How to Make an Affiliate Booking

Open the client record > Click the blue button 'Normal Booking' to switch to 'Affiliate Booking'.

Note: Once set to Affiliate Booking that setting will be saved, to turn it back to Normal Booking which will display only your own publications click the blue Affiliate Booking button. 

 

As well as your own publications, the publications of your affiliates will be displayed > Click to book the issues & publications you wish to book into > Click complete Booking

 

Click New Advert and choose the advert size from the dropdown menu >  Drag the pink artwork box down onto the booking line. (If you know different artwork will be used in each issue, then add 2 additional new adverts and drag & drop one to each booking line.)

 

Enter the price being charged to the client in the first box and the price you are paying the affiliate in the second box > Click Save Booking

 

To send a booking confirmation to your client click Save & Email or Print/Email if you have already saved the booking and reopened it.

 

A preview of the booking confirmation will appear, ready to email to your client and will include details of the bookings in your publications & the affiliate publications.

 

Ongoing Bookings

You cannot make ongoing affiliate bookings. If you try to turn the 'Ongoing' setting on you will get an error message 'Unable to get issues'

Affiliate bookings have to be made for a specific number of issues. The availability of issues you can book into will be based on the issues the affiliate has created in their account. See the notes on creating new issues for more information.

If you need a reminder to create future affiliate bookings - set up a future dated action.  See the notes on Actions for more information.

 

Adding A Flag

To highlight clients who have affiliate bookings you may want to add a flag to their client record, to make them easily identifiable on the Clients & Invoicing Screens.  See the notes on Company flags for more information.

Click the grey flag to add a flag.

Once added, the flag is displayed on client record.

Use the flags funnel search to display only client with the affiliate bookings flag.

Clients with Affilite Bookings flags displayed on the Invoicing screen.

 

Invoicing The Client

To raise an invoice for affiliate bookings from the client record 

Open the client record > Select Financial Tab > Select Create Invoice  Tab > Select the bookings to invoice > Click Create Invoice for XX Bookings > The invoice will be created and appear on the invoices tab.

 

The invoice will include details of the bookings in your publications & the affiliate publications. 

To raise bulk invoices for affiliate bookings from the Invoicing Screen

Select all the publications > Select the issue > Select the bookings to invoice > Click the green buton '
Create Invoices for 26 Bookings Now'.

Or to refine the invoice search to pick up only clients with the 'Affiliate Booking Flag > Click the flag funnel icon > Select is 'Affiliate Booking' Flag > In this example it reduces the bookings down from 26 to 10 > Click the green button 'Create Invoices for 10 Bookings Now'

 

Enter the invoice date > Click Create Invoices

 

To view the invoices >  Select Invoice By Date > Select the publications & Invoiced in Month from the sidebar.

To print or email the invoices > Select the invoices then click the Email Invoices / Print Invoices button.

 

 

View a List of Affiliate Bookings You Have Made For Other Publishers

To see a list of the affiliate bookings you have made for other publishers > Go to Bookings > Select the issue from the side bar > Select the Affiliate Tab.

The Publication column displays the name of the publication the advert is booked into.
The Amount column displays the amount you are charging the client.
The Offered column displays the amount you will pay the affiliate.

Click on the up/down arrows in the headers to sort the order of display. 

To refine the search to bookings in a single affiliate publication, type the publication name in the search box.

 

View a List of Affiliate Bookings You Have Received from Other Publishers

To see a list of the affiliate booking you have received from other publishers > Go to Bookings > Select the issue from the side bar > Select the Bookings Tab > All bookings for that issue will be displayed > To refine the search enter the name of the Main Publisher who made the bookings in the search box > Only bookings made by that publisher will be displayed.

The Amount column displays the amount you will invoice the main publisher for the booking.

The Assigned To column is populated with the name of the first Admin user it finds in the company.

 

Invoicing the Main Publisher

You can invoice the main publisher both individually on the client screen or from the invoicing screen as part of your bulk monthly invoicing.

To invoice the main publisher > Open their client record > Select the Financial tab > Create Invoice tab > Select the bookings to be invoiced > Click Create Invoice for XX bookings.