimate for this unit.

Product

The product for this unit.

Bill Formula Base

From the Billing Profile, the base used in the Billing Formula at the level assigned for this unit. Editable and does not change the Billing Profile.

Bill Formula Percent

From the Billing Profile, the percent assigned to the Billing Formula for this level for this unit. Editable and does not change the Billing Profile.

Bill Formula Overridden

If a billing formula has been manually overridden, the word YES appears in this column on the worksheet.  This includes changes in the Bill Formula Base, Bill Formula%, and Bill Formula Of fields as well as adding a Client Bill Rate. To display this column of information, click the Preferences Tab and select Bill Formula Overridden from the Worksheet Buy Columns list.

Bill Formula of

The third part of the Billing Formula. Editable and does not change the Billing Profile.

CD Percent

Premium CD Percent

Prem Vendor Comm %

Revision # for O

When you change and retraffick an insertion order or an outdoor contract as "Next Revision" this shows the revision number.

Location Number

Select the location code for this Out of Home buyline from Lookup. Location codes are defined in Print Admin | Location Definition.

Location

Description for this location.

Illumination

Click to indicate this item is lighted.

Latitude

Displays the Latitude entered in the Location description in Admin folder.

Longitude

Displays the Longitude entered in the Location description in the Admin folder.

DEC Circulation

If you added the circulation rates to the Location code, displays here.

Vendor Pay Rate

For future development.

Ad Caption 2

Key the second line of a caption for this ad number.

Ad Caption 3

Key the third line of a caption for this ad number.

Increments Prev Billed

Shows the number of increments of period billing that were previously billed.