With the addition of weekly and bi-weekly publications to MagManager, these notes cover features specific to these publishing frequencies.
1 - Creating a new publication
2 - Adding new weekly or bi-weekly issues to your publication
3 - Home page & publications page
5 - Managing artwork assigned to a booking
6 - Creating an invoice
A single invoice From the client record
Batch invoicing from the invoicing screen
8 - Marking an issue as complete
1 - Creating a new publication
Go to the Settings Page (click on the cog wheel, top-right of the screen) > Under Publications & Bookings > Select Publications.
You will see a list of the publications you have set up.
1. Click the green 'New Publication' Button
2. This will open a dialogue box where you enter the following information:
- The name of the new publication
- The publishing interval
- The start year, month & day - (**for bi-weekly these are replaced by the start day calendar)
- The number of pages in your publication including the front and rear covers.
- Click Save when you have finished, and your new publication will be set up.
NOTE: It is possible to change the number of pages from month to month from the flat plan, by adding and removing pages.
Weekly publication
**When the publish interval is set to Bi-Weekly, the Year & Month fields are replaced by a Start Day - Click to choose the start date from the calendar
2 - Adding new weekly or bi-weekly issues to your publication
This process will create ALL weekly or bi-weekly issues for the selected month.
Go to the Settings Page (click on the cog wheel, top-right of the screen) > Under Publications & Bookings > Click Publications > Click on the name of the publications > This will display a list of the issues already set up > Click the green New Issue button at the top right of the screen.
Click the green Create Issue button under the month you want to create issues for.
This will create ALL weekly or bi-weekly issues for the selected month.
More instructions on how to change the description name click here
3 - Home page & publications page
Each issue will display as per the description in the sidebar of the home and publications pages.
Where there are two issue on the same date, both will appear when the issue date is selected. Provided both publications have been selected at the top of the side bar
3 - Add a new client
Select Clients on the top navigation bar > Click New Client > Enter the client's details > Click Save
For full details on setting up a new client click here.
4 - Making a booking
From the clients screen > Click the company name to open the client record > Select the Bookings tab > For advert bookings select the Adverts tab (or Content or Miscellaneous bookings select those tabs).
The grid displays the publication name down the left side and the issue dates across the top > Click to book in the box that corresponds with the publication and issue you wish to book and a green tick will appear > Click Complete Booking.
Click New Advert > Select the advert size
Hover over the advert box > Drag & Drop it onto the booking line > Update the price > Click Save Booking.
For more information on managing bookings click here.
For more information on how to book more than one advert for a client into the same issue click here.
5 - Managing artwork assigned to a booking
If the same artwork is being used in all issues, drag & drop the advert box onto the purple bar, this will add it to all issues.
If different artwork is being used in each issue > Click the grey + to duplicate the advert box > Drag & drop one onto each booking line > Clicking on a line will display a red box around the artwork box associated with it.
Once an advert box is assigned to the booking line, the name of the publication and the issue will appear beneath it. Clicking on the booking line will turn it yellow and a red box will appear around the advert box associated with that issue.
For full details on managing artwork click here.
6 - Creating an invoice
A single invoice From the client record
Select the Financial tab > Create Invoices tab > Check the box in the first column for the bookings you wish to invoice > Click Create an invoice for xx Bookings Now > Confirm the invoice date > Click Create Invoice.
The invoice will appear on the Invoices tab > Click the magnifying glass to expand the invoice detail > From here you can Email, Print or Cancel the invoice.
Batch invoicing from the invoicing screen
Select Invoicing from the top navigation bar > Select the To Invoice tab (centre of screen) > Select the publications and issue from the side bar > Check the box in the first column for the bookings you wish to invoice > Click Create an invoice for xx Bookings Now > Confirm the invoice date > Click Create Invoice.
Note: Only the first issue of each month is displayed in the sidebar - however all weekly or bi-weekly bookings during the month are displayed for invoicing.
You can sort the display order by clicking on the up/down arrows to the right of each header column.
The invoices will appear on the Invoiced / Invoices tab > To bulk send the invoices by email > Check the box in the first column > The number of invoices selected is displayed in the grey box at the top > Click Email Invoices (of print if you want to print them).
Click the magnifying glass to expand the invoice detail > From here you can Email, Print or Cancel individual invoices.
The invoices view - displays the invoices based on bookings for that months issues.
Example if the January bookings had been invoiced in December they would show up on the view above but would not show up on the Invoices By Date view below when Jan 2025 is selected, they would only appear if Dec 2024 was selected on the Invoices by Date view.
The invoices By Date view - displays the invoices based on the month they were invoiced in.
To pay an invoice
Click on the red X in the Paid column > Enter the payment details & Save
For more information on invoicing click here.
7 - View Flatplan
From the client record / booking tab > Click the magnifying glass to the right of the blue box displaying the advert size and price > This will take you directly to that advert on the flatplan for that issue.
Or from the Home and Publications pages > Click the name of the issue in the centre of the screen > This will take you to the flatplan overview screen with thumbnails of the flatplan > Click View Flatplan to access the full flatplan.
The artwork boxes for all bookings will be listed in the sidebar under the advert size booked > The number indicated how many there are of each advert size > Click the arrow beside the number to expand the section to display the name of the client.
To add an item to the flatplan simply click on it in the sidebar and drag and drop it onto a page of the flatplan > Once all the numbers in the side bar are at zero you'll know everything that's been booked has been added to the flatplan.
For more information on the Flatplan Overview screen click here.
For more information on the Flaplan screen click here.
8 - Marking an issue as complete
Once the issue is complete go to the publications page > Select the publication and issue in the sidebar > Click the toggle switch in the complete column.
This prevents bookings being made in completed issues and artwork being cleared that was used in previous issues. And keeps clients on the correct active and inactive tabs.
For more information on marking issues as complete click here.
0 Comments