Add Insertion Order
An Insertion Order is the authorization to place advertising in a specific issue, at a specific rate. Add an insertion order when you want to place an order to place an ad and you want to preview the price.
To add an Insertion Order, complete the following steps:
- Go to . The Add-Insertion Order page opens.
- Fill in the fields for the Insertion Order - Rate Card section according to the table below:
- Fill in the fields for the Order Info section as described in the table below:
- Fill in the fields for the Billing Info section as described in the table below:
Fields Required Description bill to Required Select Other, Advertiser, or Agency. If you select advertiser or agency, the name and address of the advertiser or agency you entered in the previous sections displays. If you select Other, you must enter the customer name in the billing customer field. billing customer Optional Enter the first few letters of the sort name of the customer to see a list of matches. Select your customer from the list, or click the look up 
button to search the List –Customer page.bill to address Required Once you enter or select a customer in the bill to or billing customer field, the bill to address field populates with the customer's primary address. If this customer has more than one address, you can select a different address from the drop-down list. - Fill in the fields for the Materials section as described in the table below:
Fields Required Description material status Optional Select an existing material status from the drop-down list. received date Optional Select or enter the date you received the advertising materials. returned date Optional Select or enter the date you returned the advertising materials. circle number Optional TBD comments Optional Enter comments about materials. Number of Issues Optional Enter the number of issues covered in this insertion order. This number determines how many fields are listed under the Publication and Issue fields below. Publication Optional Select the name of the publication in the drop-down list. Issue Optional Select the name of the issue in the drop-down list.
| Fields | Required | Description |
|---|---|---|
| advertiser | Required | Enter the first few letters of the advertiser name and select your advertiser from the list of matches or click the look up button to search the List - Organization page. Once you select an advertiser, the organization information fills in the contact information fields below. |
| contract | Optional | Select an existing contract from the drop-down list. Once you select a contract, the agency and rate card fields below populate based on the contract information. |
| address | Optional | The address field auto-populates with the primary address for the individual selected as the contact for this advertiser. If this contact has more than one address, you can choose a different address from the drop-down list. |
| phone, fax, e-mail | Optional | These fields auto-populate with the primary information for the individual selected as the contact. If the individual has more than one phone, fax, or email, you can choose a different option from the appropriate drop-down list . |
| Fields | Required | Description |
|---|---|---|
| agency | Optional | Once you select a contract, the agency field populates based on the contract information. You can also select a different agency from the drop-down list. |
| rate card | Required |
Once you select a contract, the rate card field populates based on the contract information. You can also select a different rate card from the drop-down list. The selection you make in this field determines the publications that are available in the publication field. The rate card category linked to this rate card determines the choices available under size, color, and position. |
| publication | Required | Select a publication or subscription from the drop-down list. The selection you make in this field determines the Publications that are available under the Materials section. |
| size | Optional | Select an existing size from the drop-down list. Whatever size you choose filters the options available under the base rate drop-down field. |
| color | Optional | Select an existing color or color combination from the drop-down list. Whatever color you choose filters the options available under the base rate drop-down field. |
| position | Optional | Select an existing position from the drop-down list. Whatever position you choose filters the options available under the base rate drop-down field. |
| base rate | Optional | Select an existing base rate. You can add base rates from the rate card details child form. |
| discount | Optional | Select an existing discount. |
| additional charges | Optional | Select up to three additional charges. These are the charges you added in the Advertising Charge group item. |
| special instructions | Optional | Enter notes about pricing and other instructions. |
| requires tear sheet | Optional | A tear sheet is an internal document used to coordinate the details of each advertisement. Select this check box if the insertion order requires a tear sheet. |
| order date | Optional | Select or enter the date you entered the insertion order. |
| purchase order number | Optional | Enter the purchase order number. |
- Click the preview calculated price button to see the total money owed for the insertion order as you configured it.
- Click the Save button to create your insertion order and return to the Advertiser Profile. Click the Cancel button to return to the Advertiser Profile without saving your changes.