This section guides the user through the menu options that are available under the AAM (Alliance for Audited Media) menu.

The Reports module includes options for creating printed material such as form letters, account notices, postal reports, management reports, subscriber information, and much more.

Topics covered in this section are as listed below:

AAM

Account

32. Transaction Audit Reports

33. Address Audit Reports

34. Occupant Audit Reports

35. Other Audit Reports

36. Setup Audit Reports

37. Churn Reports

Management

57. Market Penetration Reports

Postal

Route

Single Copy

Subscriber

Taxing

The Daily Circulation Report by Price Level is essentially the same as the Daily Circulation Report (described above), only the report is broken down by price level. See AAM Price Level in the Setup Manual for more information on price levels.

Example—Daily Circulation Report by Price Level

The Reports module can be launched from the Naviga Circulation Application Launcher. The module contains a number of menus, from which the different report options can be accessed.

The Paragraph 3 by Town Report assists in your AAM reporting by listing circulation for each Town of 25. Information is broken down by city within county within state within country. You can also print this information by AAM zone.

To produce the Paragraph 3 by Town Report:

• Select Paragraph 3 By Town from the AAM menu to display the Paragraph 3 Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  PRODUCT

  setup

  Enter the publication you are creating the report for (enter “*” to multi-select publications).

  START DATE END DATE

  date

  Enter the date range to cover in the report.

  PAID/QUALIFIED VERSION

  yes/no

  Indicate if you want to produce the paid/qualified version (e.g., the new version) of this report.

  PRINT BY EDITION

  yes/no

  Indicate whether the report should have separate sections for each edition within a publication.

  PRINT BY ZONE

  yes/no

  Indicate whether the report should have separate sections for each AAM zone within a publication (or edition).

  PRINT BY PRICE LEVEL

  yes/no

  If you keep AAM draw figures by price level, indicate whether draw for each town should be broken out into price levels. See AAM Price Level in the Setup Manual for more information on price levels.

  PRINT ROUTE DETAIL

  yes/no

  Indicate whether route-level detail should appear under each Town of 25 on the report.

  PRINT DIGITAL NON-REPLICA DETAIL

  yes/no

  Indicate whether the detail for digital non-replica copies should be included in the report.

• Click OK and then Continue to produce the report. The report lists the average daily draw figures by Town of 25 (the total draw is divided by the date range and rounded).

Example—Paragraph 3 Report by Town

The Circulation History by Price Level report is essentially the same as the Daily Circulation Report (described above), only the report is broken down by price level. See AAM Price Level in the Setup Manual for more information on price levels.

Example—Circulation History by Price Level report

The Circulation History Report resembles the Daily Circulation Report, but it can be run for a range of dates instead of a single day. For each AAM zone, plus bulk and unpaid, circulation figures are displayed for the specified AAM columns. The report includes returns and press room information. Also, while the Daily Circulation Report includes a recap of paid complimentary draw near the bottom of the report, this report does not.

To produce the report

• Select History from the AAM menu to display the Circulation History Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  PRODUCT

  setup

  Enter the publication you are creating the report for (enter “*” to multi-select publications).

  START DATE END DATE

  date

  Enter the date range to cover in the report.

  USE BUSINESS RULE FOR SEPARATE DAYS

  yes/no

  Select this checkbox if you want the Business Rules, Does your circulation vary significantly from weekday to weekday requiring specific days to be reported separately? and Which day(s) of the week must be reported separately to AAM? (AAM section) to control which days are selected.

  SELECT SEPARATE DAYS

  yes/no

  If you did not select Use Business Rule, indicate in this field whether you want to select separate days.

  WEEKDAY

  predefined

  If you chose Select Separate Days, identify the individual days here.

  DETAIL OR SUMMARY

  predefined

  Indicate whether the report should include detail or summary information. The summary version will provide totals for each month specified in the date range and for any days of the week reported separately, plus bulk, unpaid, and press room. In the detail version, daily totals for each AAM Heading are also included.

  PRINT BY EDITION

  yes/no

  Indicate whether to create a separate report for each edition of the publication(s).

  INCLUDE ALL DATES

  yes/no

  Indicate with whether to exclude certain dates from the report. You may want to do this if, for example, there is low circulation due to a snowstorm. Specify excluded days by selecting Publishing | Press Room Entry.

• Click OK and then Continue to produce the report.

Example—Circulation History Report

This report is a snapshot in time of each “nth” active office pay subscriber for the selected product and delivery type, beginning with a subscriber selected by number. Such sampling is required during an AAM audit.

To produce the report:

• Select Nth Factor from the AAM menu to display the Nth Factor Report window.

• Click Add and complete the following fields.

• Click OK and then Continue to process the report.

Example—Nth Factor Report

The Paragraph 3 Report by Zip by Town contains the same fields and a similar format to the Paragraph 3 by Zip report (described above), but each Town of 25 within a Zip code is listed separately. Use this report only if you store AAM history by Zip by Town (a Business Rules consideration).

Note that if the business rule Do you allow digital addresses? is set to “yes” and a subscriber has no zip code, DIGITAL will be displayed in the ZIP CODE column.

Example—Paragraph 3 Report by Zip by Town

When reporting circulation figures for AAM, it might be helpful to have a listing of circulation totals for a given date range by Zip code. The Paragraph 3 Report By Zip Code will provide you with this information.

To produce the report:

• Select Paragraph 3 By Zip from the AAM menu to display the Paragraph 3 Report By Zip Code window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

• Click OK and then Continue to process the report. The report lists the average daily draw figures by Zip (the total draw is divided by the date range and rounded).

Example—Paragraph 3 Report by Zip Code

The Daily Circulation Report is one of the reports used for reporting to the AAM (Alliance for Audited Media), which verifies and guarantees newspaper circulation figures for advertisers. This report (and the other reports on the AAM menu) will assist you in submitting AAM documents. The Daily Circulation Report lists circulation figures by AAM report heading and AAM zone. Report headings are listed horizontally, while user-defined AAM zones are listed vertically along with bulk, paid, and unpaid complimentary circulation. A recap of paid complimentary draw is included at the bottom of the report so that you’ll know how much of the draw listed in the other sections is paid complimentary draw.

About AAM History

Circulation stores the route, mail and online draws for past publishing days by AAM zone, AAM column, ZIP Code, town of 25, distribution method and other criteria in order to report circulation figures to the AAM. This is known as AAM History, and includes draw adjustments, returns, and other transactions that affect the draw after the fact. In the case of route draw, the AAM numbers are stored by ZIP Code and town of 25 based on the AAM percentages defined in Route setup (see ). AAM history is updated during End Publ Run (except for day pass subscriptions). In some cases, AAM history for digital draws is restated based on actual digital access by the subscribers (see ).

Data on AAM reports is based on AAM history. Therefore if you find an issue with your AAM numbers, it may be due to inaccurate AAM history records. will also undo the AAM history for that publishing date.

You can close historical dates for AAM reporting, so that no further transactions that adjust AAM history can be entered (see ) and purge AAM history (see ). You can also update a route’s ZIP and town of 25 percentages based on the actual subscriber delivered by the route, by running Compare Update AAM % from the Utilities menu (see ).

AAM History for Day Pass Subscriptions

If you offer day pass subscriptions, a day pass is counted as single copy digital sales for AAM purposes. You can count a day pass as a single day (copy), but because it is a 24-hour period and readers can typically access the website on two different days, AAM allows a day pass to be counted as two copies. The Business Rule— If a day pass is also valid for the next publishing day, should it count for both days in AAM history? determines whether day passes count as one or two days.

AAM history is created for day pass as soon as the day pass transaction is entered in Circulation. If the day pass date is a publishing day, it will be created for that day; otherwise it will be created for the most recent past publishing day. If creating history for two days, the other day (copy) will be created for the next publishing date. When creating AAM history, the customer’s address will determine the AAM zone, town of 25, and ZIP Code. The AAM column will be the day pass AAM column defined for the subscriber’s edition.

If a day pass is used on a date that happens to be closed for AAM history (via the Close Day for AAM option), the AAM draw for the day pass will be created for the same days in the next week. For example, if a single day pass is entered on Saturday, June 14 and June 14 is closed for AAM, the AAM history for the day pass will be created for Saturday, June 21. If the day pass counts for both June 14 and June 15, the AAM history will be created for June 21 and 22.

Daily Circulation Report

Follow the procedure below to produce the Daily Circulation report.

Generate the Daily Circulation Report:

• Select Daily from the AAM menu to display the Daily Circulation Report window.
• Click Add and complete the following fields.

• Click OK and then Continue to produce the report.

Example—Daily Circulation Report

Rates are defined as either normal, promotional (temporarily discounted), or reduced (permanently discounted). For details, see Rate Code in the Setup Manual.

AAM requires the reporting of reduced subscription rates. This includes reduced and promotional rates, as well as discount amounts for subscribers whose payment did not exactly match a rate term, and so were given the closest matching rate term.

The “Payment Amount” column shows the portion of the payment used to determine the rate term and duration. The “Total Payment for ‘XXX’ Rate Code” column includes calculated taxes.

To produce the report:

• Select Reduced Rates from the AAM menu to display the AAM Reduced Rate Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter
• Click OK and then Continue to process the report.

Example—Reduced Rates Report

One of the AAM price levels is “other paid” circulation. Examples of other paid circulation include NIE, bulk copies, and event sales. The Other Paid Draw report lists other paid circulation by Zip code. Routes can be designated as “other paid” based on AAM column or single copy type.

To run the report:

• Select Other Paid Draw from the AAM menu to display the Other Paid Draw window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter
• Click OK and then Continue to create the report.

Example—Other Paid Draw Report

This section guides the user through the menu options that are available under the Account menu.

The Restate AAM History report identifies subscribers whose AAM history needs to be restated and creates a suspended batch of draw adjustments to change their AAM history. The restate type selected determines how the restating is done:

• If the restate type is “Qualified Requested,” the draw adjustments will subtract draw from the old AAM column and add it to the new AAM column. If a qualified/requested subscriber receives the paper for fewer than 12 calendar weeks before permanently stopping or requesting a billing change that moves them to a new AAM column, newspapers are required to change the AAM history associated with that subscriber and restate him/her as having been “qualified/targeted.”

• If the restate type is “Digital,” draw will be subtracted from the subscriber’s current AAM column and added to the Unpaid column. Digital/print hybrid and bundled subscriptions have different standards for restatement. See Circulation FAQ #104: ABC Rules for Digital/Print Hybrid and Bundled Subscriptions for information about how these subscriptions are counted by AAM.

• If the restate type is “Add Qualified Digital Access,” draw will be added for route or mail subscribers who also have digital access history. A Business Rule— Which delivery schedule should be used when running Restate AAM History to add qualified digital access draw? (AAM section), identifies the delivery schedule for which the draw will be added.

Digital draws will only be restated if the subscriber’s rate code has a Digital Restate Type of “All Digital” or “One Digital”. “All Digital” allows all digital subscriptions having the rate code to be restated for AAM. “One Digital” pertains only to combos and will track digital AAM history under a single digital edition. See FAQ #118: AAM Reporting for Combo Digital Draws for information on how digital draw for combos with multiple online editions can be reported under a single edition.

If you plan to use the Restate AAM History report, you should set up a draw adjustment code that will be used specifically for these draw adjust batches (set the Return? field to “no,” Authorized? to “no,” and Adjust AAM History? to “yes”), and then set the Business Rule, Which draw adjustment code should be used when creating draw adjustments to restate AAM history? (AAM section), to the new draw adjust code.

“Best Deal” AAM Restating

“Best deal” AAM restating is used when the restate type is “Digital.” To comply with AAM rules for paid/qualified circulation, three access intervals can be specified:

• Largest Access Interval—A subscriber must access the digital product at least once every 30 days to avoid having their draw restated. Only one digital product per subscriber, per calendar month, can be assigned to the largest access interval.

• Next Access Interval—Once in seven days. Only one digital product per subscriber, per calendar month, can be assigned to the next access interval.

• Smallest Access Interval—Once per day. The remainder of a subscriber’s digital subscriptions must meet this requirement.

Circulation uses a “best deal” methodology to assign digital products to these intervals in the way that requires the smallest number of days to be restated for each interval. The following example describes this methodology.

Example

A subscriber receives a combo that bundles two paid products with three free digital products, as follows:

• Tribune—Paid product that requires no restatement.

• Star—Costs an additional 10% over the cost of the Tribune. This product meets the incremental pricing requirement, and therefore is exempt from restatement.

• Tribune Online—Free digital access; must meet the digital access requirements.

• Star Online—Free digital access; must meet the digital access requirements.

• West End—Free digital access; must meet the digital access requirements.

The three free digital products must meet the access-interval requirements to be counted as paid/qualified circulation. For the months of June and July, let’s say the subscriber accessed them as follows:

• Tribune Online—6/20, 7/22, and 7/23. So there are two days in July, 7/20 and 7/21, that don’t meet the once in every thirty day rule for the largest access level (because the subscriber last accessed the website on 6/20).

• Star Online—7/2 and 7/21. So there is only one day in July, July 1, that does not meet the once in every thirty day rule (the subscriber did not access this website in June).

• West End—Never accessed. This product would not meet any access levels.

When running Restate AAM History for 7/1 through 7/31, the system will assign each access interval in the way that requires the smallest number of days to be restated for that interval. See the following table.

The best-deal assignment for the largest access period is the Star Online with only one day of restatement. Since only one product can be assigned to each access period, the system then moves to the next access period. Between the two remaining products, the Tribune Online, with 23 days of restatement, is the best-deal assignment for the next access period. The West End, with all days needing to be restated, is assigned to the smallest access period.

Restatement is done on a per-subscriber, per-period basis, and can be performed monthly. For the most advantageous restatement, the Restate AAM History report should be run for each calendar month.

The different AAM restate scenarios are outlined in the diagram below.

Running the AAM History Report

To run the report:

• Select Restate AAM History from the AAM menu to display the Restate AAM History window.
• Click Add and complete the following fields.

• Click OK and then Continue to create the draw adjustments.

This option creates an output file containing draw and return information for a date range.

The Business Rule— Do you want to store AAM circulation history by ZIP Code or by ZIP by town? (AAM section), determines whether Zip codes and AAM zones are exported when this option is run.

If this Business Rule is set to:

• By Zip, the export will include Zip codes, but AAM zone will be blank.

• By Zip By Town, the export will include AAM zone and Zip codes.

• Neither, the export will include AAM zone, but Zip code will be blank.

To produce this file:

1. Select AAM Draw Export from the AAM menu to display the AAM Draw Export window.
2. Click Add and complete the following fields.

   Field

   Type

   What to enter

   PRODUCT

   setup

   Enter the product

   START DATE END DATE

   date

   Enter the date range for which you want to export billing information.

   The dates selected here must already have been processed through End Publ Run (otherwise, no information will be exported).

   INCLUDE ALL DATES

   yes/no

   Select this checkbox if you want to include all dates, including dates that are to be excluded from AAM in Press Room Entry (i.e., Exclude From AAM = “y”).

   FILE NAME

   open

   Enter the name of the export file.

   FILE OPTION

   predefined

   If an existing file exists with the same file name, indicate whether you want to append or replace that file.

3. Click OK and then Continue to export the information. See Appendix B for the file format.

This option creates an output file containing a snapshot of all subscribers on a predetermined audit date.

To produce this file:

1. Select Subscriber Export from the AAM menu to display the AAM Subscription Export window.
2. Click Add and complete the following fields.

   Field

   Type

   What to enter

   PRODUCT

   setup

   Enter the product.

   AUDIT DATE

   date

   Enter the audit date for which to produce this file.

   FILE NAME

   open

   Enter the name of the export file.

   FILE OPTION

   predefined

   If an existing file exists with the same file name, indicate whether you want to append or replace that file.

3. Click OK and then Continue to export the information.

4. The file format is described in Appendix B.

The Paid Route Circulation by Rate Code lists draw by AAM zone, AAM column, and selected rate codes. The report is useful for listing AAM figures for discount rates (AAM has paid circulation reporting categories for discounted subscriptions).

To create the report:

• Select Paid Draw By Rate from the AAM menu.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  PRODUCT

  setup

  Enter the publication for which to list AAM figures by rate code.

  DATE

  date

  Enter the date for which to list AAM figures by rate code. Only dates that have been published by the product above can be entered.

  RATE CODE

  setup

  Enter the subscriber rate code for which to list AAM figures, or enter “*” to multi-select. Only the draw stored at these rate codes will appear on the report.

  INCLUDE BLANK RATE CODES

  yes/no

  Indicate whether draw with no subscriber rate code should be included in the report. Draw for paid complimentary and carrier collect subscribers (if they are not rated) is stored with a blank rate code.

• Click OK and then Continue to produce the report.

Example—Paid Circulation by Rate Code Report

This option creates an output file containing billing information by route by AAM zone, for a selected company, product and date range.

To produce this file:

• Select Billing Export from the AAM menu to display the AAM Billing Export window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  COMPANY

  setup

  Enter the company

  PRODUCT

  setup

  Enter the product.

  START DATE END DATE

  date

  Enter the date range for which you want to export billing information.

  FILE NAME

  open

  Enter the name of the export file.

  FILE OPTION

  predefined

  If an existing file exists with the same file name, indicate whether you want to append or replace that file.

• Click OK and then Continue to export the information. The file format is described in Appendix B.

This report is used to report AAM paid and qualified history according to AAM reporting rules. The AAM reporting parameters are:

• Paid (individual, business/traveler)

• Branded editions

• Qualified (home delivery and single copy)—previously called “verified” by AAM

• Print versus digital (replica or non-replica)

This report can be used independently of other AAM reports and operates based Paid/Qualified Row setup (see Paid/Qualified Row in the Setup manual).

Calculating Averages

The AAM Paid and Qualified History report calculates averages using the number of publishing days in the report period, not the number of days with AAM history. Also, net draw values (not gross) are used. Returns and draw adjustments have been subtracted from the draw.

A Note About Excluded Editions

If some editions (but not all) are excluded from AAM on a given day, the average draw reported in Paragraph 1A and the Unpaid section will be lower than if all editions in the section were excluded. This is because the draw (the numerator in the calculation) is reduced by the excluded amount, but the number of publishing days (the denominator) is left unchanged.

So, if you wish to exclude a day from AAM, make sure that all editions are entered in Press Room Entry with the Exclude from AAM checkbox selected. The numbers in each paragraph are calculated as follows:

• Paragraph 1A and the Unpaid section: These are “all or nothing” groups that include or exclude all editions. The day will be excluded only if all print editions of the publication on that day are marked as excluded. If even one edition is not selected for exclusion, then the day will be included in the number of publishing days (the denominator).

• All other paid draw paragraphs (such as 1B, 1C, etc.): These paragraphs are calculated differently, because each one includes only a single edition. An edition is either included or excluded based on the Exclude from AAM checkbox. If the checkbox is selected, the edition is excluded. If the checkbox is not selected, the edition is included.

To produce this report:

• Select Pd/Qualified History from the AAM menu to display the AAM Paid and Qualified History Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  PRODUCT

  setup

  Enter the publication for which you are creating the report (enter “*” to multi-select publications).

  START DATE END DATE

  date

  Enter the date range to cover in the report.

  USE BUSINESS RULE FOR COMBINED DAYS

  yes/no

  Select this checkbox if you want the Business Rules, Which day(s) of the week should be combined on the AAM Paid and Qualified History report? (AAM section) to control which days are combined.

  COMBINE DAYS WEEKDAY

  yes/no predefined

  If the above checkbox is not selected, you can identify which days should be combined by selecting this checkbox and then, in WEEKDAY, identifying the individual days to combine. Enter “*” and select the days to combine.

  PRINT BY AAM ZONE

  yes/no

  Indicate whether to print the report by AAM zone.

  INCLUDE ALL DATES

  yes/no

  Indicate whether all dates should be included. If you do not select this checkbox, dates that are set up to be excluded in Press Room Entry will be excluded.

• Click OK and then Continue to produce the report. A sample is shown below.

Example—Paid and Qualified History Report

The Alliance for Audited Media has certain rules regarding office paid subscriptions. One of these is the “4% rule”, which states that no more than four percent of a newspaper’s net office pay draw can be made up of unpaid papers (i.e., grace papers that were not paid for and therefore were written off). The 4% Allowance Report calculates the percentage of office pay draw that was written off within a certain date range.

The report can list individual subscriber detail, and contains subtotals by AAM zone. The report can be run to include or not include “excluded” subscriptions—written off subscriptions that had more than the allowable number of grace days or a particular stop reason code (as entered at run time).

The 4% calculation is:

copies written off / (total office pay copies - copies written off - excluded copies)

Note that “copies written off” does not include excluded copies, although they also were written off.

To run this report:

• Select 4% Allowance from the AAM menu to display the 4% Allowance Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  PRODUCT

  setup

  Specify the publication to include in the report, or enter “*” to multi-select.

  WRITEOFF TYPE

  predefined

  Indicate whether the report should consider grace written off by Customer Service or the general ledger (it is possible to write grace off for the GL yet retain grace in Customer Service).

  START DATE, END DATE

  date

  Enter the date range of the report. Only grace written off between these dates will be considered, and the total office pay draw for these dates will be used in the four percent calculation.

  BREAK OUT DAYS

  yes/no

  Days of the week can be reported separately on AAM reports.

  For example, Monday - Thursday may be reported as one group, Friday and Saturday as another, and Sunday as a third.

  Indicate whether this report should separate draw by the day groupings, as defined in Business Rules (AAM section).

  GRACE DAY LIMIT

  integer (3)

  Specify the number of grace days that must be written off for in order to consider the subscription “excluded” from the four percent rule. The default is 90 days.

  Note that this is cumulative grace days; so, for example, if the limit is 90 days and a subscriber had 60 grace days written off, and then 40 grace days were written off three months later, and both writeoffs were within the report date range, the total grace days for the subscriber would be 100, exceeding the limit.

  STOP REASONS

  setup

  Subscribers with grace written off can be considered excluded based on the reason code of the stop that created their grace owed (grace owed are created when a subscription expire-stops at the end of the grace period).

  Enter or multi-select the stop reason codes that should be used to determine excluded subscriptions. For example, you may want to exclude subscribers who stopped with a “Did not order” reason code.

  Note that if the subscriber’s grace days exceed the limit above, they will be excluded regardless of the stop reason code. Also note that subscribers with selected stop reason codes that have no grace written off will not be excluded. If no stop reasons should be selected, leave this field blank.

  REPORT TYPE

  predefined

  Indicate whether the detail or summary version of the report should be generated.

  The detail version lists individual subscribers and the grace amounts written off; the summary version will contain only totals at the AAM and publication level.

  SHOW EXCLUDED

  yes/no

  If the report is being run in detail mode, indicate whether excluded subscriptions should appear on the report. Excluded copies will be subtracted from the gross office pay draw regardless.

  CREATE EXPORT

  yes/no

  Indicate whether the report information should be exported. If so, the file will be exported to the /dti/exchange/cm directory. The export format is shown in Appendix B in the User Manual.

  FILE NAME

  open (30)

  If Create Export is selected, enter the export file name.

• Click OK and then Continue to generate the report and export.

Example—4% Allowance Report

Digital draw totals can be reported by product, date range, access type, edition and other selection criteria using the Digital Analysis report. The report can be compared to the Daily Circulation report or the Circulation History report in order to prove out digital circulation figures. Use the if you require additional detail at the subscription level.

Run the Digital Analysis report

• Select Digital Analysis from the AAM menu in the Reporting module. The Digital Analysis screen displays.
• Click Add and enter the report selection fields, described in the table below.

  Field

  Type

  What to enter

• Click OK and then Continue to produce the report. Digital draws will be displayed by edition, zone and access type (based on selection criteria). Categories that have no digital draw will be listed at the bottom of the report.

Example—Digital Analysis report

Use this report to compare week-to-date, month-to-date, and year-to-date AAM totals with the same periods from a year ago. The report will print the information in the same order as the AAM daily and history reports do.

To produce this report:

• Select Period Comparison from the AAM menu to display the AAM Period Comparison Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter
• Click OK and then Continue to run the report.

Example—Period Comparison Report

If you have combos with rate codes that have Digital Restate Type set to “One Digital” and Digital Draw Type set to “None” or “Unpaid”, AAM draw figures will not be created during End Publ Run (in the former case) or will be created with an AAM column of “Unpaid” (in the latter case). In order to create or move the AAM draw to have the correct AAM column, you must run this option, Digital Access Draw. As with Restate AAM History, Digital Access Draw creates draw adjustments for digital draw, which will create AAM history when the batch of adjustments is accepted. See for more information on restating AAM history.

A Business Rule in the AAM section determines the draw adjustment code to use for adjustments created by Digital Access Draw. Another Business Rule determines whether Digital Access Draw counts accesses by a subscriber for the same product and date on multiple platforms as multiple copies, rather than one copy.

Run Digital Access Draw

• Select Digital Access Draw from the AAM menu in the Reporting module. The Digital Access Draw screen displays.
• Click Add and specify the product, start/end date, and entry date for the process.

• Click OK and Continue to start the process.

• Subscriber digital access records will be reviewed for the product and start/end date range entered. On days when a subscriber has digital access, draws will be recorded for the digital edition that has the highest priority in the Authentication Control Publication records.

• Draw adjustments will be created for the digital draws, in a suspended draw adjustment batch with a batch type of “Digital Access Draw”. This batch must be accepted in Route Adjust.

You can run the Digital Subscription Audit report to list digital access at a subscription level. The report can be run to provide additional information for the Digital Analysis report.

Run the Digital Subscription Audit report

• Select Digital Subscr Audit from the AAM menu in the Reporting module. The Digital Subscription Audit screen displays.
• Click Add and enter the report selection fields, described in the table below.

  Field

  Type

  What to enter

• Click OK and then Continue to produce the report. Subscribers who have had digital access for the product and date (and match the other report criteria) will be listed, including the subscription ID, name, phone, address, rate code and delivery schedule.

Example—Digital Subscription Audit report

If you have a new carrier on a route, you may want to give him or her cards of all subscribers who are office pay or carrier collect.

To print either type of card:

• Select Status/Collect Cards from the Account menu to display the Status Cards and Collection Cards Reports window.

• Click Add and complete the following fields.

• Click OK and then Continue to produce the cards.

Example—Status Card

Example—Collection Card

Circulation has the capacity to create past due letters for home delivery carriers or dealers with balances in a specified age group. You can format the letter using File Map, or generate it from a template that you set up in the Progress Editor.

To produce the letters:

• Create a file map or a template for the letter (see below).

• Select Past Due Letter from the Account menu to display the Past Due Letter window.

• Click Add and complete the following fields.

• Click OK and then Continue to generate the letters.

How to Create a Letter Template

This procedure describes how to create the template (generalized form) for the letter using the Progress editor. Note that you can customize the letter for individual accounts by taking advantage of the method explained in Step 4.

To create a letter template:

• Select Progress Editor from the Utilities menu. (See the Progress manuals for more information about the editor.)

• Retrieve the sample template file by pressing F5 (or Ctrl-G) and entering reports/carr/pastdue/template. Then press F1.

• The sample template will be displayed on the screen. Save the file under a new name by accessing the top strip menu (press Esc-M) and selecting File | Save As. Enter another location and press F1.

• In addition to the body of the letter, you customize the letter for individual accounts by printing the contents of certain fields. These are listed in the following table. Enter these field names within curly brackets {} as in the sample provided.

• Press F3 (or Ctrl-T) to enable insert mode so you can insert characters within in a line of text. (Press F3 again to disable insert mode.)

• When you have finished editing the letter, press F6 (or Ctrl-P) to save it. You can retrieve and edit it by following step 2.

• After saving your work, press F8 (or Ctrl-Z) to clear the screen.

• Type run sysinit and press F1 (or Ctrl-X) to exit to the main menu.

• Reference this new template by file_name_you_select when processing the past due letters.

Example—Past Due Letter

The Account List can be used as a reference document, recording the accounts (carriers) for each route. The list will print by district, and then by route.

To produce the list:

• Select Account List from the Account menu to display the Account List window.

• Click Add and complete the following fields.

• Click OK and then Continue to produce the report.

Example—Account List Report

It may be useful to know what portion of an account’s draw from a certain time period has already been billed. For example, you may wish to see how much of your single copy draw for the month of August has been billed. By “billed” we mean that the draw has been processed by account billing processing, and so will be included on invoices. In addition to draw, returns and draw adjustments are also included in the report. The report is sorted by AAM zone and, within each zone, by AAM column.

To create the Billed/Unbilled Draw Report:

• Select Billed/Unbilled Draw from the Account menu.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

• Click OK and then Continue to create the report.

Example—Billed/Unbilled Draw Report

The Charge/Credit Report can be useful in itemizing charges and credits for carriers. It can also be used to analyze a particular charge—for example you could create a report of all charges levied against carriers for insurance payments.

To create this report:

• Select Charge/Credit Code from the Account menu to display the Credit/Charge Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter
• Click OK and then Continue to produce this report.

Example—Charge/Credit Report

The Audit - Transaction menu is where you produce reports about subscriber transaction activity—starts, stops, expire changes, etc. There are also a couple of account reports: the Draw Change Report and CC Rate Change Report.

Because these reports are so similar, they are presented as one section. Each report is described below, and selected examples are shown after the descriptions.

• Start. The Subscriptions Start Report lists mailed and route-delivered new starts by district and then by route. If reporting on more than one product, a recap by district is shown for each product, showing the number of starts for each reason code. The report fields are described below.

  Field

  Type

  What to enter

• Day Pass Sales. The Day Pass Sales Report lists the day passes sold for a product and date range. See for more information on day passes. The report fields are described below.

  Field

  Type

  What to enter
• Day Pass Usage. The Day Pass Usage report tracks day pass usage within a date range. It can be run by purchase date or usage date. Using the report, you can determine how fast your day pass bundles are being used.

  Field

  Type

  What to enter
• Stop. The Subscriptions Stop Report has the same format as the Subscriptions Start Report, but it lists stops. The Stop Report fields are also the same as the Start Report (see above), except that there is no GRACE OWED ONLY field. The stop and start reports can give you an indication of what routes (and districts) you are gaining or losing readership.

• Restart. The Subscriptions Restart Report lists, in route order, subscribers who have restarted within a given date range. The report has the same format as the Subscriptions Start Report, and gives recaps by route, district, and product. Note that only a temporarily stopped subscriber who starts again is considered a “restart”. A permanently stopped subscriber who starts again is considered a new start. The report is run for one or more products and a date range.

• Reroute. The Subscriptions Rerouted Report has the same format as the Subscriptions Billing Change Report, but it lists subscribers who have been moved to a different route. The report is run for one or more products and a date range.

• Schedule Change. The Subscriptions Schedule Change Report has a similar format to the Subscriptions Start Report, but it lists subscribers who have changed their delivery schedule. For example, a subscriber might want to change from “Mon-Fri” (Monday through Friday) to “Daily” (seven days a week). The report is run for one or more products and a date range, and lists both old and new delivery schedules.

• Billing Change. The Subscriptions Billing Change Report lists subscribers who have changed their billing method. For example, a subscriber might change from carrier collect to office pay. The report is run for one or more products and a date range. The billing and delivery schedule change reports can help you find trends in your delivery and billing.

• Move Out. The Subscriptions Move Out Report lists subscribers who have moved from their address within a given date range. In format it is like the Subscriptions Billing Change Report. The report is run for one or more products and a date range.

• Combo Change. The Subscriptions Combo Change report lists transactions related to combo starts, combo changes, and combo ends. The report is run for one or more products and a date range. It lists combo change transactions that were entered for a combo whose primary product is selected for the report and have a transaction date within the selected date range. The other (non-primary) subscriptions in the combo are also listed.

• Move In. The Subscriptions Move In Report lists subscribers who have moved into a new address. In format it is like the Subscriptions Billing Change Report. The report is run for one or more products and a date range. The move in and move out reports can help in locating areas where subscriber movement is occurring.

• Transfer. The Transfer Out/In Audit Report can list either all transfers in or all transfers out for a certain publication and date range. The report is run for one or more products and a date range.

• Temporary Address. The Subscriptions Temporary Address Report lists, by route, subscribers who have moved to a temporary address within a certain date range. The report is run for one or more products and a date range. The format for this report is like the Subscriptions Billing Change Report.

• End Temp Address. The Subscriptions Temp Address End report uses the same format as the Subscriptions Billing Change Report. The report is run for one or more products and a date range. You can use the two temporary address reports to find trends in your readership. For example, you may find that in January you have a great number of temporary addresses in Florida.

• Draw Change Audit. Unlike most of the other reports on the Audit | Transaction menu, the Draw Change Report applies to carrier/dealers. This report lists draw change transactions for one or more products within a given date range, whether the change replaced or adjusted the draw, and the affect on the draw for each day of the week. For more information, see .

• Expire Change. Expire changes are manual changes to a subscriber’s expire date. The Expire Change report lists expire change transactions entered for one or more products within a given date range.

• Donation. This report lists subscribers who have donated part or all of their subscription value to a carrier or other group during a stop, restart or transfer. The report fields are described below.

  Field

  Type

  What to enter
• CC Rate Change. If you rate carrier collect subscribers (a Business Rules issue), their rate may change if they are being turned from office pay to carrier collect, or if their carrier collect rate term days are up (see Rate Code in the Setup Manual). This will result in a rate change transaction. The Carrier Collect Rate Change Audit report lists these carrier collect rate changes for one or more publications and a transaction date range.

• Merchandise. The Merchandise Report lists subscribers who had a merchandise code entered with their start or delivery schedule change, within a product and date range. A merchandise code indicates a free gift, such as a coffee mug, that the subscriber will receive as part of the new subscription or new delivery schedule.

• Merchandise Undo. The Merchandise Undo option removes the fulfillment date from MerchandiseTran records for selected subscriptions. This effectively changes the status of these subscriptions from “fulfilled” to “unfulfilled”.

• iServ Tran Summary. The Transaction Summary report shows you the number of web-enabled transactions types that have been entered during a specified date range. This report shows the number and percentage of transactions entered via iServices Subscriber and the Customer Service API, compared to the total number of transactions of each type entered into the system.

Example—Subscriptions Start Report

Example—Day Pass Sales Report

Example—Day Pass Usage Report

Example—Subscriptions Billing Change Report

Example—Subscriptions Combo Change Report

Example—Transfer Out/In Audit Report

Example—Draw Change Report

Example—Expire Change Report

Example—Subscriptions Donation Report

Example—Carrier Collect Rate Change Audit report

Example—Merchandise Report

This section guides the user through the menu options that are available under the Audit menu.

This section guides the user through the menu options that are available under the Management menu.

Circulation transactions that affect the general ledger are interfaced to the GL via several different menu options. These transactions can be broken down into different reporting areas, known as journal codes, as indicated below. The GL Interface Journal, which is one of the reports you can use to record GL activity, can be run for specific journal codes or all codes.

The GL Interface Journal is used primarily for balancing the general ledger at the end of the month. If you do not automatically interface Circulation transactions to the GL, you may also use this report when making manual GL entries. It can be created for either a batch (a specific entry session) or a date range.

To produce the report:

• Select GL Interface Journal from the Management menu to display the GL Interface Journal window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  REPORT TYPE

  predefined

  Indicate whether this report is being run for a batch or a date range.

  COMPANY

  setup

  If you are running the report for a specific date range, enter the company to include in the report.

  BATCH NUMBER

  setup

  If you are running the report for a specific batch, enter the batch number here. This is the number the system creates whenever a certain transaction type (such as a transfer or a group of subscriber payments) is processed by the system.

  SORT BY SUBSCRIPTION ID

  yes/no

  Select this checkbox if you wish to sort the journal by subscription ID. This option applies only to subscription-related journal codes:

  Donation, ExpireCh, GraceAcc, GraceDue, GraceWO, Refund, RefundWO, SubsPymt TaxLiab, Transfer, TrExclsn, TxExclsn, TxMove, and Unearnrv.

  SUMMARIZE

  predefined

  Indicate whether the journal should include both detail and summary (individual transactions are listed for each GL account) or only summary (only total debits and credits for each GL account).

  USE ROLL-UP

  yes/no

  Check this field if the journal should report debits and credits by rollup account, rather than individual GL account. If no rollup account is defined for a GL account (in Chart of Accounts setup), the individual GL account will be reported.

  ALL JOURNAL CODES, JOURNAL

  yes/no predefined

  Indicate whether the report should include all journal codes and, if not, enter the journal code to list.

  PAGE ON JOURNAL CODE

  yes/no

  Indicate whether a page break should be inserted in front of each new journal code.

  ALL GL ACCOUNTS GL ACCOUNT

  yes/no setup

  Indicate whether the report should include all GL accounts and, if not, enter the GL account(s) to include.

  START DATE END DATE

  date

  Enter the date range that should be covered in the report. Only transactions that have a transaction date within this range will be included.

  EXPORT

  yes/no

  Select this checkbox if you want to create an export file.

  FILE FORMAT

  setup

  Select the file map to use for this export. A file map must be set up previously (“GLInterJrnl” usage).

  FILE NAME

  open

  You can accept the default file name or modify it.

• Click OK and then Continue to process the journal.

Example—General Ledger Interface Journal (detail)

Churn is the percentage of subscriber base that must be replaced on an annual basis to maintain the same level of home delivery circulation. The formula for computing churn is the total annual permanent stops divided by the average annual home delivery circulation: stops ÷ circulation

When studying churn, subscribers can be broken down into core (subscribed for at least 12 months consecutively) and marginal (subscribed for less than 12 months consecutively). Typically, churn will be greater among marginal subscribers.

Another component of churn has to do with the reason for the stop. Some stops are controllable—they result from poor service, price, and other controllable factors. Others are natural, resulting from difficult economic conditions, people moving away from the area, and so on. While the strategies of the newspaper can impact controllable churn, there is little that can be done about natural churn.

Circulation keeps churn history files. These files can be updated on a monthly or weekly basis (as defined in Business Rules) as part of End Publ Run.

Three reports help in analyzing churn:

• The Churn Analysis Report lists the percentage of annual churn for core subscribers and marginal subscribers.

• The Churn Summary Report lists natural and controllable churn percentages for both core and marginal subscribers. This report is valuable management tool for implementing appropriate strategies to deal with churn. For example, high controllable core churn may represent poor service, and you might develop ways to deal with that churn, such as customer service training, etc.

• The Controllable Churn report lists controllable churn by permanent stop reason code for both core and marginal subscribers. This report provides a snapshot view of the controllable reasons why subscribers permanently stop the paper.

To produce a churn report:

1. Select the report from the Churn menu.

2. Click Add and complete the following fields.

   Field

   Type

   What to enter

   PRODUCT

   setup

   Enter the ID of the product for which to calculate churn.

   RUN DATE

   date

   Enter the date for which to process annual churn. For example, enter “03/01/10” to calculate churn for the date range 03/01/09 through 02/28/10.

   REPORT TYPE

   predefined

   Indicate whether the report should be for Print, Digital, or Both.

   Include Mail

   yes/no

   Indicate whether the report should include Mail.

   DELIVERY SCHEDULE

   setup

   Enter the delivery schedule for which to calculate churn (enter “*” to multi-select delivery schedules).

   UPDATE DEMOGRAPHICS

   yes/no

   Subscription demographics can be updated when running the churn reports. In this field, identify whether you want to update subscription demographics.

   DEMOGRAPHIC

   setup

   Select the demographic to be updated.

   CORE ANSWER

   setup

   Select the demographic answer to be created for core subscribers.

   MARGINAL ANSWER

   setup

   Select the demographic answer to be created for marginal subscribers.

3. Click OK and then Continue to produce the report.

Example—Churn Analysis Report

Example—Churn Summary Report

Example—Controllable Churn Report

Recurring charges and credits are applied to carrier accounts on a regular basis, until a specified maximum amount is met. These charges and credits, which are typically bond charges, are recorded in the Bond Activity Report. The report lists the total recurring charge activity for each applicable account for each recurring charge (an account must be set up to receive a given recurring charge or credit). Total activity is listed at the end by charge code.

Note: See Create Bond Charges in the Accounting chapter of the User Manual for more information about bond charges. See Specifics, Recurring Charges in the Setup Manual for information about assigning recurring charges to an account. See Charge/Credit Code in the Setup Manual for information about setting up charges and credits. Bond Charges are created using the Create Bond Charges option on the Accounting | Account menu.

To create this report:

• Select Bond Activity from the Account menu to display the Bond Activity Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  COMPANY

  setup

  Indicate which company should be included in the report.

  BILL SOURCE

  setup

  Enter the bill source that should be included in the report.

  START DATE END DATE

  date

  Enter the date range to be covered by the report.

  CHARGE CODE

  setup

  Enter the charge code for which charges should be listed. Enter “*” to multi-select charge codes. When multi-selecting for charge codes, enter “+” to include all charge codes.

  INCLUDE ZERO BALANCE ACCOUNTS

  yes/no

  Indicate whether accounts with a zero balance should be listed on the report.

  An account is considered to have a zero balance if the beginning balance, total charges, credits, interest and ending balance are all zero.

• Click OK and then Continue to produce the report.

Example—Bond Activity Report

Vacation pack labels can be used to manage vac packs (newspapers kept by the carrier or DM while the subscriber is on vacation). The labels, one for each subscriber receiving a vac pack, can be given to carriers to remind them to hold the vac pack subscriptions.

Because the format of vac pack labels differs from newspaper to newspaper, Circulation gives you two options for printing the labels (defined in Business Rules):

• The labels can be generated via PostWare, according to the label design you set up. Business Rules determine whether PostWare is used to print vac pack labels and, if so, the name of the job file for vac packs.

• Circulation can create an ASCII file to be imported into another application, such as a word processing program, and then printed. The ASCII file will be called vacpac.d and will be located in /dti/exchange/cm. See Appendix B in the User Manual for the file format.

To produce vac pack labels:

• Select Vacation Pack Labels from the Account menu.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  PRODUCT

  setup

  Enter the product for which to print vac pack labels.

  BLANKS

  integer (3)

  You may want to print blank labels to give to your carriers. If so, enter the number of blank labels to print in this field—all fields below will be skipped.

  START DATE END DATE

  date

  Indicate the date range for which to print vac pack labels. Labels will be printed only for customers who start their vacation pack within this date range.

  DEPARTURE, TRUCK SEQUENCE

  setup setup

  Enter the departure sequence and truck sequence for which to print vac pack labels. This will determine which labels are printed and in what order.

• Click OK and then Continue to generate the labels or create the ASCII file.

The Drop Credit Audit report can be used to list and export the drop credits for a date range. The export requires a file map to be set up with a usage of “DropCreditAudit” (Drop Credit Audit Export). You must create the file map before you use this option to export drop credits.

To produce this report:

• Select Drop Credit Audit from the Account menu.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  COMPANY

  setup

  Enter the company to include in the report.

  BILL SOURCE

  setup

  Enter the bill source to include in the report.

  START DATE END DATE

  date

  Enter the date range to be covered by the report.

  CREATE EXPORT FILE

  yes/no

  Indicate if you want to export the drop credits to an external file. If you select this checkbox, the remaining fields will become active.

  FILE FORMAT

  setup

  Select the file map to use for this export. A file map must be set up previously.

  FILE NAME

  open

  You can accept the default file name or modify it.

  FILE OPTION

  predefined

  Select append (add to an existing file with the same name) or replace (replace the existing file).

• Click OK and then Continue to generate the report or export the file.

Example—Drop Credit Audit Report

Reports on the Audit-Other menu provide audit trails for various subscriber-related activities, such as subscribers with changed credit statuses or overridden rates. The reports are summarized below.

Credit Status

The Occupant Credit Status Changed report lists occupants whose credit status has been changed within a certain time period, either by an associate or the system. You can run the report to include occupants whose default credit status has changed, occupants whose credit status for a particular product has changed, or both.

Note that the default credit status is the credit status assigned to the occupant when the occupant is added or converted to Circulation; this credit status applies to all products except those for which there is a specific credit status (usually assigned during a new start). If you do not maintain credit status by publication (a Business Rules consideration), the product option will not apply. The fields for this report are described below.

Example—Credit Status Changed Report

Office Pay Audit

The Office Pay Subscriber Detail Report is a list, by account and route, of each office pay subscriber. The report can be included with the account’s bill or used for audit purposes. The report and the bill draw on different sources of information; if the two do not match, the bill credit is the correct figure as long as the account’s draw figures are correct. To determine discrepancies between the draw and actual subscribers, print the Draw Variance Exception Report. You can then enter a draw change to correct the discrepancies.

Note that Business Rules control the sort order of the Office Pay Subscriber Detail report (account, address, or name). Business Rules also determine whether complimentary subscribers are included in this report. If a subscriber is changed to carrier collect for non-payment and then changed back to office pay when payment is posted, the Office Pay Audit Report does not include the subscriber for the number of days that he/she was carrier collect. However, the carrier receives credit for those days. This back credit appears separately under the Miscellaneous Charges and Credits section of the account’s bill. The report fields are described below.

Example—Office Pay Subscriber Detail Report

Promotional Payment

Subscriber rates can be set up as either regular, promotional, or reduced (see Rate Code in the Setup Manual). This report lists all subscribers who have received promotional or reduced rates for a certain publication within a certain date range. The report fields are described below.

Example—Promotional Payment Audit Report

Subscription Rate

When entering subscription information, Circulation allows an associate to manually override the rate assigned to the subscriber. The Subscription Rate Audit Report lists the subscribers who have “wrong” rates for a product and date range (for example, a subscriber receives the paper Monday through Saturday but has a Sunday-only rate). The report includes the subscriber’s name, address, delivery schedule, delivery method, and current rate code, and is sorted by subscriber account number.

Vacation Pack

The Vacation Pack Audit Report lists subscribers who have asked for a vac pack during a temporary stop and as a consequence received a discount (some newspapers have vac pack promotions). The report is run for a product and date range.

Example—Vacation Pack Audit Report

Rate Chains

The Rate Chain report lists rate codes that “step up” to a different rate (promotional and reduced rates). The report prompts for a date, and show rate setup as of that day. Each reduced or promotional rate is listed at the left, with subsequent rates displayed to the right. The type of rate will also display in parenthesis, “P” for promotional, “R” for reduced, “N” for normal and “F” for free rate.

For example, if rate A is a 50% off promo that steps up to rate B, a 25% off promo, which steps up to regular rate C, they would display as “A(P) ---> B(P) ---> C(N)”. If a rate incorrectly steps up (for example a reduced or promotional rate that steps up to itself), “ERROR” will be displayed at the end of the rate chain.

Example—Subscriber Rate Chains report

Rate Terms

The Rate Term report displays the terms and rate amounts for each rate code. The report prompts for a date, and show rate term setup as of that day.

Example—Subscriber Rate Terms report

Campaign

The Campaign report displays the results of a selected campaign for a date range.

Example—Campaign Report

Credit Card

The Credit Card report lists all of the users who have viewed full credit card information, the date and time of the viewing, and the program (menu option) in which it was viewed. Circulation tracks the viewing of unmasked credit card information within the database, even when the credit card information is not changed. For auditing purposes, all views of this private information must be tracked since they could potentially result in the theft of that information. Note: Auditing occurs only for sites that do not store credit card information off-site. When off-site storage is being used, credit card views are not tracked. The fields are described below.

Example—Credit Card Audit Report

Offsite Audit

The Offsite Audit report lists discrepancies between transactions stored in the Braintree offsite credit card storage service and Circulation. The report contains two segments:

• Offsite to Circulation shows discrepancies between the Braintree file and Circulation data.

• Circulation to Offsite shows transaction data in Circulation and compares it against the data file provided.

A third segment, Processing, lists general errors such as blank or improperly formatted ID numbers.

To use the Offsite Audit report:

1. Run and download a report from the Braintree merchant gateway. Store the report where it can be accessed from within Circulation.

2. Select Audit | Other | Offsite Audit to display the Offsite Reconciliation Report window.
3. Click Add and Enter the name of the Braintree file to be used for the report.

4. Enter the starting and ending dates of the report. See notes below.

5. Click OK and then Continue to produce the report.

Example—Offsite Reconciliation Report

Audit reports that are connected with occupant transactions can be produced from the Audit-Occupant menu. They are helpful in keeping your occupant records in order. Since all three reports are quite similar to one another, they have been documented together.

The occupant audit reports are summarized below, and selected examples are shown.

• Occupants Added. The Occupants Added report lists occupants that were added to the Circulation database within a given date range, along with credit status and other information.

• Occupants Changed. The Occupants Changed report lists occupants whose information was modified within a given date range, including e-mail address and phone number. The field that was modified is listed, along with the new and old data for this field.
• Occupants Deleted. The Occupants Deleted report has the same format as the Occupants Added report, but lists occupant records that were deleted within a certain date range.

All Occupant Audit reports can be run for specific create users. This allows you to exclude reporting of records that were changed by mass processes.

Example—Occupants Added Report

Example—Occupants Changed Report

Because most carriers are independent contractors, they submit 1099 forms to the federal government instead of W2 forms. The 1099-MISC (Miscellaneous Income) form shows all account income except interest income. Interest is reported on a separate form, the 1099-INT (Interest Income). Use the 1099 Forms option to:

• Export 1099 information in a standard file (cm1099misc.d or cm1099int.d) that can be submitted to the US government.

• Export 1099 information to a separate report file which can be used to create the forms in a separate third party application. Circulation does not generate the forms directly.

To print either form with this option:

• Select 1099 Forms from the Account menu.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  COMPANY

  setup

  Enter the company for which to print 1099s.

  FEDERAL ID NUMBER

  open (11)

  Enter the payer’s (i.e., the publication’s) federal tax ID number.

  START DATE END DATE

  date

  Enter the date range for which you want produce the forms.

  DATE TYPE

  predefined

  Indicate how charges should be selected for the 1099s—based on charge date or bill date. If you select “charge date,” charges will be selected based on the date of the charge. If you select “bill date,” all charges billed by billing runs that were closed within the date range entered will be selected.

  FORM TYPE

  predefined

  Indicate whether you want to print Misc Income forms (1099-MISC) or Interest Income forms (1099-INT).

  STATE NUMBER

  integer (11)

  If you are printing Miscellaneous Income forms, enter the payer’s state number.

  COMPANY BIN

  decimal (8)

  Enter the company BIN (state of Oregon only). When the company address is in Oregon and an Oregon company BIN is entered here, then the company BIN, social security number, state identifier of “OR,” and state income will be added to the special data entries area.

  COMPENSATION MINIMUM*

  decimal (10)

  If you are printing Miscellaneous Income forms, enter the minimum compensation required in order to print a 1099-MISC. Forms will not be printed for payees (carriers) who earn less than this amount. If you do not use Box 7 (Nonemployee compensation), enter “99,999,999” in this field. Note: Youth compensation will be printed in Box 3 of the1099-MISC form. (Carriers are defined as “youth” or “adult” in the Age Group field in Account setup.)

  INTEREST MINIMUM

  decimal (10)

  If you are printing Interest Income forms, enter the minimum amount of interest income an account needs in order to print a 1099-INT.

  INTEREST CODE

  setup

  Enter the charge code used for interest. All interest must have the same code. This code will print in box 1.

  SAVINGS BOND INTEREST CODE

  setup

  If your carriers have US savings bonds, enter the savings bond charge code here. This code will be printed in Box 3 of the 1099-INT form.

  FILE FORMAT

  setup

  Select the file format to use to export 1099 information for reporting purposes. The exported file can be imported into a third party software program to create the forms. It can also be imported into your AP system.

  Only file formats defined in File Map with a usage of “1099 Export” or “1099FormsExport” can be selected. See Appendix B for a list of the available elements.

  FILE NAME

  open (30)

  Specify the file name for the report export file, or keep the default defined in File Map setup. The file will be exported to the /dti/exchange/cm directory.

  FILE OPTION

  predefined

  Indicate whether to append or replace the existing report export file, if one exists with the same file name.

  CREATE TAPE

  yes/no

  Specify whether to export a file of 1099 records for the U.S. government. If you select this checkbox, a separate file will be output goes to /dti/exchange/cm directory in the correct US government format. The file name will be “cm1099misc.d” or “cm1099int.d,” depending on whether Form Type is “Misc” or “Interest.”

  See Appendix B for the file format. A vendor file will also be exported (in the same format at the AP interface vendor file). The following fields will open only if this checkbox is selected.

  PRODUCTION FILE

  yes/no

  If Create Tape is flagged, indicate whether you are exporting a production file (as opposed to a test file). The test indicator field in the cm1099.d file will be based on this.

  TRANSMITTER CODE

  open (5)

  If Create Tape is flagged, enter the transmitter code assigned by the U.S. Internal Revenue Service. This will be exported to the cm1099.d file.

  CONTACT NAME, CONTACT PHONE, CONTACT EMAIL

  open (40) open (10) open (35)

  If Create Tape is flagged, enter a contact name, phone number and (optionally) e-mail. This information will be included in the cm1099.d file.

• Click OK and then Continue to export the form information. A report will display, but it will be blank.

The 1099 Audit report can be helpful in answering questions from carriers about charges on their 1099s. The report prints resale charges and compensation charges in different columns.

To produce this report:

• Select 1099 Audit from the Account menu to display the 1099 Audit Report window.
• Click Add and complete the following fields.

  Field

  Type

  What to enter

  REPORT TYPE

  predefined

  Indicate if the report should be a detail or summary report. The detail report lists each charge by date for each account; the summary report is the same but lists only total charges for each charge code.

  COMPANY

  setup

  Enter the company to include in the report. In most cases, all accounts will have the same company.

  START DATE END DATE

  date

  Enter the date range for the 1099 information. Only 1099 charges and credits that were transacted within the date range will be included in the report.

  DATE TYPE

  predefined

  Indicate how charges should be selected—based on charge date or bill date. If “charge date” is entered, charges will be selected based on the date of the charge. If “bill date” is selected, all charges billed by billing runs that were closed within the date range entered will be selected.

  COMPENSATION MINIMUM

  decimal (10)

  Enter the minimum amount the compensation charge must be in order to appear in the Compensation Charge column of the report.

  ALL ACCOUNTS

  yes/no

  Indicate whether all accounts should be included in the report.

  SSN/Tax ID

  open (11)

  If not all accounts will be included, enter the Social Security Number or Tax ID Number of the carrier account for whom you want to run the report.

  INCLUDE UNQUALIFIED

  yes/no

  Select this checkbox to include all accounts, even those that do not normally qualify for 1099s.

• Click OK and then Continue to produce the report.

Example—1099 Audit Report

Audit reports that are connected with address transactions can be produced from the AUDIT-ADDRESS menu. Most of these reports apply to both subscribers and non-subscribers. They are helpful in keeping your address records in order. Since these reports are quite similar to one another, they are documented together as one section.

The address audit reports are described below, and selected examples are shown after the descriptions.

• Addresses Added. The Addresses Added report lists all addresses that were added to the Circulation database within a given date range and, optionally, for specific create users.

• Addresses Changed. The Addresses Changed report lists all addresses that were modified within a certain date range, the fields that were changed, and the old and new address data. The report can optionally be run for specific users, allowing you to exclude changes made by mass processes. For example, the report could be run for all users except the user who typically runs the Batch Address Hygiene process.

• Addresses Deleted. The Addresses Deleted report has the same format as the Addresses Added report, but lists addresses that were deleted from the database within a given date range. The report can optionally be run for specific create users.

• Addresses By Zip. The Addresses by Zip Code report has the same format as the Addresses Added report, but does not work within a date range. Instead, it lists all addresses in the database that fall within the specified Zip codes. You can run the report for all Zip codes, a single Zip code, or multi-select Zip codes.

• Address & No Route. The Addresses Not Assigned a Route report can be used to insure that all addresses that should be assigned to a route are assigned to a route. For all publications using the delivery map specified, the report lists addresses that have no route but have Zip codes indicating they should be assigned to one (see Zip in the Setup Manual). The fields for this report are described below.

• Multiple Subs. The Multiple Subscriptions at Same Address report lists all addresses that have multiple subscriptions as of a run date, along with the subscriber names and subscription information. Note that in cases where an address has more than one record in the database, the word “duplicate” will appear between the duplicate addresses.

• Multiple Occupants. The Multiple Occupants at Same Address report lists all multiple occupant addresses as of a run date, along with the occupant names and subscriber information; both subscribers and non-subscribers are included. Note that non-subscribers listed in the Multiple Occupants at Same Address report will not have information in the Product, Account Status, Last Tran Date or Tran Type columns.

Example—Addresses Added Report

Example—Addresses Changed Report

Example—Addresses Not Assigned a Route Report

Example—Multiple Subscriptions at Same Address Report

Example—Multiple Occupants at Same Address Report