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Dummy Pub Setup

Summary / TL:DR: These are step-by-step instructions for how to set up a Dummy Pub in Advantage.


Step 1 - Add the Publication to Advantage

Before anything else can be done, the publication must first exist in Advantage. Once the publication is added to Advantage, then you can proceed through the steps. Because of all of the fields involved in adding the publication, it is recommended to search and find another publication from the same owning organization with the same number of issues per year if possible to copy from. Follow these steps to add the publication to Advantage.

  1. Navigate to the Publications screen by searching CIRPUB

  2. Search for another publication that has the same number of issues per year from the same owning organization

  3. Select the pub that will be copied and select the 'Copy Publication' option 

  4. The Publication Copy dialog box will appear, complete only the following fields: 

 

Publication Code*

Enter the three letter code for the publication.

Pub Abbreviation*

Enter the three letter code for the publication, same as publication code.

Copy Elements

Uncheck all EXCEPT Delivery Method & Publication System Options.

For non-US based affiliates, including International Living, Gracing Rules should be checked.

5. The Pub maintenance dialog box will appear, fill out the following fields

Publication Name

Enter the name of the publication.

Full Publication Name

Enter the name of the publication. This field is longer than the previous, so if the name is shortened in the first field, enter the full name here.

Number of Issues/Year

Enter the number of issues the customers will receive per year.

Issue Sent (Last & Next)

Remove the Last and Next Issue Sent dates.

Owning Organization

Enter the owning organization.

Default Delivery Code

Enter the default delivery code for the subscription.

Authentication Information (Group)

Enter the authorization group.

Sales Analysis Code*

Enter SBL - Saleable Item for Searches

Tax Commodity  Code

Enter the Tax commodity code.

Authentication Type

Enter E for Email Address.

Demographics (Can% & LTV)

Ensure these fields are blank.


Step 2 - Setup Issue Dates

The issue dates determine when the first issue will be sent and when subsequent issues will be sent.  This step is necessary for cycle ends if the publication is being mailed.  For emailed publications, this is important for determining remaining liability on a publication.  Note the date the Affiliate choose for the Estimated First Issue Date, use that date to determine what date to start on.

Dummy pubs are (99% of the time) monthly pubs. Use the following steps to create the issue dates. If it is for some reason not monthly, please refer to the regular pub set up on how to create weekly issue dates.

  1. While in the CIRPUB maintenance dialog box, click the "Issue Dates" Tab.

  2. Select the "Autobuild issue dates" button

  1. Navigate to the "Date Range" box.

  2. Select the calendar icon to the right of the "Starting on or after" box.

  3. Select the 1st day of the current month. For example if its September 15th, select September 1st.

  4. Select the calendar icon to the right of the "Ending on or Before" box.

  5. Select the 1st day of the Next month. For example if its September 15th, select October 1st.

  6. Edit the last 2 digits on the date (Year) to sometime far in the future.

  7. select the "Monthly" option

10. Set "Day" to 1

11. Set "of ever" to 1 (month)

12. Click "ok"

13. A pop-up will appear to populate accounting date, click "Yes"

13. The Issue Dates will now calculate and build.

14. Navigate back to the "Details" tab on the maintenance screen.

15. Navigate to the "Issue Sent" Section.

16. Select "Last"

17. Select the "old" or first issue date that appears. This should be the current month issue date you started with.

18. Select "Next"

19. Select the next issue date, the date directly after the date you just selected.

20. Scroll to the bottom and select "Ok"

21. A pop-up will appear about editing the Last Sent and Next to send date, click Yes


Step 3 - Setup Delivery Methods

Delivery codes define each currency the pub accepts. For Domestic, default delivery codes that always have to be set up are US$.  For non-US, use the currency associated with the affiliate and any other currency the affiliate collects payment in.  From the Publications Maintenance screen for the publication, navigate to the Deliveries tab.  This will display the delivery methods copied over from the original publication you copied from.  If there are delivery codes that need to be added, follow these steps.

The Delivery Methods for the pub SHOULD already exist (from the pub we copied,) if they are not, please follow these steps.

  1. Navigate to the new pub in the CIRPUB screen, click "Change" and click the "Deliveries" tab on the dialog box.

Click the "Add Delivery" button

Billing Currency

Enter the billing currency.

Delivery Code*

Enter the delivery code. These are setup in CIRDEL - Deliveries

Description

Enter the delivery code description.

Tax Product Code

N/A

Requires Fax #

Select N

Requires Email

Select if the delivery method requires an email address. Note that orders cannot be processed if Y is selected and no email address is provided.

Requires Valid Street Address

Select A - address required, overridable

2. Select Next, Ok, close the dialog box.


Step 4 - Item Setup

After the publication is setup, information needs to be added to the item in Advantage.  Here, additional fields of information about the publication are entered that are used for reporting and also used for associating product FAQs in Blue Tower (Product Information).

  1. Navigate to the INVDAT screen, make sure that the "GOTS" Script is in use.

  2. Search the new item you set up (pub code)

  3. Select the "Change" button

Title

Ensure the title is correct.

Full Title

Ensure the full title is correct.

Sales Analysis Code

Ensure this is SBL

Tax Commodity Code

Select the code provided by the affiliate from the drop down.

If the affiliate did not provide, or is unsure what to use, have them contact the Tax Department with 14West to determine.

Owning Org

Ensure the owning organization is correct.

Package

Enter N

Item Status Code

Enter SR

Saleable

Enter S

Product Format

For US businesses, enter GS for Goods & Services. For all others, leave blank.

Tax Product Code

Not used domestically.

Product Family

Enter the category for reporting.

Authentication Group

Ensure the Authentication group is correct.

Authentication Type

Ensure this is E

Taxable

This taxable box is what drives if taxes are applied. Review what the Affiliate requested and verify if this box needs to be checked or not.

Item Class

Enter Y

Commissionable

Check this box.

Rates Include Tax

Check if the tax should be included in the total price. If unchecked, tax will be added to the price.


Step 5 - Adding Item Prices

  1. Navigate to the bottom half of the INVDAT screen.

  2. Select the "Item Prices" tab.

  3. Select the "Add Item Price" Button.

4. Enter the following:

Price Code*

Enter LFCOMP

Description

Enter LFCOMP

Active

Check the box.

Allow Discounting?

Check the box.

Web enabled?

Check the box.

Normal Term (# issues)

Enter the number of issues per year - 12 for monthly, 52 for weekly.

Valid Donor Types

Enter I G

Ok for Membership?*

Enter N

5. Click Next, Click "Ok"


Step 6 - Checking Option Values  

  1. Navigate to SYSOPT screen

  2. Search for the Pub Code

  3. Find ARNXTRM – Auto Renewal Next Term Option Name and confirm that the Option Value is C.  This allows Auto Renew Chains to be added to the Pub. 

  4. Find AVPONDLV – AVP Product Code on Delivery? and confirm the Option Value reflects whether the Pub is taxable or not.

  5. Find MINCEDYS - Minimum Cycle End Days and confirm the Option Value matched the correct value based on the term length of that pub.  This is the safety net to make sure issue pulls aren't ran too close together.

  6. Term 12 = 014

    • Term 52 = 002




Step 7 - Add Pub Keyword Value

For Dummy Pubs, we only set up the CPN-DMP2 value (unlike a traditional pub set up)

  1. Navigate to the CDSVLU screen.

  2. Select the "Add Keyword Value" button

Enter the following

Keyword Name*

Enter CPN-DMO2

Validation Value*

Enter pub code

Description*

Enter the full name of the publication.

3. Click "Ok"

4. Search to find the value/ ensure it has been created successfully.


Step 8 - Add The Select Set

  1. Navigate to the "Processes Tab" on the Advantage ribbon

  2. Select the "Select Set" Funnel icon. A browser window should launch. Log in using your normal credentials.

  3. Once in, click the "Plus" icon to "Create a Select Set"

  4. A Dialog box will appear.

Fill out the following

Slect Set Name*

Pub Code + "A001"

Description*

"Pub + Cycle End"

Select Set Type*

CIRDISSEL

5. Click "Create"

6. You will be redirected to the Select Set builder.

7. Select the Gear button on the Segmentation box

8. Click "Edit"

9. Update the name to "TRUE ALL"

10. Click Save.

11. Select "Properties in that same window.

12. Update the Version to "A"

13. Click Save.

14. Navigate to the right side of the screen and scroll to the bottom of the "Cycle End Labels Data Elements"

15. Click "Expressions"

16. Drag the "C# Expression" To the green box.

17. A text box will appear.

18. Type in "true"

19. Click Save.

20. Refresh this page, make sure everything was saved, if not, complete what was not saved again.

21. Navigate back to Advantage.

22. Go to the "Select Set" Screen

23. Search for your new select set.

24. Click inquire. Make sure the details are as expected (screen shot below)


Wrap up

This was the step-by-step protocol for how to setup a Dummy Pub in Advantage.

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