Booking Wizard
Booking Wizard order entry method allows for bulk entry across multiple products for classified, both print and digital classified products.
Please note that Booking Wizard doesn’t support CPM Print or Digital entry. CPM is supported through the traditional Quick Line Entry or Full Line Entry methods.
There are three booking wizard options to choose from. See Details below or check out our Webinar on the topic:
Template Based Classified Ad
In Campaign Line Entry screen, click the “Booking Wizard” icon and then choose “Build a Template-Based Classified Ad”.
Click Continue.
The Classified Ad pop-up screen displays from which you can use the Start Date of the Ad, the category tree, category, package or product(s). In the popup, choose the dates you wish to include.
The user can select a Package OR a-la-carte products, but not both in one Booking Wizard group. If a package is selected, the product option will be grayed out, and if individual products are chosen, then the package option will be grayed out.
Apply in this screen and then click next to continue
Next step is the Category Metadata and this will change based on the category tree and/or category chosen in the first step. One or more of these metadata fields will be utilized to create the text of the ad. Depending on setup some of the fields might be used to trigger automatic charges. For example, if you upload a graphic like an attention getter or border, you may automatically be charged a fee; or if you selected an online upsell like OwnLocal or Recruitology in the metadata, those fees might be added, and that metadata might also be used to trigger the feed to send that listing to those third party sites.
Click next to continue to template selection.
Depening on your setup, you might have one or more styles to choose from. The rate that will be applied is tied to the setup in this workflow so that you can choose good/better/best templates and automatically receive good/better/best pricing. Booking Wizard option 1 rates can be based on standard product rates or they could be based on Product Group Rates. See Rate setup for more information on setting up rates.
You may see an example preview of the style in here if your administrator created one.
The templates can be HTML-based or InDesign Based.
The system will create one or more versions of the material, as necessary to accomodate the column configuration of the products you are booking in. In this example, there are two versions because of of the products has a 5-column legal section and the other has a 6-column section:
HTML-based ads can be edited in an editor window. InDesign templates cannot be edited by the end user in the browser. Click "Edit Template Text" in the top right to open the editor
After applying any manual text edits, click next and continue to the adjustments tab.
Automatic adjustments based on the metadata entered will be displayed here as read only and you can also manually add additional surcharges and discounts at either the product or product group level.
Click next and you will see the Price Breakdown for each issue in the package
Use the fields at the top to add a % discount across the whole campaign, or select/deselect a contract.
Click next to be taken to the final step in the wizard. This summarizes the pricing of the campaign, including tax, where applicable. There is a link on the "Total Amount Due" field where you can override the bottom line price of the campaign
This example order is $170.68. I could override the price to, say $150 if that was the negotiated price that it was sold for. If this campaign is in a reserved or confirmed status, the "take prepayment" button will be enabled and i can optionally take a prepayment at this time.
Compose or Upload a Classified Ad
Option #2 of the Booking wizard is for those sites who prefer to create the ad manually in a text editor, rather than using the template.
This option requires Product Group Ratecards to be created. (See Product Group RateCards for Setup)
Click “Booking Wizard” and choose the second option “Compose or Upload a Classified Ad” then click “Continue”.
The pop-up screen for the Classified Ad displays.
You must choose a category tree, a Print Rate Line and/ or Digital Rate Line from the drop-down lists.
You have the choice of a package if applicable, or select one or more products. In this case, the package is only being used as a shortcut for putting multiple lines onto the campaign, it will not be looking at the templates to get the rates and ad types. Therefore you must select a print rate line and/or digital rate line to be used in rating and completing the booking. And again, since you are booking across products here, the rates populated in these two dropdowns are using the "Product Group RateCards" concept.
Since you are manually creating the material in this workflow, your column configuration must be the same between products! If you have products that do not share a column size, you cannot create them together using booking option 2. You would need to do them separately. You can have more than one booking wizard package on a single campaign if necessary.
Category Metadata may or may not be necessary in this workflow. If you are using metadata to create surcharges and trigger feeds to go out for digital upsells, then you will still need to enter that data. Likewise if your digital orders are using the metadata to display the ad text online, you will still need to enter the metadata. If you are only using it to generate the text of the print ad via template, then you can likely skip it in this workflow.
Next, create the material or you can pickup an existing material
The default material type is listing text. This will enable the text editor where you can type or copy and paste the ad text into the editor.
Change the Material Type to Listing Display if the client has supplied a pdf for the material and you would like to upload it. If you select Listing Display as the Material Type, the editor window will disappear.
Click next to continue to Adjustments. You can choose an option of the adjustment for the product or for the group. Choose one or both as applicable and then click the + sign and enter the data.
You can also click “Check Incentives” and apply existing incentives.
Once you reach the final tab, you can check the “Take Prepayment” or uncheck it. If you check it, the system displays the payment screen where you can process the check or credit card payment.
The result is multiple lines filled in with details of the order across multiple products.
Book a Display Ad
This option allows you to book a classified display ad across multiple products in bulk. Click this option from the Booking Wizard.
The pop-up screen allows you to enter the Start date, the Product Group Rate for both print and digital as well as selecting one or multiple individual products using the checkboxes.
You can also choose Group Section and Group Position if you have them setup in the Product Group Ratecards screen.
If the rate line is for a Col x In (or mm or cm) type, you will see the columns and inches displayed:
Like the other Wizard options, the cross product buy pop up screen allows you to enter the specific day filter where you can choose particular days to run the ad or leave blank to include all days. It also allows you to enter Issue Count for the number of issues to place the ad for all print products. Also, you can enter the duration of the months for the ad to run in the digital products. Click Apply.
If this is a class display running in the classified section, be sure to select a category tree and category on the next page so that the ad can be placed in the correct Classification. Depending upon your workflows, you may or may not need to fill in the metadata fields for the Classified Display ads.
Next step is Material. Like other display ads in Full Line Entry, the Materials can be added here or they can be added later. In this type of ad the size comes from what you entered in the first step, so actually receiving the material is not yet required. The ad might be created later by a designer or it might be coming in as ready artwork from the advertiser.
Price Breakdown tab is just a little different from the other options. This workflow also allows you to assign the material to specific issues, only if you created material in the previous step.
Proceed by clicking Next to go through the remaining screens and the system displays the price.
Notes on All Booking Wizard Options
Note that in every case above, once the lines are saved to the campaign, the system lists the Line ID as well as the Line Group ID.
Depending on the Campaign Status and System Configuration, the hyperlink to the Line ID or the Line Group ID will either open up the individual line or re-open the booking wizard. Navigate to Setup -> Advertising Setup -> System Parameters. Line 15 displays what your cut-off is for opening in Wizard or Full Line Entry. Invoicing Started is the default, but you can change it to behave differently in your system.
Some notes on Incentives and booking wizard ads:
If there are any incentives applied to the lines, and you re-open the campaign in the booking wizard, the incentives will be removed and the user must re-check incentives to validate that they are still eligible after any line editing is complete.
If there is already one or more lines on the campaign, and you add a booking wizard line to add additional lines to the campaign, you will not see the option to check incentives in the booking wizard. The incentives at that point would have to be checked on the campaign line items screen because incentives are meant to be evaluated across a whole campaign and not just on some of the lines.
Warning if two users are changing same line simultaneously
If someone has made a change since you opened the booking wizard window, you will see an error displayed.
For example User 1 opened a wizard line for editing, and User 2 opened the same line (doesn't matter who opened it first). User 2 was a little quicker and completed the line first, and successfully saved it. By the time user 1 gets to the end and attempts to save, the system recognizes that the record is no longer the same as when he opened it and user 1 will be prompted with the above message. User 1 will need to either close the window and reopen or use the little refresh icon 
in the top right to reload the window.
Affidavit Entry
Note that you can enter an affidavit on a line item using the Affidavit button. The Booking Wizard Entry screen displays the “Affidavit” tab upon choosing any of the options to enter a line item, classified template or classified non template or display. Click that button and enter the details. The system saves the information on the line item.
Note that Affidavits are generated by line / issue and cannot be reconciled backwards to the Booking Wizard once generated.
Bottom Line Overrides in Booking Wizard with Uneven Break Out Rates Placed on Last Paid Insertion of Group
When user applies a bottom line override in Booking Wizard or Package rates which don’t break out evenly, the override amount will be spread equitably across the issues, with any remainder being applied to the last line (if that line is zero price it will be added to the last paid line).
Navigate to create a campaign using the Booking Wizard with multiple lines. When you get to the last page, click the Total Amount Due hyperlink and enter in an override price.
If the Price doesn't divide easily over the lines and issue dates, any remainder will be applied to the last line, as long as that line has a value associated with it. If it is a zero price ad, any adjustment balance will be added to the last paid line.
Once the Booking Wizard window has been saved/closed, if you click the line or group to open the lines again in the booking wizard, the system alerts you to the override value and that it will remove it.
You can then proceed to keep the orininal override amounts or change them - depending on the change made to the line the original override amount may or may not be relevant anymore so the system always removes them on edit and the user can add it back if applicable.
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