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This section guides the user through the menu options that are available under the Account menu.
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.
Notes:
Business Rules govern card size and how cards print.
If you only want to print status cards or collection cards for new subscribers or subscribers that have changed payment method, go to Publishing | Status/Collect Cards (see Status/Collect Cards).
Status cards and collections cards are forms. For information about form printing, see Printing Forms.
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.
PRODUCT
setup
Enter the product for which to print cards (enter “*” to multi-select products).
CARD TYPE
predefined
Select Office Pay Status, Collection, or Both.
ALL ROUTES
yes/no
Indicate whether cards should be printed for all routes.
ROUTE
setup
This field is active only if you do not select All Routes. Enter the route for which to print cards (or “*” to select multiple routes).
SUBSCRIPTION
setup
This field is active only if you do not select All Routes. Enter the subscription for which to print cards (or “*” to select multiple subscriptions).
DELIVERY TYPE
predefined
This field is active only if you do not select All Routes. Enter the route type for which to print cards or enter “*” to select multiple types.
REPORT TYPE
predefined
Select Export or Print Cards. If you selected “Both” in Card Type, then “Export” is the only option. Note: If you select “Export”, the remaining fields will be required. If you select “Print Cards”, the remaining fields will not be active.
FILE FORMAT
setup
Enter a user-defined format that has been set up in File Map.
FILE NAME
open (30)
Enter the name of the file that will be produced in the /dti/exchange/cm directory.
FILE OPTION
predefined
Select append to add this information to the existing file, or replace to replace the existing file.
Click OK and then Continue to produce the cards.
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.
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.
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.
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.
Note: Be sure to save your template file in the /custom directory (or another safe directory). If it is saved back to its original location, it will be overwritten when software upgrades are installed.
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.
Note: To customize the contents of the letter for individual accounts, place field names enclosed in curly brackets (e.g., {HeadingDate}) anywhere in the letter.
COMPANY
setup
Enter the company for which to generate letters.
BILL SOURCE
setup
Enter the bill source for which to generate letters.
ACCOUNT CLASS
setup
Enter the account class, if applicable.
ACCOUNT GROUP
setup
Enter the account group, if applicable.
AGE PERIOD
integer (1)
Enter the aging period for which to generate letters. Letters will be printed for accounts with unpaid balances in this aging period or higher.
FOR SELECTED PERIOD ONLY
yes/no
If you select this checkbox, only those accounts that have balances in the age period identified will be selected for this report. If you do not select this checkbox, accounts that have balances in the age period identified, and higher, will be included.
PERIODS TO AGE
integer (1)
This field determines how many aging “buckets” into which the aging balances should be sorted (e.g., age period 1, age period 2, age period 3, etc.). It must be equal to or greater than the age period.
MINIMUM DUE MAXIMUM DUE
decimal (13)
Enter the minimum and maximum amounts due. Only accounts that fall within this range will be selected.
SELECT TRUCK SEQUENCE TRUCK SEQUENCE
setup
Optionally, select this checkbox and specify a truck sequence. The truck sequence provides an addition criterion for selecting the accounts for which a letter will be generated.
SUSPENSION DATE
date
Enter the date on which deliveries will be terminated unless payment is received.
DELIVERY DATE
date
Enter the date the letters will be delivered.
DISTRIBUTION TYPE
predefined
Specify the type of distribution for which to create letters: single copy, route, or both.
CREATE EXPORT FILE
yes/no
Select this checkbox if you want to create an export file.
FILE FORMAT
setup
Select the file map you want to use for the export.
FILE NAME
open (30)
The default file name will be displayed. You can overwrite it if you wish.
FILE OPTION
predefined
Select append or replace.
TEMPLATE PATH
open (40)
Enter the directory path and file name of the letter template. You can define more than one letter template, for example, to send different letters to dealers and carriers, or if you want one letter for age period 2 or greater, another for age period 3 or greater, and so on.
GENERATE TASKS
yes/no
Enter “y” if you want to generate event tasks for qualifying accounts when running this report. Note: Event tasks must be set up previously.
HeadingDate
Current date.
AccountID
Carrier/dealer’s account number.
TruckNumber
Truck number from the truck sequence files.
AreaPhone
Carrier/dealer’s phone number.
Address1
Carrier/dealer’s name.
Address2
Carrier/dealer’s address.
Address3
Carrier/dealer’s address.
Address4
Carrier/dealer’s address.
Address5
Carrier/dealer’s address.
Address6
Carrier/dealer’s address.
Balance
Total balance due.
PastDueBal
Past due balance amount.
DueDay
Day payment is due based on the suspension date.
DueDate
Date payment is due based on the suspension date.
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.
Select Account List from the Account menu to display the Account List window.
Click Add and complete the following fields.
PRODUCT
setup
Enter the product for which to print an account list (type “*” to multi-select products).
SELECTION TYPE
predefined
Indicate whether this report should include particular districts, zones, regions, or areas. Enter All to include all areas.
SELECTION
setup
Enter the district, zone, region or area (depending on what type is entered above) to include, or enter “*” to multi-select. If you entered “All” above, this field will be skipped.
ROUTE TYPE
predefined
Specify whether single copy or home delivery routes should be included, or both.
CONTRACT START DATE /CONTRACT END DATE
date
Enter a start date and end date if you want the report to include only those accounts with contract review dates within the date range.
GENERATE TASKS
yes/no
Select this checkbox if you want tasks to be generated for all of the accounts that appear on the report. This feature is intended to facilitate the process of contacting accounts whose contracts need to be reviewed. Note: This checkbox will be active only when Account List tasks have been set up.
Click OK and then Continue to produce the 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.
Notes:
A Business Rule, Which address for an account should be used when processing 1099s?, determines whether the delivery carrier’s address (account address) or the bill-to account address (billing address) is exported with the 1099 form information.
Youth income (indicated by the Age Group in Account setup) is reported in Box 3 of the 1099-MISC form.
Information included in Box 7 or Box 9 of the 1099-MISC form will depend on how charges and credits are defined in Charge/Credit Code Setup:
Box 7. Charge codes defined with “y” in Include In Payments (see Charge/Credit Code in the Setup Manual) will be included in Box 7 of the 1099-MISC form. These codes are generally allied to office pay charges and credits.
Box 9. Charge codes defined with “y” in Include In Resale Value will be included in Box 9 of the 1099-MISC form. These codes are generally allied to carrier collect charges and credits.
1099 information will be exported for accounts that fulfill the specified criteria and for whom a social security number is defined.
1099 Forms can be run multiple times for the same date. These processes do not create any data; they only export existing data.
Select 1099 Forms from the Account menu.
Click Add and complete the following fields.
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 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.
Select Charge/Credit Code from the Account menu to display the Credit/Charge Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce this 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.
Select Billed/Unbilled Draw from the Account menu.
Click Add and complete the following fields.
Click OK and then Continue to create the 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.
Select Vacation Pack Labels from the Account menu.
Click Add and complete the following fields.
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.
Select Drop Credit Audit from the Account menu.
Click Add and complete the following fields.
Click OK and then Continue to generate the report or export the file.
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.
Select Bond Activity from the Account menu to display the Bond Activity Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
COMPANY
setup
Indicate which company should be included in the report (enter “*” to multi-select companies).
BILL SOURCE
setup
Enter the bill source that should be included in the report (enter “*” to multi-select bill sources).
START DATE END DATE
date
Enter the date range to be covered by the report.
BILLING OPTION
predefined
Indicate whether the report should include charges that have been billed, not billed, not billed and apply-to-AR-now, or all charges.
Apply-to-AR-now charges are charges/credits that are immediately applied directly to the account’s balance for aging purposes (not applied at the end of the billing period, as are most charges/credits).
Charge codes can be set up to be apply-to-AR-now. See Charge/Credit Code in the Setup Manual for more information.
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.
PRODUCT
setup
Enter the publication for which to list billed and unbilled draw.
START DATE END DATE
date
Enter the date range for which to list billed and unbilled draw. Only draws, returns, and draw adjustments occurring in this date range will be included, broken down according to whether they have been billed or remain unbilled.
REPORT TYPE
predefined
Indicate whether a summary or detail report should be printed. “Summary” will list total draws by date. “Detail” will print draw information for individual routes.
REPORT FORMAT
predefined
Indicate whether the report should include all draw or unbilled only. You may wish to include only unbilled draw, for example, when running the report in detail mode to see what routes have not been billed.
VALIDATE UNBILLED
yes/no
Indicate whether validation messages should appear at the bottom of the report, indicating why unbilled draw has not been billed.
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.
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).
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.
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.
Note: Resale charges are totaled in box 9 of the 1099 form, and are typically allied with carrier collect charges and credits. Compensation charges are totalled in box 7 of the 1099 form, and are typically allied with office pay charges and credits. Which category a particular charge code falls into is decided in code setup (see Charge/Credit Code in the Setup Manual).
Select 1099 Audit from the Account menu to display the 1099 Audit Report window.
Click Add and complete the following fields.
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.
