Worksheet Buy Columns - Traditional

For the totals columns, see Worksheet Buy Totals. For information on sorting rows on the worksheet, refer to Worksheet Rows. To hide columns, refer to Preferences Tab. The most complete list of all columns for all Buying modules is at this link.

In this table, columns are listed in their default order on the worksheet.

Billing Columns to note in the Worksheet

Period Billing – If you create each buyline with a Start and End Date, then these are automatically calculated in the Buy Module for period billing, over the defined period: Equal Period Billing, Monthly Billing, or No Period Billing. The type is selected in Profiles Definition. All periods must have a beginning and ending date for the system to calculate the amounts. See also this link.

Increments to Bill

You may also specify in Preferences to show the Number of Increments to Bill for a buyline. If you change the End Date range, you will receive a popup message that the buy was changed and you need to review the number of increments for billing. Otherwise the increments would not be calculated.

Other Worksheet Columns

Column names are listed as AdVault named them. Your office may have changed some Column Names to reflect additional specialty Column Names.

To move a column, click the column heading then drag to the desired location. The order of the columns is saved when you save a worksheet as long as you have made at least one change to the worksheet before saving. If you open a worksheet and only rearrange the columns, the column order will not be saved. Once saved, the column order applies to all worksheets until you change it.
To resize a column, move your mouse over one of the sides of the column header to display a two headed arrow, then drag to widen or narrow the column.

* Data is required in columns marked with an asterisk.

**Data is sometimes required in columns marked with two asterisks. See the description for the column.

Column Name	Description
#	Display only. Row number assigned by the system. First row is row 0. Renumbers rows when a buy line is deleted.
S	Select row. Click the check box to select a row for filtering.
Status	Select the buy status from the drop down box. Indicates whether this buy line is active, proposed or deleted. See Buy Status for more information.
*Vendor #	Key the code for the vendor for this buy line. There is a Lookup function for this column. See Function Descriptions.
Vendor Description	Display only. Displays the description for the vendor code in the Vendor # column.
Ed	Edition. Select the edition, if any, for this buy from the drop-down box.
Zn	Zone. Select the zone, if any, for this buy from the drop-down box.
*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, in combination with Insertion End Date, calculates Period Billing, when you bill from Media Accounting. The Buy Module, with both dates, determines the number of billing periods and the equal amounts to be billed for each buyline having both fields specified.
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 has been defined in Contract Definition, the rate is retrieved from the contract. Otherwise, key the dollar cost of the activity.
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.
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 you are have Insertions with Revisions installed.
**Space Code	Identify a space description 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 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. Required if a premium amount is keyed.
Contracts Required?	Display only. Indicates whether this client has been defined in Profiles Definition (Option 135) as requiring contracts.
Freeze Rate	Select Yes to freeze the rate or cost on this insertion.
Retail	Retail buy. Select Yes to indicate that the buy is a retail buy.
Buy Type	Display only. 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.
**Space Closing Date	Defaults to the date calculated according to the formula, if any, defined for the vendor in Common Vendor. Required if the client is billed based on this date.
Materials Closing Date	Date materials need to be to the vendor. Defaults to the date calculated according to the formula, if any, defined for the vendor in Common Vendor.
**On Sale Date	Date the insertion is actually published. Defaults to the date calculated as defined for the vendor in Common Vendor. Required if the buy is billed based on this date.
*Bill Month	The month the buy is being billed to the client. Defaults to the month as defined in Media Accounting \| Admin \| 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. Blank: not printed. Pending: requested, but not yet printed. Printed: printed. This field is only updated when you save or reload the worksheet.
Comments	If comments have been entered for this buy line, displays the comment target types. Point to the cell to display the full name of the target(s). Double-Click to enter or edit comments OR choose Comments from the function menu and click <Apply>. See Entering Insertion Comments.
Market	(In all Buy Modules). Displays the home market assigned to the vendor in Common Vendor, if any, or else the market assigned to the vendor in Market Definition unless overridden for this client in Client Market Override. You may key a different market to display on the Client Activity Report and in Financial Status Inquiry and to be used to separate bills if the profile is set to separate bills by estimate/market or product/market. However, insertion orders always reflect the vendor's home market or the client override.
Item #	Same as # column described above except starts with 1 instead of zero and does not renumber when a row is deleted. Used by Client Service.
Reference #	Same as Ref # column except starts with 1 instead of zero and does not renumber when a row is deleted. Used by Client Service.
Revision	Displays the current revision number for the insertion order.
Ad Caption	Displays the first line of the ad caption defined in Ad Number Definition or imported into the Buy Module or created in the Buy Module for the ad in the Ad Number column.
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."
Order Flag	Only used if Insertions with Revisions is installed. To print the insertion on an order, use the drop down list to select a new or revised order flag. Always assign an Order Flag and save the worksheet before deleting a buy or changing the insertion date or vendor. See Order Flag and Insertion Status for more information.
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.
I/O Hold	Only used if Insertions with Revisions is installed. Select Yes from the drop down box to prevent this buy from printing.
Insertion End Date	Use this column to record an end date for buys that cover a date range, like internet and outdoor buys. If entered on the buy, this date is also shown on insertion orders, bills and the Client Activity Report. This date, in combination with Start Date, calculates Period Billing, when you bill from Media Accounting. The Buy Module, with both dates, determines the number of billing periods and the equal amounts to be billed for each buyline having both fields specified.
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.
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. 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 Quantity is selected on the Client Activity Report Profiles window.
Location	Select the location code for this Out of Home buyline from Lookup. Location codes are defined in Print Admin \| Location Definition.
Material Type	Specify the material type for this Out of Home Buyline. Some may be plastic inserts for transit cars, poster boards of paper or plastic for buses, plastic inserts for point of sale displays.
Space Descriptor	Key additional detail information, such as dimensions in pixels, for a space code such as "banner" in interactive buying.
Pick-Up	To note that a buy line is a pickup, 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 Rate	Select Yes to retrieve the Holiday rate from the contract, if one exists.
Pick-Up Rate Discount	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 Space Contributor	For Line or Inch contracts only, key a percentage of the space on this buy that contributes to the contract. This field is not used in any Buy Module calculations but is used by the Contract Analysis Report to calculate the percentage of space that contributes to a Line or Inch Contract.
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.
Bill Formula Percent	Displays the Bill Formula percent from the Admin \| Profiles Definition menu.
Reservation Deadline	Displays from Central Database \| Database \| Common Vendor dates for Media vendor. May be changed in Buy Module.
Materials Deadline	Displays the Bill Formula percent from the Admin \| Profiles Definition menu. May be changed in Buy Module.
On-Sale Date	Displays the Bill Formula percent from the Admin \| Profiles Definition menu. May be changed in Buy Module.
I/O Accepted	Displays an indicator when the vendor acknowledges acceptance of the order.
Latitude	Displays the Latitude entered in the Location description in Admin folder.
Longitude	Displays the Longitude entered in the Location definition in Admin folder.
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.
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.
Material Received Date	Key dates from the vendor.
Order Confirmation Date	Key the date when order was confirmed, whether by a phone call or other means.
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.
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).
Ship Date	Key date when order actually shipped.
Mail Date	Key an estimated Start Date when a mailing might start not the actual activity date.
Client PO	Key the Purchase Order number issued by the client.
Traffic Rep	Key the 5-character code for the Traffic Rep. It will override the default vendor mailing address. On Out of Home contracts, it prints in the left column under the heading :Contract Mailing Address. It also prints on Insertion Order with Revisions.
Materials Rep	Key the 5-character code for the Materials Rep. On Out of Home contracts it prints in the center of the header information under Materials Shipping Address, just under the space code.
Increments to Bill	Key a digit (s) to indicate the number of billing periods to bill a portion of this buyline until paid.
Previously Billed Increments	Shows the number of increments of period billing that were previously billed.
Vendor Pay Rate	For future development.
Ad Caption 2	Displays the second line of the ad caption as defined in the Ad Number Definition or imported with the buyline, or keyed in the Buy Module.
Ad Caption 3	Displays the second line of the ad caption as defined in the Ad Number Definition or imported with the buyline or keyed in the Buy Module..