Magazine Manager. Management Software for the Publishing Industry. Bundled with FileMaker Pro software

Transcription

1 Magazine Manager Management Software for the Publishing Industry Bundled with FileMaker Pro software

2 Advertisers The Advertisers database is designed to hold information regarding clients, prospects and suppliers. This database will hold all the default and important information pertaining to the companies that you do business with. Along with the company name and address, you can place multiple contacts with their respective phone numbers and addresses. The events section allows you to record all correspondence with each company. There is also a letter writer attached to this section. Standard marketing information can be recorded in this database. Form letters can be generated for a found set of records in this database. The rest of the screens show summary information linked to contracts, dockets and invoices. Ad Types / Rate Card This table allows you to define and show all occurrences of your products and services that are to be used in the Magazine Manager. These are the types of advertising that you offer to your clients, for example size of an ad, classification, ad type, and the publication it is associated to. Default pricing is recorded here to allow for speed and accuracy when creating a contract or a docket. You can also enter extra billable items linked to this type of ad, for example an extra colour. Page Fraction, columns and lines are used to calculate total advertising space booked for a single issue. All contract items and dockets are linked to a rate card item. Volumes and Issues This table allows you to define and show all occurrences of your publication(s) that are to be used in the Magazine Manager. You can have as many magazine names as you need. And each record here is associated to a single volume and issue. As you fill in the fields like magazine, volume number, issue number, month, and year the system will suggest the long name for the record. You can accept this or choose to override and use an optional description. All contract items, dockets, articles and subscriptions are linked to a volume and issue. Many reports are also set to group their information around a single issue. The lower half of the screen also shows a summary listing of all production dockets associated with this issue along with a quick link to the dockets.

3 Contracts Production Production Scheduling The Contracts database section allows you to create contracts or insertion orders for your clients. All contracts will be automatically linked to their respective clients and can be viewed from the Advertisers / Contracts tab. Ad Codes can be selected from a popup list in the various sections of the contract. Their relative prices are filled in for you from the rate card database with the ability to override the pricing if needed. You can duplicate an item within the contract. For example, if you enter a quarter page ad for one issue and then you want to add 3 more for 3 different issues, click on the duplicate button for one contract item and then select a different issue. Generate a pdf of a contract, to the client and log the event in one single action. Once the client has approved a contract you can create dockets with all the information filled in for you automatically from a single click of a button. The Dockets database section allows you to create jobs for your clients. All dockets will be automatically linked to their respective clients and can be viewed from the clients / dockets tab. You can also create a docket from a contract. This will fill in all relative information automatically from the contract to the docket. You can create any scheduled item and assign the responsibility of each item to a person with its own due date. There is also an event section attached to dockets, similar to the events in the clients and prospects database. This allows you to create notes and correspondence associated to the docket. The rest of the docket tabs allow you to enter art information, billing information and classified listing information for that docket. Once the docket has been completed and published then an invoice can be generated from a single click of a button. All information from the docket such as client, ad name, and billing information is automatically filled into the invoice for you. The Scheduling Calendar database is a unique interface based on all scheduled items from the dockets database and their relative dates. There are three basic screen views; (month, week, and day). Each view has its own relative print version available at the click of a button. You can filter any view for any combination of responsibility, classification, status and / or client. The week view shows all scheduled items for those seven days. To go to a day from the week view, click on the day number button at the top of the relative column. The day view is the detailed view similar to the scheduled tasks in the dockets database. These items can be modified from this screen. For example, you can assign or change the responsibility, change the due date, and mark an item completed with an actual date.

4 Articles The Articles database is designed to hold articles for your publications. Depending on your settings in the setups and defaults, when you click on the Articles button you will be presented with either the list view or form view of the articles database. This database will hold all information pertaining to the articles you have collected for each of your publications. It will list the name of the author, the heading, sub heading. contributors, which publication it has appeared in as well as the copy itself. You can also import any images that are associated with the article. Any articles can be exported as a group to your favourite page layout program or html program. Subscribers This section of the application allows you to track all subscribers to your publication. Each issue that each subscriber is to receive is entered here. There are automated methods for quickly entering all this information. There are also screens for entering all marketing information as well as an events section with a letter writer similar to the advertisers database. Renewals can be found, generated and posted from the Renewals tab for up to 5 different time periods of expiration. For example, 90 days before expiry, 60 days before, 30 days, 0 days, and 30 days past expiry. The Form Letters tab is used for generating mail merge letters as well as merge, and the Invoice tab is used for tracking invoices if desired for that particular subscriber. Invoices An invoice can be created from a contract/docket, a subscription or manually for any other kind of billing required by your company. For example credit notes for refunds can be generated from a manual invoice and using negative numbers. Docket invoices and subscription invoices are automatically generated and filled in with the appropriate information. There is also a section for tracking adjustments, discounts, and commissions. In addition to these items there is also a section for tracking payments made to each invoice. This allows for the generation of an aged receivables report as well as tracking the credit balance available for each client and subscriber. All invoices, once they have been approved, can be exported for use in the most popular accounting programs.

5 What the Magazine Manager application can do for you In dealing with today s markets, it is imperative that your company maintain accurate data on advertisers, rates, publications, contracts/insertion orders, production dockets, production scheduling, articles, subscribers and invoices The power of this application is derived from the philosophy that you enter data once and use it many times. Several programming links are setup between all areas of the Magazine Manager. To increase efficiency and accuracy, simply select an item from a drop down menu and all the appropriate information is filled in for you automatically. Special Needs We build customized solutions to suite your business needs. Platforms The Magazine Manager is developed in FileMaker Pro and runs on both the Mac OS X and Windows XP / Vista platforms for a multi-user environment.

6 Efficient Information Flow Is Important To The Success Of Your Business We build customized Databases To Suit Your Business... Bard Business Solutions Inc. is a solution provider for all your customized database needs since Why? Because off-theshelf software does not do business the way you do business. The Bard Business Solutions Inc. Mission Statement To provide solutions to companies and individuals who need the accurate processing of information using PC or Macintosh technology through the implementation of customized databases. After all, information flow is instrumental in the success of most businesses today. Philosophy Enter data once and use it many times. Error-prone paper processes are eliminated through seamless integrated connectivity. Bard Business Solutions Inc. is an Associate Member of the FBA. B A R D B u s i n e s s Solutions Inc. P.O. Box 69592, 5845 Yonge St. Toronto, Ontario, Canada M2M 4K3 Telephone: BARD (2273) info@bardsolutions.com Website: Platforms The Magazine Manager is developed in FileMaker Pro and runs on the Windows XP, Windows Vista / 7 and Mac OS X platforms for a multi-user environment. Minimum system requirements Mac: Mac OS X 10.6, Intel-based Mac, 1GB RAM, Mac OS X 10.5, PowerPC G4 (867MHz+), PowerPC G5, Intel-based Mac, 512MB RAM, Mac OS X , PowerPC G4, G5 or Intel-based Mac, 256 MB of RAM. Windows XP: Windows XP Professional or Home Edition (SP 3), Pentium III 700MHz or higher, 256 MB of RAM. Windows Vista / 7: Windows Vista Ultimate, Business or Home Edition, 1 GHz or higher, 1 GB of RAM, SVGA (1024x768) or higher resolution. Versions stated are the minimum requirement. The software may also work with later versions certified by FileMaker, Inc. Product activation is required for use of this product. Activation may be completed via Internet or telephone. For complete system requirements, please visit: tech_specs.html For more than 9 users, FileMaker Server 10 is required: Minimum system requirements Mac: Mac OS X and Mac OS X Server or higher Windows: Windows 2003 Server Standard Edition SP2, Windows 2008 Server SP1, and Windows Vista Business SP1