If your company also subscribes to MyFax.com, note the additional instructions for Insertion Order Format below.
If you targeted Buy Comments to print on the Insertion Order, these print after the I/O detail. Next, comments you add in the Insertion Orders w/Revisions request will print as a Special Comment.
Miscellaneous comments that you add in Insertion Order Instructions print below Special Comments. Finally, if you set up Office and Media Level comments in Central Database | Admin | Report Comments Definition, these will print just before the Total Order amount.
Also, the Terms and Conditions that you set up in Central Database | Admin | Report Terms and Conditions will print on its own separate page after all the Insertion Order detailed information. Refer to the excerpt on Terms & Conditions from Central Database Help.
Trafficking insertions in Print and Interactive
The process for selecting insertions to print on an order begins with the buy worksheet in the Buy Module where you use the Order Flag and I/O Hold settings to control whether the insertion is available for printing. You may not select specific insertions to print when you make a request in Insertion Orders w/Revisions, you only specify the client/media/product/estimate/vendor and optional Start/End dates.
The first time an insertion order prints for a buy, the next available order number is assigned with a revision of 00000. The insertions on that insertion order will always print with the same order number, but the revision number may be incremented. Other insertions on the same buy may be printed on the same order or on a different order depending the Order Flag and Order Number on the buy. The Status Column on the Insertion Order alerts the vendor to new orders, changes and cancels.
The original insertion order or Latest Revision of the original insertion order is labeled "Original" (Revision 00000) and *NEW * displays in the status column for each of the insertions. Revised insertion orders keep the original order number but "Revision" prints at the top and a revision number is appended to the order number. Any original, unchanged insertions continue to print on the revised insertion order but with a blank status. For all other insertions, the status is indicated in the Status column.
Multi-page insertion orders are displayed with “Page Of” to the header so that buyers/vendors can keep track of the total number of pages printed/issued. For example, a three-page insertion order will display as “Page 1 of 3”, “Page 2 of 3” and ‘Page 3 of 3”. This can be seen on both schedule orders and single orders.
The applicable Materials address prints to the right of the Send To address if defined in Traffic/Contract Alternate Addresses or in Common Vendor.
To print an insertion order:
Select Traffic | Insertion Orders w/Revisions. All fields default to the last requested settings so you only need to change the fields that have changed since the last request. To remove previous selections that persist in fields that have lookups, click the Reset Selections icon. This function only removes selections from fields that have lookups; it does not delete checkmarks from any of the “All” checkboxes or delete information from fields that do not have lookups.
Insertion Order w/Revisions Prompt
You may use the Comments icon at the top to set up Comments to print in this insertion order. Also, you may set up other Office and Media level comments to print by using Central Database | Admin | Report Comments Maintenance.
Client, Product, Media, Estimates and Vendor are multi-select fields. To use multiple selections:
Leave the Group and All fields blank.
Click the Lookup icon for each field.
Click to select the multiple codes.
When you begin to multi-select, your single codes (if any) such as Client or Media will change also to *Multi*.
Click <Submit> to assign these codes to the field. *Multi* displays in the field.
Traditional method of keying codes
Key a Client code.
Key a Product code or Product Group code or All Products for a single estimate instead of handling each estimate/product insertion order separately.
If a product group is keyed, indicate how it is to be used by selecting from the Use Product Group as drop down list.
Reporting. Include all insertions for any products in the requested product group, regardless of whether they were bought as a product group or individually.
Allocation. Only include insertions defined for the requested product group.
Key the Media for the insertion order.
Key the Estimate number.
Key a Vendor code or click All Vendors checkbox or select a Vendor Group. Each publication in the Vendor Group will receive its own insertions.
Used for all keying methods
To limit the insertions included on the order, key an Edition code and/or a Zone code.
If you selected All or multiple Vendors, you may key a Rep code to limit the request to vendors associated with that Rep code in Common Vendor.
Key the optional Start/End Dates to limit Insertion Order to those buys within a date range. Multiple Estimates require a date range. When using this date filter, any buys with "New Order" flags that meet the selection criteria and the date range filter will be included in the traffic process as well as any buys with "Latest" or "Next Revision" order flags. If the Latest or Next Revision orders include other buys on the original schedule, then these buys will also be included during the traffic process, regardless of the Start/End date filter.
From the Type of Date drop-down list, select Activity Date to pulling I/Os by Activity date, or select Space Closing Date to pull I/Os by space closing date.
Key one or more Agency Signatures, if applicable, starting with the left-most text box.
Click the Sort Order to choose to print the insertion order in Ad Number of Insertion Date order.
Make additional selections as applicable. In Quantity Decimals and Rate Decimals you may choose the number of decimals to print for your data.
Click the <Fields> button at the bottom of this help page for more information on each field.
Complete the Insertion Order with Revisions Format fields and click <Submit> to submit the report request.
There are added instructions on these format fields if your company subscribes to MyFax.com, a third party provider for faxing.
