Syncronex Single Copy 3.1 Users Guide

Syncronex Newspaper Suite SingleCopy Edition User’s Guide

Version 3.1

Copyright © 2009 Syncronex, LLC.

SingleCopy User’s Guide Version 3.1 Page 2 of 208

Overview of the Syncronex SingleCopy Edition -------------------------------------- 7

SingleCopy Application Tasks for Administrators -----------8

Initial Login & Setup---------------------------------------------------------------------------10

Initial Log in and Administrator Password Creation ---------------------------------------------- 10

Log out of the SingleCopy Application--------------------------------------------------------------- 14

Log in to the SingleCopy Application----------------------------------------------------------------- 14

Company Data and Device Setup ---------------------------------------------------------15

Account Categories-------------------------------------------------------------------------------------------- 15

Create an Account Category --------------------------------------------------------------------------- 16

View an Account Category------------------------------------------------------------------------------ 18

Change Account Category to Inactive --------------------------------------------------------------- 18

Delete an Account Category --------------------------------------------------------------------------- 19

Account Types -------------------------------------------------------------------------------------------------- 20

Create an Account Type--------------------------------------------------------------------------------- 20

View an Account Type ----------------------------------------------------------------------------------- 21

Delete an Account Type --------------------------------------------------------------------------------- 22

Publications ------------------------------------------------------------------------------------------------------ 22

Add Publications------------------------------------------------------------------------------------------- 23

View a Publication----------------------------------------------------------------------------------------- 25

Change a Publication to Inactive ---------------------------------------------------------------------- 25

Delete a Publication -------------------------------------------------------------------------------------- 26

Publication Dates----------------------------------------------------------------------------------------------- 27

Add Publication Dates------------------------------------------------------------------------------------ 27

Filter Publication Dates ---------------------------------------------------------------------------------- 29

Delete a Publication Date ------------------------------------------------------------------------------- 29

Tax Categories -------------------------------------------------------------------------------------------------- 30

Create a Tax Category----------------------------------------------------------------------------------- 31

View and Update a Tax Category--------------------------------------------------------------------- 32

Delete a Tax Category ----------------------------------------------------------------------------------- 35

Delete a State/Province Tax Category -------------------------------------------------------------- 35

Delete a Tax Rate ----------------------------------------------------------------------------------------- 36

Variable Days Back ----------------------------------------------------------------------------37

The Cutoff Day --------------------------------------------------------------------------------------------- 38

Cutoff Day: Example One ------------------------------------------------------------------------------- 39

Precedence of Variable Days Back Rules---------------------------------------------------------- 40

Cutoff Day: Example 2 ----------------------------------------------------------------------------------- 40

Create a Variable Days Back Configuration-------------------------------------------------------- 41

Managing Devices---------------------------------------------------------------------------------------------- 42

Device Setup ----------------------------------------------------------------------------------------------------- 42

Add a Device ----------------------------------------------------------------------------------------------- 42

Edit Device Fields or Assign a Manifest------------------------------------------------------------- 43

Delete a Device -------------------------------------------------------------------------------------------- 44


Device Software------------------------------------------------------------------------------------------------- 44

Manage Device Software ------------------------------------------------------------------------------- 45

Device Management ------------------------------------------------------------------------------------------- 45

Manage Manifests----------------------------------------------------------------------------------------- 46

System Configuration----------------------------------------------------------------------------------------- 48

Configure the Settings for Adjustments ------------------------------------------------------------- 49

Configure the Heading for Printed Receipts-------------------------------------------------------- 50

Update the Number of Days Back to Allow Returns to be Entered -------------------------- 50

Choose Laydown Sheet Information ----------------------------------------------------------------- 50

Security --------------------------------------------------------------------------------------------51

Adding Users ---------------------------------------------------------------------------------------------------- 52

Add a User -------------------------------------------------------------------------------------------------- 53

Searching for Users ------------------------------------------------------------------------------------------- 55

Creating Groups ------------------------------------------------------------------------------------------------ 56

Add a Group ------------------------------------------------------------------------------------------------ 56

Assigning Group Administrators ------------------------------------------------------------------------- 58

Assign a Group Administrator-------------------------------------------------------------------------- 59

Assign a Group Administrator-------------------------------------------------------------------------- 59

Application Permissions------------------------------------------------------------------------------------- 60

Assign Application Permissions ----------------------------------------------------------------------- 63

Updating and Removing Application Permissions ------------------------------------------------- 65

Update Application Permissions Access ------------------------------------------------------------ 65

Delete a Group from a Secured Object-------------------------------------------------------------- 65

Managing Users------------------------------------------------------------------------------------------------- 65

Modify User Information --------------------------------------------------------------------------------- 65

Delete a User----------------------------------------------------------------------------------------------- 67

Managing Groups ---------------------------------------------------------------------------------------------- 67

Change the Group Name ------------------------------------------------------------------------------- 68

Add a User to a Group ----------------------------------------------------------------------------------- 69

Delete a User from a Group ---------------------------------------------------------------------------- 69

Delete a Group--------------------------------------------------------------------------------------------- 70

Closing Notes------------------------------------------------------------------------------------71

SingleCopy Tasks for Users---------------------------------------- 72

Initial Log in and Setup-----------------------------------------------------------------------74

Initial Log in and Password Creation----------------------------------------------------------------- 74

Log out of the SingleCopy Application--------------------------------------------------------------- 76

Log in to the SingleCopy Application----------------------------------------------------------------- 77

Expired Sessions----------------------------------------------------------------------------------------------- 77

Messages------------------------------------------------------------------------------------------78

The Message List ----------------------------------------------------------------------------------------------- 78

Display Message Details -------------------------------------------------------------------------------- 80

Reply to Message ----------------------------------------------------------------------------------------- 81

Composing New Messages --------------------------------------------------------------------------------- 82

Compose a Message------------------------------------------------------------------------------------- 83


Issue Messages ------------------------------------------------------------------------------------------------- 86

Resolve an Issue Message ----------------------------------------------------------------------------- 87

Reopen an Issue Message ----------------------------------------------------------------------------- 88

Accounts ------------------------------------------------------------------------------------------89

Finding Accounts----------------------------------------------------------------------------------------------- 89

Find and Display Accounts ----------------------------------------------------------------------------- 90

The Accounts List ---------------------------------------------------------------------------------------------- 92

Using the Wildcards to Find Accounts ----------------------------------------------------------------- 93

Use Wildcard to Display Accounts-------------------------------------------------------------------- 95

Navigating Search Results ---------------------------------------------------------------------------------- 97

Viewing Account Details ------------------------------------------------------------------------------------- 98

Display Account Details --------------------------------------------------------------------------------- 99

Adding New Accounts ---------------------------------------------------------------------------------------- 99

Add a New Account--------------------------------------------------------------------------------------100

Updating Accounts -------------------------------------------------------------------------------------------103

Update an Account---------------------------------------------------------------------------------------103

Assigning Account Categories ---------------------------------------------------------------------------103

Update Account Categories ---------------------------------------------------------------------------104

Default Draw-----------------------------------------------------------------------------------------------------105

Edit the Default Draw of an Account ----------------------------------------------------------------106

Adding Publications to Accounts -----------------------------------------------------------------------108

Add a New Publication----------------------------------------------------------------------------------108

Remove a Publication from an Account ------------------------------------------------------------109

Rollup Accounts ------------------------------------------------------------------------------110

Find and View Rollup Accounts ----------------------------------------------------------------------110

Adding New Rollup Accounts-----------------------------------------------------------------------------112

Add a New Rollup Account ----------------------------------------------------------------------------114

Edit Rollup Accounts ------------------------------------------------------------------------------------118

Add and Delete Child Accounts ----------------------------------------------------------------------120

Returns-------------------------------------------------------------------------------------------122

Managing Returns---------------------------------------------------------------------------------------------122

Rollup Accounts and Returns-----------------------------------------------------------------------------124

Enter Returns----------------------------------------------------------------------------------------------124

Data Entry Status ----------------------------------------------------------------------------------------------126

Check the Data Entry Status --------------------------------------------------------------------------126

Manifest Approval ---------------------------------------------------------------------------------------------128

Approve a Manifest for a Single Manifest----------------------------------------------------------128

Approve a Manifest for a Multiple Manifests ------------------------------------------------------129

Return Audit Report ------------------------------------------------------------------------------------------130

Create the Audit Report --------------------------------------------------------------------------------130

Weekly Returns ------------------------------------------------------------------------------------------------132

Enter Weekly Returns-----------------------------------------------------------------------------------132

Manifests ----------------------------------------------------------------------------------------134

Adding a Manifest ---------------------------------------------------------------------------------------------135

Add a Manifest --------------------------------------------------------------------------------------------136

Updating Manifests -------------------------------------------------------------------------------------------136


Update Manifest Information --------------------------------------------------------------------------137

Creating the Manifest Sequence -------------------------------------------------------------------------138

Create the Manifest Sequence -----------------------------------------------------------------------138

Adding Accounts to the Manifest Sequence---------------------------------------------------------140

Add Accounts to a Manifest Sequence -------------------------------------------------------------140

Editing Drop Sequence--------------------------------------------------------------------------------------142

Edit the Drop Sequence --------------------------------------------------------------------------------143

Delete a Drop from a Manifest ------------------------------------------------------------------------144

Moving a Account Drop -------------------------------------------------------------------------------------145

Move an Account Drop----------------------------------------------------------------------------------145

Administrative Manifest Management------------------------------------------------------------------146

Dock Changes ---------------------------------------------------------------------------------147

Enter the Account Criteria------------------------------------------------------------------------------148

Defining the Adjustment Criteria-------------------------------------------------------------------------148

Automatically Update the Draw for Selected Accounts ----------------------------------------149

Manually Update the Draw for Selected Accounts ----------------------------------------------151

Forecasting-------------------------------------------------------------------------------------153

Forecast Rules -------------------------------------------------------------------------------------------------153

Normal View -----------------------------------------------------------------------------------------------155

Advanced View -------------------------------------------------------------------------------------------155

Delete a Forecast Rules--------------------------------------------------------------------------------157

Weights and Weighted Averages ------------------------------------------------------------------------158

Add Weights a Forecast Rules -----------------------------------------------------------------------159

Sales Overrides ------------------------------------------------------------------------------------------------161

Create Sales Level Override --------------------------------------------------------------------------161

Sellout Overrides ----------------------------------------------------------------------------------------------162

Create Sellout Override---------------------------------------------------------------------------------163

Assigning Categories and Accounts to Forecasting Rules ------------------------------------164

Associate a Category to a Forecasting Rule------------------------------------------------------164

Associate an Account to a Forecasting Rule------------------------------------------------------165

Rule Precedence-----------------------------------------------------------------------------------------------166

Conflicting Rules ----------------------------------------------------------------------------------------------166

Exception Dates and Exception Date Types ---------------------------------------------------------167

Create Exception Date Types-------------------------------------------------------------------------168

Create Exception Dates --------------------------------------------------------------------------------168

Executing the Forecast Process -------------------------------------------------------------------------169

Execute the Forecast Process------------------------------------------------------------------------170

Review/Edit Draws --------------------------------------------------------------------------------------------171

Edit or Review Forecast Drops -----------------------------------------------------------------------173

One Time Bulk Add/Cut of Draw -------------------------------------------------------------------------175

Applying Bulk Adds/Cuts - Weighted Distribution-------------------------------------------------177

Apply One Time Bulk Add/Cut of Draw-------------------------------------------------------------177

Data Security----------------------------------------------------------------------------------------------------178

Invoicing-----------------------------------------------------------------------------------------179

Generate an Invoice -------------------------------------------------------------------------------------179

Export --------------------------------------------------------------------------------------------181


Export Return and Adjustment Information to the Billing System ---------------------------182

Export Forecasted Draw Information to the Billing System -----------------------------------183

Export Invoice Information to the Billing System-------------------------------------------------184

Reports-------------------------------------------------------------------------------------------185

Laydown Sheets -----------------------------------------------------------------------------------------------186

Dock Adds -------------------------------------------------------------------------------------------------------189

Drop Time Summary------------------------------------------------------------------------------------------190

Net Sales Summary-------------------------------------------------------------------------------------------191

Sellouts -----------------------------------------------------------------------------------------------------------193

Daily Totals ------------------------------------------------------------------------------------------------------195

Week over Week (Sales) ------------------------------------------------------------------------------------196

WK Over Wk (Returns)---------------------------------------------------------------------------------------198

Week over Week (Return %) -------------------------------------------------------------------------------199

Message Summary--------------------------------------------------------------------------------------------200

User/Groups Audit --------------------------------------------------------------------------------------------201

User/Manifest Audit-------------------------------------------------------------------------------------------202

Imported Draw--------------------------------------------------------------------------------------------------203

Invoices -----------------------------------------------------------------------------------------------------------204

Run a Report ----------------------------------------------------------------------------------------------205

Delivery Receipts ----------------------------------------------------------------------------------------------206

Run the Delivery Receipts Report -------------------------------------------------------------------206

Closing Notes----------------------------------------------------------------------------------208


Overview of the Syncronex SingleCopy Edition Welcome to the Syncronex® SingleCopy Edition – the application that streamlines the delivery of publications to stores, racks and other SingleCopy locations.

The SingleCopy application, configured by a systems administrator, allows designated Web managers to manage Manifests, enter returns and make draw adjustments from a Web browser. The optional Forecasting module simplifies draw forecasting by helping users analyze previous sales to increase future sales. The SingleCopy Edition enables all communication with the field through a PDA that is synchronized daily or via the Web application. Distributors can access and update draws and returns.

The SingleCopy Application User’s Guide is divided into two sections designed to guide systems administrators and users through the processes necessary to integrate the SingleCopy application into their day-to-day operations.


SingleCopy Application Tasks for Administrators System administrators are responsible for defining how the SingleCopy application looks and behaves when all other users are working with it. The Systems menu contains four main areas that administrators configure – Data Setup, System Log, Device Management and Security. There is also a menu item called “Version Information” that displays the history of installations and patches for SingleCopy. These menu items expand to display the specific areas that can be configured by administrators. Figure1 shows all the functions under each area:

Figure 1 – System Administration Functions


All initial configurations are completed under the System Administration menu, which is displayed when you click System from the Command menu. After the system has been configured, these functions are accessed occasionally to make required updates, such as add or delete users and groups, or update security permissions.

Since the System Administration area controls how the application looks and behaves, it is recommended that only a select group of users have access to this area.

Note


Initial Login & Setup The SingleCopy application is preconfigured with a group, called System administrators, who have complete access to the System Administration area. This group contains a single user account: [email protected]. This account is used to initially log in to the application and establish the users and groups specific to your operation. The [email protected] also is used to establish the security needed for all other users. During initial installation, the password for the [email protected] is blank. It is recommended that a password be established as soon as possible. The password should include at least six characters in length, a combination of upper and lowercase, and number/symbol. Once you have created the [email protected] password, you will need to enter it each time you log in to the SingleCopy application. For future reference, note the server name or complete URL below: Server Name/URL ______________________________

Initial Log in and Administrator Password Creation To initially log in and create a password to the SingleCopy application, follow the steps below: 1. In the Address bar of your Web browser, type http://Myserver/SingleCopy, and

press Enter. Myserver is the Web server computer on which the Syncronex system was installed. The Log In screen is displayed:

2. NOTE: If you are running multiple companies on Syncronex, you will be prompted to select the company to before the Log In screen appears.


2. In the Username field, enter [email protected], and leave the Password field blank. Your screen should look similar to the example below:

3. Click the Submit button. The SingleCopy application default Message screen is displayed

4. On the Command menu, click System. The System Administration screen is displayed:


5. On the left side of the screen, under System Administration, click the Security menu

option. The expanded Security menu is displayed:

6. Under Security, click Users, and then click Edit/Delete User. The User Search dialog box is displayed. Your screen should look like the example below:

7. Scroll down the list of Available Users to display the Email address of the user you are adding to the system.


8. When the Email address is displayed in the search results box, select the Email

Address and click OK. The Edit/Delete User screen, with the [email protected] information, is displayed:

9. In the Syncronex Password field, select the ********* and enter the new password. Please note the password rules:


10. In the Re-Enter Syncronex Password field, select the *********, and enter the new

password. 11. Click the Submit button.

The new password is assigned to the user. 12. To verify the password, log out, and then log back in to the SingleCopy application.

Log out of the SingleCopy Application To log out of the SingleCopy application, follow the steps below:

1. On the Command menu, click Logout.

You are logged out of the SingleCopy application. 2. Close the browser window.

Log in to the SingleCopy Application

To log in to the SingleCopy application, follow the steps below:

1. In the Address bar of your Web browser, type http://Myserver/SingleCopy, and press Enter. (Myserver is the Web server computer on which the Syncronex system was installed.) The Log In screen is displayed:

NOTE: If you are running multiple companies on Syncronex, you will be prompted to select the company to before the Log In screen appears.

2. In the Username field, enter [email protected]. 3. In the Password field, enter the password created during the initial log in. 4. Click the Submit button.

The default SingleCopy application Message screen is displayed:


Company Data and Device Setup The first steps in the system administration process are to add the publications and devices, and then update the System Configuration.

Account Categories

Account categories are used throughout the SingleCopy application to organize accounts. Using Account categories is optional, but they can be very useful tools to supplement a circulation system by adding additional levels of reporting and forecasting. For example, if you create a category called “Coffee Shops,” all accounts that are coffee shops could be assigned to this new category. Once all the accounts have been updated with the new category, you can run report data on all “Coffee Shops.” For information on assigning categories to accounts, see the "Assigning Account Categories” section below.

Figure 2 – Data Setup menu items


The New Category screen displays the following fields:

Field Name Information Entered

Code Category code. Usually a short (five or fewer) character

abbreviation for the Account category.

Name Category name.

Description An optional description of the Account category.

Custom 1, 2, 3

Optional fields used to provide additional information.

Category is Active Check box selected to make category active. Only active categories can be assigned to Accounts.

Once an Account category is added, you can view the details and make changes if necessary. In addition to the information you added, the Account Category screen also displays an internal identification number – Category ID – generated by the system. You can also delete an Account category or change it to inactive.

Create an Account Category To create a new Account category, follow the steps below:

1. On the Command menu, click System. 2. Click Data Setup and then click Account Categories.

The Account Categories screen is displayed:


3. Click the Add link.

The (New Category) Details screen is displayed:

4. In the Code field, enter the category code.

The limit is five characters. 5. In the Name field, enter the category name. 6. If necessary, use the Custom 1, 2, 3 fields to add additional information.

Your screen should look similar to the example below:

By default, the Category is Active check box is selected.


7. Click the Save link.

The Account Categories screen, with the new category, is displayed:

8. Continue to add all categories.

View an Account Category To view an Account category, follow the steps below:

1. Verify that the Data Setup menu is expanded. 2. Click Account Categories. 3. Click the Account category link you want to view.

The Account Category Details screen is displayed:

Note that the Account category now has a system-generated Category ID.

4. If you make changes, click the Save link, and then click OK. To close the screen without making changes, click Cancel.

Change Account Category to Inactive To change an Account Category to inactive, follow the steps below:

1. Verify that the Data Setup menu is expanded. 2. Click Account Categories. 3. Click the Account category you want to change to inactive. 4. In the Details screen, clear the Category is Active check box.


5. Click the Save link and when prompted, click OK.

The Account category is inactive and cannot be reported on.

Delete an Account Category To delete an Account category, follow the steps below: NOTE: A category can only be deleted if it is not assigned to an existing account. If you attempt to delete a category assigned to an account, you will receive an error message.

1. Verify that the Data Setup menu is expanded. 2. Click Account Categories. 3. Select the Category check box for the account to be deleted.


4. Click the Delete Selected link. The Account category is deleted.


Account Types

Account types are used throughout the SingleCopy application to provide an addition way to organize accounts. Using Account types is optional.

Create an Account Type To create an account type, follow the step below: 1. On the Command menu, click System, and then click Data Setup.

The Data Setup menu is expanded. 2. Click Account Types.

The Account Types screen is displayed:


The (New Account Type) Details screen is displayed:


4. In the Name field, enter the name for the new account type.

This is a required field. 5. In the description field, enter the description for the new account type. 6. Click the Save link to save the new entry.

The Account Types screen, with the new type, is displayed.

View an Account Type To view an Account category, follow the steps below:

1. Verify that the Data Setup menu is expanded. 2. Click Account Types. 3. Click the Account category to view.

The Account Type Details screen is displayed:

4. If you make changes, click the Save link, and then click OK.

To close the screen without making changes, click Cancel.


Delete an Account Type To delete an Account category, follow the steps below:

1. Verify that the Data Setup menu is expanded. 2. Click Account Types. 3. Select the Type check box next to the account type to be deleted.

NOTE: that the first three listed Account Types are system generated types and cannot be deleted. In addition, an Account Type can only be deleted if it is not assigned to an existing account. If you attempt to delete an Account Type assigned to an account, you will receive an error message. Your screen should look similar to the example below:

4. Click the Delete Selected link. The Account Type is deleted.

Publications

The Publications area is where the different publications that are delivered as part of your SingleCopy operation are added to the SingleCopy application. You can add as many publications as necessary; however all publications require a publication code. This code, which can have up to five characters, is used to generate and display report data. Once publications are added to the SingleCopy application, users can assign them to specific accounts. For more information about assigning publications to accounts, see the “Adding Publications to Accounts” section below.

In order to import data from your circulation system, the publication code must be the same as the circulation publication code in the manifest file.

NOTE


The New Publication screen displays the following fields:

Add Publications To add a publication, follow the steps below:

1. On the Command menu, click System. 2. Expand the Data Setup menu. 3. Click Publications.

The Publications screen, with all publications that have been added, is displayed:


Code Required abbreviation for the publication. Limited to five characters. This code should match the code used in your circulation system.

Name Publication name.

Description An optional description for the publication, such as “Morning Edition.”

Frequency Indicate which day(s) the publication is typically delivered Note that this is only a descriptive notation for the user there is no system process applied based on this setting.

Custom 1, 2, 3 Optional fields used to provide additional information about the publication.

Tax Category Indicates that the product is taxable and identifies the tax category to use to determine the appropriate tax rate(s) for the publication.

Publication is Active Shows whether the publication is active. Only active publications may be assigned to an account.



The New Publication screen is displayed:

5. In the Code field, enter the publication code. 6. In the Name field, enter the publication name. 7. In the Description field, enter a publication description. 8. Select the Frequency check boxes. 9. If necessary, use the Custom 1, 2, 3 fields to add additional information. 10. If the publication is taxable, click the Tax Category arrow and select a tax category.


By default, the Publication is Active check box is selected.

11. Click the Save link. The publication is added to the list.


View a Publication To view a publication, follow the steps below: 1. Verify that the Data Setup menu is expanded. 2. Click Publications. 3. Click the Publication to view.

The Publication Details screen, for the selected publication, is displayed:

Note that the Publication now has a system generated Publication ID.

4. If you make changes, click the Save link, and then click OK. To close the screen without making changes, click Cancel.

Change a Publication to Inactive To change a publication to inactive, follow the steps below:

1. Verify that the Data Setup menu is expanded. 2. Click Publications. 3. Click the Publication to change to inactive. 4. In the Publication Details screen, clear the Publication is Active check box. 5. Click the Save link, and when prompted, click OK.

The Account category is inactive and cannot be reported on.


Delete a Publication To delete a publication, follow the steps below: NOTE: A publication can only be deleted if it is not assigned to any data in the SingleCopy application. If you attempt to delete a publication assigned to any data, you will receive an error message. 1. Verify that the Data Setup menu is expanded and click Publications. 2. Select the Publication check box next to the publication to be deleted.


You can select as many publications as necessary. To delete all publications, select the Code check box.

3. Click the Delete Selected link. The publication is deleted.


Publication Dates

The Publication Dates page is where the users enter UPC (bar code) information specific to each publication. The Publication Date screen displays the following fields:


Publication Date The specific date of the publication for which information is being added.

Bar Code The bar code of the newspaper for that publication date.

Supplemental Bar Code The supplemental, or add-on barcode that may exist for that publication date.

Add Publication Dates To add a publication, follow the steps below: 1. From the Publications screen, click Publication Date Information beside the

publication that should be updated. The Publication Dates screen, with all dates that have been added for that publication, is displayed:



A blank Edit Publication Date for [Publication] screen is displayed:

3. In the Publication Date field, enter the date of publication. 4. In the Bar Code field, enter the bar code. 5. In the Supplemental Bar Code field, enter any supplemental or add-on bar code.


6. Click the Save link. The publication date is added to the list. Your screen should look similar to the example below:


Filter Publication Dates To narrow the list of publication dates that are displayed on the screen to a specific date range, follow the steps below: 1. From the Publications screen, click Publication Date Information beside the

publication that should be updated. 2. Enter a From date, in the following format: mm/dd/yy.

You can also click the calendar icon to select a specific date on the calendar. 3. Enter a To date, in the following format: mm/dd/yy.

You can also click the calendar icon to select a specific date on the calendar. 4. Click Filter.

The list displays the publication dates in the selected date range. Your screen should look similar to the example below:

5. Click Show All to get access to all of the publication dates. Delete a Publication Date To delete a publication date, follow the steps below: 1. From the Publications screen, click Publication Date Information beside the

publication that should be deleted. 2. Select the Publication Date check box next to the publication date to be deleted.



You can select as many publication dates as necessary. To delete all publications, select the check box in the table heading.

3. Click the Delete Selected link. The publication date is deleted.

Tax Categories

Tax categories are used to distinguish one category of tax rates from another. Unless different publications are being taxed at different rates, only a single tax category is needed Global tax rates (with the associated effective date) Information about the global tax (i.e. it applies to all accounts in the system) is stored at the tax category level. Every state or province that charges tax should be assigned to the tax category, along with the regional tax rate that is applicable. Each publication record must specify the tax category that is applicable to that publication. Accounts can be marked as tax exempt to exclude them from all tax calculations. The New Tax Category screen displays the following fields:


Category Code A character abbreviation for the Tax Category can be up to five characters.

Name A descriptive name for the tax category.

Tax Code The tax code associated with global taxes for this tax category (e.g. GST). The tax code is printed on invoices.

Registration No A tax registration number assigned by the government to the agency. The Registration number is printed on invoices

Once a tax category is added, you can view the details and make changes if necessary. In addition to the information you added, the Tax Category screen also displays an internal identification number – Category ID – generated by the system. You can also delete a Tax Category.


Create a Tax Category To create a new Tax category, follow the steps below:

1. On the Command menu, click System. 2. Click Data Setup and then click Tax Categories.

The Tax Categories screen is displayed:


The (New Tax Category) Detail screen is displayed:

4. In the Category Code field, enter the tax category code.

The limit is 5 characters. 5. In the Name field, enter the tax category name. 6. In the Tax Code field, enter the tax code that should print on the invoices for global

taxes. 7. In the Registration No. field, enter the tax registration number that should print on

invoices for global taxes. Your screen should look similar to the example below:



The Tax Categories screen, with the new tax category, is displayed:

9. Continue to add all tax categories.

View and Update a Tax Category To view a tax category, follow the steps below:

1. Verify that the Data Setup menu is expanded and click Tax Categories. 2. Click the Tax Category to view.

The Tax Category Details screen is displayed:

There are two options available: Add a Tax Rate or Add a State/Province.


3. To add a tax rate for the selected Tax Category, click Add Tax Rate.

The Edit Tax Rate – Webpage Dialog is displayed:

4. In the Effective Date column, enter the date the tax rate will become effective. This allows you set up for future tax rate changes without having to remember to change the rate right before the appropriate product is distributed.

5. In the Tax Rate column, enter the tax rate percent. For example, enter 8.25 if the tax rate is 8.25%.

6. Click OK. 7. To add a state or province to the Tax Category, click Add State/Province.

The Tax Category – New State screen is displayed:

8. In the State/Province field, enter the state or province to which state or provincial

taxes should be applied. Note that you must enter a value that matches the state/province code in the Account table.

9. In the Tax Code field, enter the tax code that should print on the invoices for taxes for this state or province.


10. In the Registration No. field, enter the tax registration number that should print

on invoices for taxes for this state or province. 11. Click OK.


12. To add a tax rate for the state or province that was just added, click on the

state or province. The Tax Category for [State] Details screen is displayed:

13. Click Add Tax Rate and follow steps 3 – 6 above. 14. If you make any changes to the Tax Category, click the Save link, and then click OK. 15. To close the screen without making changes, click Cancel.

NOTE: Changes to the tax rates and the states/provinces were saved at the time that OK was clicked when you were making those specific changes.


Delete a Tax Category To delete a Tax Category, follow the steps below:

1. Verify that the Data Setup menu is expanded and click Tax Categories. 2. Select the Tax Category check box for the tax category to be deleted.


3. Click the Delete Selected link.

The Tax Category is deleted. Note that all data associated with the tax category is deleted as well (e.g. global tax rates, states or provinces, and state/provincial tax rates).

Delete a State/Province Tax Category To delete a state or province from a Tax Category, follow the steps below:

1. Select the Tax Category from which the state/province should be removed. 2. Select the State/Province that needs to be removed.


3. Click the Delete link.

The state or province is removed from the Tax Category. NOTE: All tax rates associated with this state or province will be deleted.


Delete a Tax Rate To delete a tax rate from a Tax Category or from a state or province associated with a Tax Category, follow the steps below:

1. Select the Tax Category that is to be deleted.

In the event that you are removing a state or provincial tax rate, select the appropriate state or province.

2. Select the effective date/tax rate combination that needs to be removed. Your screen should look similar to the example below:

3. Click the Delete link.


Variable Days Back SingleCopy allows a user to configure a sliding period to control the entry of returns and adjustments in the system. This feature is called “Variable Days Back” and is typically used to:

• Control when data can be entered by users in reference to when that information is ultimately

exported to a host system or

• Control when data can be entered in reference to billing cycles.

Users can configure different settings by Account Type or by Publication. For example, you may have different rules for Racks than for Stores or different rules for a monthly publication versus a daily publication.

The Variable Days Back feature works by controlling what periods in time a user may enter data. Periods are measured in weeks (seven day increments) and cannot be divided up into units smaller than “1” one week. So, only periods of 7, 14, 21 and 28 days are allowed while periods of 3, 9, 15, etc. days are not allowed. Periods are designated with a starting date. This is a physical date in the past that represents a particular day of the week that each subsequent period is started. For example, a period of 14 days that started on March 3, 2008 would represent a two week period measured from Monday to Sunday. A period of 7 days that started on March 26, 2008 would represent a weekly period measured from Wednesday to Tuesday. When a user enters data (either a return or a draw adjustment), the system determines whether or not that user is allowed to enter data for the previous period. In this case, the previous period is the full period immediately proceeding the period of the current day.


For example, if the period is “7” days and is measured from Monday to Sunday and today is April 24, 2008 (a Thursday), then the Current Period is the week from April 21, 2008 through April 27, 2008. The Previous Period is the week from April 14, 2008 through April 20, 2008.

The Cutoff Day The Cutoff Day is the day within the Current Period at which all data entry for the Previous Period is locked out. Typically the Cutoff Day would represent a billing period closing day or the day on which all existing return information is extracted from Syncronex and sent to the host system. A Cutoff Day is measured as the number of days (starting at 1) from the beginning of a period. For example, if defining a 7-day period, starting on Monday and the Cutoff Day is “4,” then the Cutoff Date would be Thursday. If defining a 14-day period, starting on Monday and Cutoff day was 12, which would represent a Friday in the second half of the 14-day period. The Cutoff Day and Period length are used to determine when a user can enter returns or make adjustments to data. The following examples give a graphical representation of this.


Cutoff Day: Example One This example shows a 7-day period measured from Monday through Sunday and the Cutoff Day (shown in red text) is “4.”

As the Cutoff Day approaches, users are allowed to enter returns for days in the current period (past days of course. The system will not allow returns to be entered against days in the future) and for the previous period. As soon as the Cutoff day is reached (4th row in example above), the previous period is locked out. This might represent a situation in which return information is exported from Syncronex each week on Thursday afternoons.


Precedence of Variable Days Back Rules The SingleCopy system does not require the use of Variable Days Back rules. In the absence of rules, a global (system-wide) setting is used that does not take periods into account. Instead, it works on a strict value that represents the total number of days (measured back from ‘today’) for which returns and adjustments are allowed. By default, this is set at 9 days and applies to all data entry. That is, all publications, all account types, etc. The user must utilize the Variable Days Back feature to get more refined rules on when data can be entered. Rules that are set at the Account Type level will override rules set at the publication level. For example, if a users defines Publication rule for a publication that sets the Period to 14 days, from Sunday through Saturday with a Cutoff day of 10. Then, users would create an Account Type rule for “Racks” where the Period is 7 days from Sunday through Saturday with a cutoff of 3. When a user attempts to record returns for the publication, at a Rack location, they will be restricted to the 7 day period that was defined for Racks. However, if the user is entering returns for the publication at a store location (no rule was created for account type “Store,” then the user will be subject to the 14 day period that was established for the publication. Cutoff Day: Example 2 In this example, we are using a 14 day period, again measured from Monday to Sunday. Here the Cutoff day is set to “8.”


As with Example 1, we can see that the previous period (in this case, two full weeks) is open for returns and adjustments up until the second Monday of the current period. This example might illustrate a billing cycle of two weeks that is closed out seven days after the billing cycle ends. Up until the billing period is closed, returns can be recorded.

Create a Variable Days Back Configuration To create a variable days back configuration, follow the steps below: 1. Click System, and expand the Data Setup menu. 2. Click Variable Days Back. 3. If configuring for an account, click the Add Account Type Rule link, if configuring

for a publication, click the Add Publication Rule link. In the example, Account Type was selected.

4. Click either the Account Type or Publication arrow and select the account type/publication.

5. In the Period Start field, enter the start date for the period in the following format: mm/dd/yy.

6. In the Period Length field, enter the period length: 7, 14, 21 or 28. 7. In the Cutoff Day field, enter the Cutoff Day.

Your screen should like similar to the example below:

8. Click OK.

The Variable Days Back rule is added to the Account Type or Publication list. To delete a Variable Days Back configuration, select the check box for the rule and then click the Delete Selected link.


Managing Devices

The Device Management area is where you manage devices and consist of three sections: 1. The Device Setup area is where users view, edit and add handheld devices. This is also

where users assign/reassign manifests to the devices. 2. The Device Software area is where users control the download of application and

configuration files to their SingleCopy Edition PDA for Windows Mobile devices. 3. Device Mgmt allows users to view the upload and download status of each individual

device.

Device Setup

The New Device screen displays the following fields:


Code Unique code used to display the device name. (Required)

Device Type Indicates the type of mobile device being used. Syncronex supports both Windows and Palm mobile devices.

Manufacturer Device manufacturer name. (Optional)

Serial Number Serial number field added to the device serial number, often found at the back of the device. (Optional)

Unique Identifier Unique naming to identify the device. (Optional)

Add a Device To add a device, follow the steps below: 1. Click System, and expand the Device Management menu. 2. Click Device Setup.

The list of currently available devices is listed. 3. Click the Add link. 4. In the Code field, enter the device code (required field).

This is a required field. 5. Click the Device Type arrow and select a device type. 6. In the Manufacturer field, enter the manufacturer name

(Optional field) 7. In the Serial Number field, enter the device serial number.

(Optional field)


8. In the Unique Identifier field, enter a unique ID.

(Optional field) Your screen should look similar to the example below:

9. Click the Save link. The device is now added to the list of devices.

10. To add a manifest to the device, edit device as shown below.

Edit Device Fields or Assign a Manifest To edit the device fields or assign a manifest, follow the steps below: NOTE: There are two types of manifests:

The Delivery Manifest. The Collection Manifest (optional) – used in conjunction with Syncronex Billing Module.

1. Click the Device Code link.

The Details screen for the selected device is displayed:

2. Modify fields as required. 3. To add a manifest to the device, click the Add Delivery Manifest link.


4. Click the Manifests arrow, and select a manifest to assign to the device. 5. Click the Save link, and then click OK. Delete a Device To delete a device, follow the steps below: NOTE: A device cannot be deleted if it has data downloaded to it but not yet uploaded.

1. Select device(s) to be deleted from the list.

2. Click the Delete Selected link. The device(s) are removed from the list.

Device Software

The Device Software Management screen allows users to control the download of application and configuration files to their SingleCopy Edition PDA for Windows Mobile devices. SingleCopy for Windows Mobile includes the facility to download new releases of the software using the same communication mechanism by which manifest files are communicated to the PDA. SingleCopy for Windows Mobile is made up of an application engine and configuration files that control the look, feel, and screen flow of the PDA. Software upgrades can be accomplished by updating the application engine or by updating the configuration files, depending on the changes that are being made. Once these program updates are placed on the server, they need to be downloaded to the devices, and this option allows you to select the units to be upgraded. When a new device is first added to the system, new application and configuration files will need to be downloaded to the device the next time they are requested. In this case, the check boxes are automatically checked and cannot be changed.


Manage Device Software To manage the download of device software, follow the steps below:

1. Click System, and expand the Device Management menu. 2. Click the Device Software link.


3. To download new configuration files the next time a device communicates, check the Download Config check box for that device. Or uncheck it to ensure that the files are not downloaded.

4. To download new application executables the next time a device communicates, check the Download App check box for that device. Or uncheck it to ensure that the files are not downloaded.

5. Click Set Download Status to apply the changes.

Device Management

The Device Management screen allows users to view the status of the PDA downloads/uploads as to when the process started and finished. In addition, the Details link allows the user to view the started and completed timestamp of individual drop records. If necessary, users can cancel an uploaded manifest and re-download for the current day. If the SingleCopy Edition PDA for Windows Mobile is being used, all manifests on a device must be canceled at the same time, so if one manifest is canceled, the system will automatically cancel all of the other manifests that are on that device.

NOTE

A manifest will be downloaded to a Palm-based device independent of ownership. The accounts downloaded to the device will reflect those accounts that are associated with the Manifest on the day of the download. Historical draw data are pulled for the Accounts that are downloaded independent of ownership. So, if an account is associated with today’s manifest, it will be downloaded to a device and its historical draw information will be downloaded even if the account belonged to a different manifest for past days.


Manage Manifests To manage manifests for devices, follow the steps below:

1. Click System, and expand the Device Management menu. 2. Click the Device Mgmt link.


3. To view the started and completed timestamp of drop records, click the Details link. Your screen should look similar to the example below:

4. Click Back to return to the Device Management screen. 5. To refresh the screen, click Show All. 6. To cancel a manifest transfer, click Cancel.



7. Click Continue.


NOTE: You have the option to enter a brief note describing the reasons for canceling this transfer session.

8. Click OK.


System Configuration

The System Configuration screen is used to: 1. Configure the server, port, virtual path and password for the PDA’s. 2. Set the number of days back to allow returns for both the Web application and the PDA. 3. Set the flag to allow or not allow zero net adjustments for admin and carriers. 4. Set criteria for Forecasting. 5. Set the Company offset in hours from the Server.

The System Configuration screen is also where administrators can update the “Number of days back to allow returns to be entered” field. This value controls how far back in time that returns can entered, both on the Web application and on the PDA. The maximum number of days back is 30.

Figure 3. System Configuration Screen


Configure the Settings the PDA Uses to Connect to the Web Server To configure the PDA settings, follow the steps below: 1. Verify that the Data Setup menu is expanded, and then click

System Configuration. 2. In the Server IP that PDA is to connect to for manifest data field, enter the

IP address of the Web server. 3. Enter the port number (normally port 80). 4. In the Virtual path on server where PDA is to access Web Files field, enter the virtual

path, which is typically /nsdb. 5. In the Administrative password to allow local PDA property changes field, enter the

password to be sent down to the PDA. 6. Enter the user account that PDA uses to access the server (check with Syncronex). 7. Enter the password associated with PDA user account (check with Syncronex). 8. Click the Save link, and then click OK.

Configure the Settings for Adjustments To configure the adjustment settings, follow the steps below: 1. Verify that the Data Setup menu is expanded, and then click

System Configuration. 2. In the Require zero net carrier adjustments field, enter Y for Yes or N for No.

Setting to “Y” will force Total Net Adjustment to equal zero before allowing the carrier to save changes in the Web application

3. In the Require zero net admin adjustments field, enter Y for Yes or N for No. Setting to “Y” will force Total Net Adjustment to equal zero before allowing administrators to save changes in the Web application

4. In the Require zero net PDA adjustment field, enter True or False. Setting to “True” will force Total Net Adjustment to equal zero on the PDA before allowing the carrier to upload their manifest(s).

5. In the Time offset for this Company from Server time field, enter the number of hours of the time differential between where the company is physically located within the time zones and time zone where the server resides. This offset will be used to calculate all dates and times for this company for reporting, data processing, etc.

6. Click the Save link, and then click OK.


Configure the Heading for Printed Receipts To determine what text will display of printed receipts, follow the steps below: 1. Verify that the Data Setup menu is expanded, and then click

System Configuration. 2. In the Heading line 1 for printed receipts field, enter the text to display on the printed

receipts. 3. If necessary, add a second line of text in the Heading line 2 for printed receipts field. 4. Click the Save link, and then click OK. Update the Number of Days Back to Allow Returns to be Entered To update the Number of days back to allow returns to be entered, follow the steps below: 1. Verify that the Data Setup menu is expanded, and click System Configuration. 2. In the Number of days back to allow returns to be entered field, select the current

value, and then enter the updated value. The maximum number is 30.

3. Click the Save link, and then click OK.

Choose Laydown Sheet Information Finally, you can choose to display or suppress either zero and non-zero information on the Laydown sheet by setting these fields to either True or False. NOTE: “Imported” means the draw information came on a manifest that was imported from a host system. “Non-Imported” means the draw is associated with a manifest that was created in the SingleCopy System only.


Security

Security in the SingleCopy application is based on users and groups. A user represents a single person with access to the system. A group is a collection of users. Access to the different areas of the applications is defined at the group level by assigning Application Permissions to groups. An Application Permission is an area of the SingleCopy application to which a group has been given access. For example, you may have a group called “SingleCopy Administrators” that has permission to access the System Maintenance area, allowing them to configure the SingleCopy application. You may also have a second group called “Data Entry Users” that only has permission to access the Data Entry area, which has very limited functionality. The different Application Permission areas are called Secured Objects. There are 17 Secured Object areas in the SingleCopy application, in which Forecasting has its own set of Secured Objects. All the Secured Objects are accessed under the Security menu: To set up the Applications Permissions, users are first assigned to groups. Groups are then assigned to the Secured Object areas that they need to access in order to complete their tasks. Once the security changes are applied to the system, users receive permission to access assigned areas. As new users are added to the system, you simply assign them to a group, and they automatically receive the permissions associated to the group. You can also change permissions for an individual user by removing them from a group. You can remove the permissions of a group by deleting it from a Secured Area. Creating the security for the SingleCopy application is a four-step process where the administrator:

Adds all users to the system. Creates groups. Assigns users to the groups. Assigns groups to the Secured Object areas under Application Permissions.


Adding Users

If you are new to the SingleCopy application, you will need to add all your users before creating groups and assigning the Application Permissions. You can always come back and add more users as necessary. You can also edit user information or delete a user from the system at any time. The Add User screen displays the following fields:


Account Type The default value used by the Syncronex Newspaper Suite of applications is “Syncronex.” Unless directed by a Syncronex support engineer, do not change the Account Type.

Email Address User name entered when you log in to the SingleCopy application. This is how the system identifies a user. The value does NOT have to be a valid Email address. It simply has to look like an Email address –meaning it must contain the “@” symbol as well as a “Dot.” For example, [email protected] and, [email protected] are all examples of properly formed Email addresses. Joebob,test.com and user\company are invalid uses of Email addresses.

Syncronex Password This is the initial password for the user you have selected. A valid password must: Consist of least six characters. Contain at least one symbol OR number. Contain a mixture of uppercase and lowercase characters. and The entire password cannot appear anywhere within the user name.


Syncronex Pin This is a numeric-only password that is used on Windows mobile devices (like cell phones, Blackberries, etc). Pin numbers must be at least four (4) characters in length.

Group Administrator of This list allows administrators to assign a user as the administrator of one group. For more information, see the “Assigning Group Administrators” section below.

Available Groups / Selected Groups

This area allows administrators to add the user to a group, if that group has been created. For more information, see the “Managing Groups” section below.

Add a User To add a user to the system, follow the steps below: 1. On the Command menu, click System. 2. Expand the Security menu. 3. Click Users, and then click Add User. 4. In the Email Address field, enter the Email address.

You can press Tab to move through the fields. 5. In the Syncronex Password field, enter the user password.

This is the initial password set for the user. It can be changed by the user the first time they log in to the SingleCopy application. It is recommended that a generic password be used for all new users added to the system.

6. In the Re-enter Syncronex Password field, enter the password again.


7. Leave the Syncronex PIN fields blank.


You have the option to add a user to a group directly from the Add User screen. Any groups that have been added to the SingleCopy application appear under the “Available Groups” list. To add this user to any available group: In the Available Group list, select the group, and click the Add> button. The user is now a member of the selected group. For more information about groups, see the “Creating Groups” section below.

8. When all of the fields are complete, click the Submit button. The new user is added to the database, and the Add User screen is ready to accept another new user.

9. Add all remaining users.


Searching for Users

Once a user is added to the system, you will need to know how to find them again to add them to a group, modify their user information or delete them from the system.

Search for a User To find a user and display their information, follow these steps: 1. On the Command menu, click System. 2. Expand the Security menu, click User, and then click Edit/Delete User.

The User Search dialog box is displayed:

3. Scroll down the list of Available Users to display the Email address of the user you want to display information


4. Select the Email address and click OK.

You can now update the user information, delete the user or add the user to a group. For more information, see the “Managing Users” or “Creating Groups” sections below.

Creating Groups

Groups are used to organize individual users so that assigning security permissions is more efficient. A group is a collection of individual user accounts. Groups are necessary in the system because security permissions can only be assigned to groups, not by individual users. Once a group is created, one user can be selected as the administrator of that group. For more information, see the “Assigning Group Administrators” section below. Prior to adding a group, it is recommended that all users have been added to the SingleCopy application.

Add a Group To add a group to the system, follow the steps below: 1. Verify that the System Administration menu is displayed and the Security menu is

expanded. 2. Click Groups, and then click Manage Groups.

The Manage Groups screen is displayed:


3. Click the Create New Group button.

A dialog box asking you to type in the name of the new group is displayed. Group Names can contain spaces and special characters, and are limited to 255 characters.

4. Enter the Group name, and click OK. 5. To add users to the new group, click the Add Users to Group button.

The User Search dialog box is displayed. 6. Select all the users to add to the group, and then click the Add button.

Conversely, you can remove existing users by selecting them in the lower list box and then clicking the Remove button.

You can use the SHIFT and CTRL keys to select multiple users. To select consecutive users in the list, click the first user, press and hold SHIFT, and then click the last user. To select non-consecutive users, press and hold CTRL, and click the users you wish to select.


7. When finished, click OK.


8. Click the Submit button. The new group is saved with the selected users.

Assigning Group Administrators

Once you have added users to a group, you can assign one member as the group administrator. The group administrator can add and delete users to their group, but cannot change the membership of any other groups. (Only the System administrator has that permission.)

A user can only be the group administrator of ONE group, and that user must be a member of the group that they administrate.

Note


Assign a Group Administrator To add an administrator to the group, follow the steps below: 1. Verify that the System Administration menu is displayed and the Security menu is

expanded. 2. Click Users, and then Edit/Delete User. 3. In the User Search dialog box, select the user that you want to assign as a group

administrator and display in the Edit/Delete User screen. 4. Click the Group Administrator of: arrow, and select the group to which you want

to assign the user as the administrator. Your screen should look similar to the example below:

5. Click the Submit button. The user is now the group administrator and can manage all the users in the group, as well as assign new users to the group.


Application Permissions

Once you have created all your groups and group administrators, you are ready to assign the Application Permissions. This is accomplished by adding groups to the Secured Objects areas defined in the SingleCopy application. A Secured Object is an area of the system that requires security access. For example, one Secured Object area is System Maintenance. Groups who have this level of access have the ability to change user accounts, passwords, etc. Only a select group of users, such as administrators, should have full access to the System Maintenance area. Full access means the group has the ability to both “Read” and “Write” data in the Secured Object area. Limited access means groups can only Read data in a Secured Object area. Continuing with the System Maintenance example, a manager’s group may be given limited access to System Maintenance by only allowing them to Read data in the area. Note that, by default, System Administrators have been given Read and Write access to the System Maintenance and the Security Maintenance Secured Object areas. When defining the Application Permissions, you will need to determine:

1. Which groups will have access to each of the 17 Secured Object areas.

2. What level of access the group will have within the area.

The Application Permissions menu is located under Security menu.

Figure 7 – Expanded Application Permissions menu

Secured Objects


There are 17 Secured Object areas under the Application Permissions. Each is defined in detail below:


System Maintenance Controls access to the System Administration menu options – Data Setup, System Log, Device Management and Security – that are displayed when the System is selected from the Command menu.

By default, the user [email protected] is granted access to System Maintenance. This account is then used to set up the rest of your initial security.

Device Management Allow groups to create, modify and assign manifests to devices. This also allows the group access to the Device Management screen, where they will be able to view the status of PDA downloads/uploads, along with the ability to cancel an uploaded manifest.

Security Maintenance Allows groups to add, edit and delete users, to add and delete groups, to define which users are in which groups, and to give groups Read or Write permissions to secured objects.

Manifest Maintenance Allows groups to create new Manifests, edit existing Manifests and assign accounts to Manifests.

Account Maintenance Allows groups to create new accounts and edit existing accounts.

Adjustment Data Entry Allows groups access to the entry of Returns and Draw Adjustments for all Manifests. Ordinarily, only the owner of a Manifest would be able to enter data for that Manifest. This object provides a means of granting an administrator the rights to make corrections, etc. to existing data.

Return Data Entry Allows groups to access the Return values on the (Daily) Returns page and the Weekly Returns page.


Forecasting Secured Objects

There are five secured objects that are directly related to the Forecasting area.

Rule Maintenance Allows groups access to the Forecasting Rules area where user can create and update Forecasting rules

Exception Date Maintenance

Allows groups access to the e Exception Date Types and Exception Date areas where they can add exception date types that are used to create exception Dates.

Category Maintenance

Allows users to assign categories to accounts. Using Account Categories is optional, but can be a useful tool to supplement a circulation system by adding additional levels of reporting and forecasting.

Edit Forecast Draw Allows users access to the Edit Forecast Draw area where changes to drops are made.

Run Forecast Process

Allows users to access the Run Forecast area where they can run a Forecast.

Dock Adds Allows groups access to the Dock Adds area where they can make draw adjustments for today only.

Reporting Allows groups access to Admin reports. Note that only Read access is required here (Write access has no affect on reports).

MessageBBS Admins Gives groups the ability to create and assign “issues” within the Messaging system. Groups with access to this object are considered “Messaging administrators.”

Both Read and Write access must be granted to a group to establish that group as a Messaging administrator.

Data Exchange Allows groups to initiate the exchange of data between the SingleCopy application and a host circulation system, such as exporting forecasted draw data.

Invoice Maintenance Allows groups the ability to print invoices from sales.


In the following example, the Systems Administrators has both Read and Write access to Adjustment Data Entry and the PDAdmin group only has Read.

Assign Application Permissions To assign Application Permissions to a group, follow the steps below:

1. Verify that the System Administration menu is displayed and the Security menu is

expanded 2. Click Application Permissions.

The Application Permissions menu is expanded, displaying the Secured Objects areas.

3. Click one of the Secured Objects. In this example, Device Management is selected. The Device Management (or other Secured Object) screen is displayed:

4. Click the Add link. The Add Groups screen, with the list of Available Groups, is displayed. In the Available Groups list, select the group or groups to add to the Data Exchange Secured Object.

Figure 8 – User permissions for Data Entry


5. Click the Add Group>> link.

The groups are now displayed in the Selected Groups list. Your screen should look similar to the example below:

6. Click OK. The Device Management (or other Secured Object) screen, with the groups added, is displayed. NOTE: Although the groups have been added to the Secured Object, they have not been assigned Read and/or Write access. As a result, they still do not have permissions to the Secured Object area.

7. For each group, select the Read and/or Write check boxes. 8. Click the Submit Changes link, and when prompted, click OK.


Updating and Removing Application Permissions

The assigned Application Permissions can be changed or removed for a group at any time. For example, if the System administrator was going on vacation, you could change the Managers group so they can make necessary changes to the System Maintenance area during the administrator’s absence. This is accomplished by simply adding the Write access to the Secured Object area. This additional permission can be removed when the administrator returns. Occasionally, it may be necessary to remove a group completely from a Secured Object area. This is accomplished by deleting the group from the area.

Update Application Permissions Access To update the Application Permissions of a group, follow the steps below:


expanded. 2. Click Application Permissions. 3. Click the Secured Object for the group to be updated. 4. Change the access, as required. 5. Click the Submit Changes link, and when prompted, click OK.

Delete a Group from a Secured Object To delete a group from a Secured Object area, follow the steps below:


expanded. 2. Click Application Permissions. 3. Click the Secured Object for the group to be deleted.

In this example, Data Exchange is selected. 4. Select the Group Name check box for the group to be deleted.

You can select as many groups as necessary. To delete all groups, select the Group check box.

5. Click the Delete Selected link. The group is completely removed from the Secured Object area.

Managing Users

Administrators can change a user’s Email address, password or group membership at any time. Users can also be permanently deleted from the system.

Modify User Information To modify information for a user, follow the steps below:

1. On the Command menu, click System, and then click Security. 2. Click Users, and then click Edit/Delete User.


3. In the User Search dialog box, select the user and click OK.

The Edit/Delete User screen, with the user’s information, is displayed:

4. Make necessary changes to the user information. Remember to re-enter the Password if it is being changed. To remove the user from an assigned group, under Selected Groups, select the group, and click the Remove button.

5. To add a user to a group, under Available Groups, select the group, and click the Add button.

6. When finished, click the Submit button. Changes are saved to the system and are reflected in the SingleCopy application.

The Add All and Remove All buttons either add the user to all available groups or remove the user from all assigned groups.

Note

The Data Ownership Key field is an internal system identifier for the user and should not be modified.

Note


Delete a User To delete a user from the system, follow the steps below: 1. Before deleting a user, verify that the user is not an owner of any Manifests.

For more information, see “User/Manifest Audit” in the Reports section below. 2. Verify that the Security menu is expanded. 3. Click Users, and then click Edit/Delete User. 4. In the User Search dialog box, select the user, and then click OK. 5. The Edit/Delete User screen, with the user’s information, is displayed. 6. Click the Delete button, and when prompted, click OK.

The user is completely removed from the SingleCopy application database.

Managing Groups

Administrators can manage group membership to reflect the day-to-day operation. All changes to groups are automatically reflected in the SingleCopy application. Group management includes: Changing group names. Changing a group name does not affect the Application Permissions currently applied to the group.

Adding and deleting users from groups. Adding a user to a group does not change the user’s membership to any other groups to which they are a member. A user can be a member of up to 5,000 groups, if necessary. Removing a user from a group does not delete them from the system.

Deleting a group.


Change the Group Name To change the name of a group, follow the steps below:

1. On the Command menu, click System, and then click Security. 2. Click Groups, and then click Manage Groups.

The Manage Groups screen is displayed:


3. Click the Group arrow, and select the group to rename.

Any users assigned to the group are displayed in the list box at the bottom of the screen.

4. Click the Rename Group button. A dialog box, asking you rename the group, is displayed:

5. Enter the new group name, click OK. 6. Click the Submit button.

The change is saved to the system. Add a User to a Group To add a user to a group, follow the steps below: 1. Verify that the Security menu is expanded. 2. Click Groups, and then click Manage Groups. 3. Click the Group arrow, and select the group to which the user is to be added. 4. Click the Add Users to Group button. 5. In the User Search dialog box, search for the user. 6. Select the user, click the Add button, and click OK. 7. Click the Submit button.

The user is added to the group.

Delete a User from a Group To delete a user from group, follow the steps below: 1. Verify that the Security menu is expanded. 2. Click Groups, and then click Manage Groups. 3. Click the Group arrow, and select the group from which the user is to be deleted. 4. In the Users Currently in Group list box at the bottom of the screen, select the

user to delete from the group. 5. Click the Delete button. 6. Click the Submit button.

The user is removed from the group, but still exists in the system, and is a member of any other groups to which they may be assigned.


Delete a Group To delete a group, follow the steps below: 1. Verify that the Security menu is expanded. 2. Click Groups, and then click Manage Groups. 3. Click the Group arrow, and select the group to be deleted. 4. Click the Delete button, and when prompted, click OK.

The group is deleted from the system, but the users assigned to it have NOT been deleted.


Closing Notes This concludes the SingleCopy Application Tasks for Administrators. Please see the next section, “SingleCopy Tasks for Users,” to test your settings and learn how to use the system for your day-to-day operations.


SingleCopy Tasks for Users SingleCopy users log in to the SingleCopy application through a secured Web browser. Once the application is started, users select an option from the Command menu to display the specific screen needed to accomplish a task.

There are ten main areas that users work with in the SingleCopy application: Messages, Accounts, Returns, Manifests, Dock Adds, Forecast, Invoices, Export, Weekly, and Reports. A user’s access to an area is dependent on the Application Permission assigned by the System administrator. Each screen displays a Search Field List used to select data and display results in the work area. In Figure 1 below, the Search Fields Lists for Messages, Accounts and Returns are displayed:

Figure 1 – Search Field Lists

Message Search Field Returns Search Field Accounts Search Field List


Selected data is displayed on the SingleCopy application work area, allowing users to view and/or update information. Figure 2, below, displays the Accounts screen for all accounts that have been tagged as “Grocery.” Users may view account details or draw information of the accounts by clicking on one of the blue links. NOTE: Changes made to accounts that have data coming from an import, will be overwritten during the next manifest import. Any accounts created in the SingleCopy applications are unaffected by subsequent imports.

Figure 2 – Accounts Screen


Initial Log in and Setup To log in to the SingleCopy application for the first time, you will need to know your username and the password created by the System administrator when they created all the users’ accounts. After successful log in, users can change their assigned password. However, your username will remain the same. Your new password will be used each time you log in to the SingleCopy application. In addition to your username and initial password, you will also need to know the name of the Web server on which the SingleCopy application was installed. Your System administrator will have all of the necessary information needed to log in to the application. By default, the Messages screen, displaying all current messages, is displayed when users log in to the SingleCopy application.

Initial Log in and Password Creation To initially log in to and create a password for the SingleCopy application, follow the steps below:

1. In the Address bar of your Web browser, type http://Myserver/SingleCopy, and

press Enter. “ Myserver” is the Web server computer on which the Syncronex system was installed. The Log In screen is displayed:

NOTE: If you are running multiple companies on Syncronex, you will be prompted to select the company to before the Log In screen appears.


2. In the Username field, enter assigned username, press Tab, and enter initial

password. Your screen should look similar to the example below:

3. Click the Submit button. The SingleCopy application default Message screen, with your username displayed in the upper right corner, is displayed:

4. In the upper-right corner, place the mouse over your username, and when it changes to a hand, click. The Edit My Account screen is displayed:

5. In the Old Password field, enter the password assigned by the system administrator, and press Tab.


Please note the password rules:

6. In the New Password field, enter the new password, and press Tab. 7. In the Confirm New Password field, re-enter the new password. 8. Click the Submit button.

The password is added to the user. 9. To verify the password, log out and log back in to the SingleCopy application.

Log out of the SingleCopy Application To log out of the SingleCopy application, follow the steps below:

1. On the Command menu, click Logout.

You are logged out of the SingleCopy application. 2. Close the Web browser.


Log in to the SingleCopy Application To log in to the SingleCopy application, follow the steps below:

1. In the Address bar of your Web browser, type http://Myserver/SingleCopy, and

press Enter. The Log In screen is displayed:

NOTE: If you are running multiple companies on Syncronex, you will be prompted to select the company to before the Log In screen appears

2. In the Username field, enter your username, press Tab, and in the Password field, enter your password.

3. Click the Submit button. The default SingleCopy application Message screen is displayed.

Expired Sessions

If you are not active on the SingleCopy application for more than 20 minutes, your current session will expire, and the following screen is displayed:

If this occurs, simply click the click here to login link, and when the Log In screen is displayed, enter your username and password, and click the Submit button.


Messages The Messages screen is displayed each time you log in to the SingleCopy application. This allows users to see all messages awaiting them. The Messaging system is similar to common Email systems except that messages may NOT be sent to the Internet. The SingleCopy Messaging system is an internal messaging system intended to send and receive messages from other SingleCopy users or groups in the system. Users cannot use the Messaging System to send Email messages outside of the SingleCopy application database. All messages posted within the Messaging System remain within the application database.

The Message List

The Message List is the default screen displayed when users log in to the SingleCopy application. This allows users to view all messages that have been sent or received. Figure 3 illustrates an example of the Message List.

Figure 3 – Message List


The Message List displays the following information:

Group/Individual Indicator

Icons indicating if the message was sent to an individual or group. Envelope icon indicates that the message was sent to an individual. People icon indicates the message was sent to

a group.

Selection Column Check box selected to mark a message for deletion.

From User who sent the message. Will always be an individual user in the system. The Message List can be sorted by this field.

To User who received the message. Can be a group or an individual. The Message List can be sorted by this field.

Subject A brief description of the contents of the message. The Message List can be sorted by this field.

Time Date and time the message was posted to the system.

Status Reserved for Issue type messages that Messaging administrators can send.

Initially, the Message List is sorted by the Time, newest to oldest messages. The Message List can be sorted by the From, To or Subject columns by clicking the column header.


You can filter messages by either Priority or Status by selecting the appropriate value from the lists at the left of the page. For example, if you were only interested in seeing the Open, High Priority messages, select High from the Priority list and Open from the Status list.

Display Message Details To read the contents of a message, follow the steps below: 1. On the Command menu, click Messages.

The Message List is refreshed. 2. Click either the From name or the To name for the message you wish to read.



3. To return to the Message List, click either Close or the back to message display

links. The Message List is displayed.

Reply to Message To reply to a message, follow the steps below: 1. Display the message details. 2. Click the Reply link.

The Compose Message screen is displayed. 3. In the Message body, type your reply.


4. Click the Post Message button. The Message List is displayed.


Composing New Messages

Any user in the system can compose messages. The type of message that can be created depends on the user’s security settings. Most users can only send Memo type messages. Messaging administrators have the capability to send Issue messages. The Composing Message screen displays the following fields:


From Username sending the message. Cannot be changed.

Recipient Type This is the type of recipient that you want to compose the new message for. Possibilities are: User, Group and Account. Select either “User” or “Group” will use the “To” field as described below. Selecting Account will remove the “To” field and replace it with an account list that you can add account to via a popup account list.

To List of available users in the system. Unlike most Email systems, you cannot type the recipient’s address – you must a select a user from the list.

Send to a group Send to user

Toggles the values that appear in the “To” list. If you click “send to a group,” the To list will display all of the existing groups in the system. Click the “send to user” link to change back to users.

Priority Sets the urgency of the message. Priorities are: High Normal Low


Type Memo or Issue. Only members of the Messaging administrators group are allowed to send Issue messages. All other users are restricted to creating Memos. For more information, see the “Issue Messages” section below.

Subject Brief description of message. You are required to enter something in the field – a blank Subject field is not permitted.

Message Body Area where you type your message. Currently, messages are restricted to 3,000 characters. You are required to enter something in this field – blank messages are not permitted.

Compose a Message To compose and send a message, follow the steps below:

1. From the Command menu, click Message. 2. On the left side of the screen under the Message Filters, click the

New Message icon:

The Compose Message screen is displayed:


You have the option to send the message to a user, a group of users or accounts. User is the default option. NOTE: When sending a message to an Account, Mobile Windows Devices are supported by this feature.

3. To send to either a group or account, follow these steps: Click the To arrow and select either group or account. If you select Group, your screen should look like this:

Click the To arrow and select the group to send the message to. If you select Account, your screen should look like this:

4. Click the Add Accounts link and the standard account lookup window will appear

allowing you to select accounts.


5. Select the check boxes for the accounts to receive the Message.

Your screen should look like this

6. Click OK. Your screen should look similar to the example below:

7. To change the Priority from Normal to High or Low, click the Priority

drop-down arrow, and select either High or Low. 8. In the Subject field, enter a brief description of the message.

This is required! 9. In the Message Body, type your message.

You must enter at least one word in the Message Body. Also note that as you type, the remaining character count will decrease. This count is intended to allow you how many characters remain if this message is intended for a PDA.


The maximum length for a message to the PDA is 100 characters. Once that limit is exceeded, a message will be displayed letting you know that the remaining portion of your message will be truncated, or removed, when it is sent to the PDA.

10. When you are finished typing your message, click the Post Message button. Your message is sent, and the Message List is displayed.

Issue Messages

There are two types of messages that can be sent, Memos and Issues. A Memo is simply an informational message sent to another user or a group. Most Memos are generally Normal to Low priority messages intended to convey information to the recipients. By default, all messages in the system are Memos. Issues, on the other hand, are intended to communicate problems or situations that require some kind of response from the recipient. All Issue messages have an associated status – Open or Resolved. When the Issue message is sent, the status is set to Open. This means that the message is a new Issue that has not been dealt with. The recipient of the issue has the option to reply to the message or change the status to Resolved indicating the issue has been resolved. The Issue message in the administrator’s Message List is automatically updated to Resolved when the recipient changes the status. For example, an administrator sends an Issue message to [email protected] indicating that a rack was empty. The recipient would restock the rack and then mark the Issue message as Resolved. The Issue message is now displayed in both the recipient’s and administrator’s issue list as Resolved. At that point, the administrator could verify the resolution, and either delete the message or actually re-open it if he determined that the resolution was not adequate. If the Issue is re-opened, the status is changed back to Open.


Only Message administrators are allowed to create Issue messages, and Issue messages can only be sent to a single recipient. Message administrators create an Issue message by changing the Message Type from Memo to Issue.

Resolve an Issue Message To mark an Issue Message as resolved, follow the steps below:

1. Display the Message List. 2. Open any message with Status as Open.


3. Click the Mark issue as resolved link. 4. Click the Close link.

The Message List is displayed with the Status changed to Resolved.


Reopen an Issue Message To reopen an issue, follow the steps below:

1. Display the Message List and then open any message with Status as Resolved.


2. Click the re-mark issue as open link. 3. Click the Close link.

The Message List is displayed with the Status changed back to Open.


Accounts The SingleCopy application uses Accounts to indicate a location where papers are dropped off. An Account is a place that receives a set amount of product, such as a dealer store, a rack, a dock, etc. The Accounts in the SingleCopy application may or may not relate exactly to the account in your circulation/billing system, so it is important to note the specifics here. Accounts may be imported from data provided from your circulation system, or they may be created directly in the SingleCopy application. Generally, you would use one method or the other. It is rare that Accounts that are imported are also created from scratch within the application. This generally occurs in cases where you are delivering product to a location that has no information in your circulation system, such as promotional giveaways.

Finding Accounts

It is quite possible that there are many accounts – several thousand is not unusual – in your system. To reduce the amount of data that is sent between the server and your desktop, it is recommended that you select and display accounts based on a user-defined criteria. The Find Accounts Where… displayed on the Accounts screen offers the following fields in which you can search for accounts:


Code Account Number or Account Code

Name Location of account

Description Location description

Type Method to define account Varies from company to company Common Account types include: Rack Dealer Store Office


Category User-defined method of organizing accounts

Common categories include:

Airport Terminal

Coffee Shops

Grocery Stores

Manifest Finds accounts assigned to a specific Manifest.

Address, City

State, Zip Code

Address fields that users can use to select accounts For example, select State = WA, and all accounts in Washington are displayed

Find and Display Accounts To find and display accounts assigned to a specific user, follow the steps below:

1. On the Command menu, click Accounts.

The Account screen, with the Find Accounts Where… search fields, is displayed:


2. In any (or all) of the search fields, enter a search criterion.

In this example, the Category = Dealer and City = Austin.

3. Click the Find link. The Accounts screen, displaying all accounts meeting the search criteria, is displayed:

4. To clear the search criteria, click the Reset link.


The Accounts List

The Accounts list displays information about selected accounts and also provides users with a method to sort the list by several fields. The following columns complete the Accounts list:


Account # Account code or number. By default, the Accounts list is sorted by this field.

Tp Account type. List can be sorted by this field.

Cat Account category. List can be sorted by this field.

Name Account name. List can be sorted by this field.

Address Account address. List can be sorted by this field.

Draw Information Link to the individual Account’s Default Draw information. Default Draw is explained in greater detail below.

Active An indicator of whether or not the account is Active. Inactive accounts do not show up on Forecasting, Blank Manifest Reports or Data Entry.


Figure 4 illustrates an Accounts list sorted by Account category:

Using the Wildcards to Find Accounts

The SingleCopy application allows users to search for accounts using only partial information. These searches – called Wildcard searches – give users additional flexibility when displaying accounts. Wildcard searches can be conducted several ways: You may enter a partial value in the field, and all accounts beginning with that value are displayed. For example, to find all accounts whose Account Code begins with “32500,” you would enter “32500” into the Number field, as illustrated in Figure 5, below:

Figure 4 – Account list sorted by category


Another wildcard method uses the wildcard character (%) to find a string of characters. For example, if you entered “%155”, accounts with “155” anywhere in the account number are displayed:

For more advanced search, the SingleCopy application uses the Microsoft SQL Server wildcard characters in its search functionality. The following table describes the additional characters that are available:

_ (Underscore) The underscore character indicates a match of any single character. “%” matches any character or string of characters, but the underscore is used to match only one character. For instance, AB_123 will find “ABC123” but not “ABCD123”

[a-d] Matches a single character in the specified range. For instance, AB[C-F]123 will match “ABC123,” “ABD123” and “ABE123,” but not “ABZ123.”

[abcde] Matches a single character in the specified set of characters. So, AB[GHIJK]C123 will match “ABH123” and “ABJ123,” but not “ABS123,” etc.

[^] Any single character NOT in the specified range or list. That is, AB[^C-F]123 will match “ABZ123” and “ABA123,” but not “ABD123”

Figure 6 – Accounts displayed using the wildcard search method


Use Wildcard to Display Accounts To use the wildcard character to display accounts, follow the steps below:

1. On the Command menu, click Accounts. 2. In a search field, enter the wildcard search criteria.

In this example, the wildcard criteria will display all records with accounts containing “i.”

3. Click the Find link. The Accounts screen, with all records meeting the search criteria, is displayed:


4. If necessary, refine the search criteria.

In this example, the criterion was modified to display accounts that begin containing “I” and also contain an “A” anywhere in the account number.

5. Click the Find link. The Accounts screen, with all records meeting the search criteria, is displayed:


Navigating Search Results

If you conduct a search that finds more than 25 records, navigation links appear at the bottom of the screen allowing you to scroll through the records. Additional record information is also displayed the top of the screen. Figure 7, below, illustrates an Accounts screen where more than 25 records were found in a search: The Navigation links allow users to page through the results:

First Page – navigates to the first page. Prev Page – navigates to the preceding page. Next Page – navigates to the next page. Last Page – navigates to the last page.

Figure 7 – Accounts screen with more than 25 records


Viewing Account Details

The Account # for every account displayed in the Accounts list is a link that allows users to display the account detail. Figure 8, below, illustrates the fields that are displayed in the Account Details screen.

Figure 8 – Account Details screen


Display Account Details To display the account details, follow the steps below: 1. Search and display the account. 2. In the Accounts list, click the Account # link for the account to view.

3. When you have finished viewing the account details, click the Cancel link. The Accounts list is displayed.

Adding New Accounts

If you import your accounts from the circulation system, you will probably not need to add new accounts to the SingleCopy application. The exception is when you are creating Rollup accounts. For more information about Rollup accounts, see the “Rollup Accounts” section below.


Code Account number.

Type A list of predefined Account types. The default is UNKN.

Name Account name. Generally, this is a location name (store name, etc.)

Description Optional additional information about the account.

Street Address Account location.

City/ State/Zip Three fields for city, state and zip code information.

Contact/Phone Two fields for contact name and phone number for account location.

Hours Hours of operation for the account.

Notes/Comments Optional free-form field to provide any additional information about the account that may not be satisfied by the other fields. For example, you may enter contact information for an account in this area.

Special Instructions Delivery instructions for the carrier. This information is downloaded to the PDA.

Custom 1, 2, 3 Three optional text fields that can be used as account filter criteria for reports.


Add/Remove Categories

Link that displays the Manage Account Categories screen. For more information, see the Assigning Account Categories section below.

Account is Tax Exempt Check box that when selected tags the account as tax exempt.

Add a New Account To add a new account, follow the steps below: 1. On the Account screen, click the Add New link.

The New Account screen is displayed. is displayed:

2. Enter all information for the new account. Use the chart above for detailed information.



The account is added to the SingleCopy application and you are prompted to add default draw information to the new account. If you click the Cancel button the Accounts List screen is displayed. If you click the OK button, the Publication List screen where you can add publications to the account.

4. Click OK. The Publications List for the account is displayed

5. Click the Add a New Pub link. The Add Publication dialog box is displayed..

6. Click the Publication arrow and select the publication to add to the new account.


7. Click OK.

The Defaults screen for the new account is displayed:

8. Enter the draw and information. For more information, see the “Default Draw” section below. NOTE: Use the Delivery Stop and Delivery Restart date fields to suspend and resume deliveries. For more information, see the “Edit the Default Draw of an Account” section below. Use the Forecast Stop and Restart date fields to stop and restart draw forecasting. For more information about forecasting, see the “Forecasting” section below. Your screen should look similar to the following example:

9. When finished, click the Save ink.

All the information is added to the new account.


Updating Accounts

Accounts within the system can be updated, regardless of whether they are imported from another circulation system or added by a user into the SingleCopy application.

Imported accounts often do not contain an exhaustive amount of data, so certain supplemental information may need to be added manually. However, one point to remember: If the account data originated from another circulation system, any updated account information will be overwritten during the next manifest import. Users must update account information in both systems. This is to ensure that subsequent imports of account data do not overwrite your changes.

Update an Account To update any field for an account, follow the steps below: 1. Display the Account Details screen for the account to be updated.

To update assigned account categories, see the “Account Categories” section below.

2. Update fields as required. 3. Click the Save link, and then click OK.

Assigning Account Categories

Account categories are used to organize accounts and provide an additional level of reporting and forecasting. The Account categories are created by System administrators and assigned to individual accounts by users. For example, if the administrator created a category called “Coffee Shops,” users could apply this category to all accounts that are coffee shops. Once all of the accounts have been updated with the new category, users can run report data on all “coffee shops.” An account can have more than one assigned category, and categories can be removed from an account as needed.


Update Account Categories To update the assigned Account categories, follow the steps below:

1. Display the Account Details screen for account to be updated. 2. On the Account Details screen, click the Add/Remove Categories link.

The Manage Account Categories screen is displayed:

The list on the left displays all the available categories that can be assigned to the account. Current categories assigned to account appear in the list to the right. By default, all accounts are assigned “Unknown.”

3. Select a category, and click the Add>> link.


4. To remove an assigned category, select the category, and click the

<< Remove link. Your screen should look similar to the example below:

5. To save changes, click OK. The Account Details screen is displayed.

6. Click the Save link, and then click OK. The Accounts List is displayed.

Default Draw

Each account in the system is assigned a Default Draw. The Default Draw represents the draw that was imported for a given day. That is, in the absence of a circulation system-provided draw, the SingleCopy application will zero out the Default Draw for that particular day. Default Draw is set by the day of week. That is, a Default Draw can be established for Mondays but not specifically for Monday, January 7, 2008. The Default Draw indicates the amount to use for any Monday. You can use the Default Draw mechanism to establish the starting point for a draw in your system.


If you are importing your account information from another circulation system, the Default Draw will more than likely be supplied for you and should not be changed in the SingleCopy application. If the Default Draw is modified in Syncronex, it will be overwritten during the next manifest import.

Edit the Default Draw of an Account To edit the Default Draw of an account, follow the steps below: 1. Display the account in the Accounts List screen. 2. Click the Draw Information link for the account to update.

The Publication List for Account screen is displayed:

The default draws for each day of the week for all publications that this account receives is displayed. If your organization is responsible for delivery of multiple publications, a Default Draw is established for each publication that you deliver. In the example above, two publications are displayed for this account. To establish the Default Draw for additional publications, see the “Adding Publications to Accounts” section below.

3. To edit the default draw, as well as other information related to a particular publication for this account, click the Publication Name. Your screen should look similar to the example below:


4. Verify that the Publication is active for account, check box is selected.

5. If necessary, select the Deliver Stop and Deliver Restart dates using the following

format: mm/dd/yy. You can also click the calendar icon to select a specific date on the calendar. The Delivery Stop Date and Delivery Restart Date allow the user to establish a suspension of the normal delivery called a Stop. During this period, the forecasting engine will set draw = 0 and resulting draw information may or may not get sent to PDAs (or show up on a laydown sheet) depending on system configuration. The Restart Date must be later than the Stop Date for the SingleCopy application to accept the entries. By default, both fields are blank and are only used to set delivery stop and restart dates.

6. Select the Begin Forecast and End dates using the following format: mm/dd/yy. You can also click the calendar icon to select a specific date on the calendar. If Forecasting is stopped, the account/publication will be excluded from forecasting and default draw for a given account will be used.

7. If the Publication is to be excluded from billing for this Account, select the Exclude from billing check box. This will prevent the publication from appearing on an invoice. NOTE: This check box will not appear if billing is not enabled.

8. Select the owner of this Account/Publication. 9. In the Day fields, update the Min Draw, Max Draw, Default Draw and Rate fields.

If you wish to allow Forecasting, Returns or Adjustments on any given day for this Account and Publication, simply check the appropriate box.

10. Click the Save link, and then click the Back link.


Adding Publications to Accounts

Publications are added to the SingleCopy application by System administrators and can be assigned to individual accounts by users. For example, if an account currently only receives the Los Angeles Times, but would also like to receive The New York Times, users can add that publication to the account and establish a daily draw.

Add a New Publication To add a publication, follow the steps below: 1. Display the Draw Information screen for the account. 2. Click the Add a new Pub link.

The Add Publications dialog box is displayed:

3. Click the Publication arrow, select a publication, and then click OK. The Defaults for Account screen is displayed:

4. Add the Min, Max and Default draw information for all delivery dates.

You can enter Max in the Max field. 5. If necessary, change the delivery and forecast dates.


6. Select the owner of the Publication at this Account. 7. Add any Custom Information.


8. Click the Save link, and then click Back. The Publication List for Account is displayed.

Remove a Publication from an Account To remove a publication, follow the steps below:

1. Display the Draw Information for the account with the publication to be removed. 2. Click the Publication link for the publication to be removed from the account.

The Defaults screen is displayed. 3. Clear the This Publication active for Account check box. 4. Click the Save link. 5. Click the Back link.

The Publications List for the Account is displayed and the Publication removed is no longer active.


Rollup Accounts A Rollup account, or “Parent account,” is a bulk draw that is distributed among multiple accounts called “Child accounts.” As far as the SingleCopy system is concerned a Rollup account is a reporting entity. A Rollup account does not have draw records and is not forecasted. All forecasting and draw/return processing is performed at the Child account level. The host circulation system communicates with the SingleCopy system at the Rollup Account level. On a regular basis, SingleCopy imports data from a file produced by the host circulation system. This data normally includes Manifest, Account, Publication, and Draw information. Rollup accounts are updated and can be created during the import process. Any publication or draw information for the Rollup account is ignored. It is assumed that the host circulation system will honor the draws imported from the SingleCopy forecasting process. On a regular basis, forecasting and draw/return information is exported from the SingleCopy system for import to the host circulation system. The export process ‘rolls’ the Child account information up and reports it as the Rollup account. It is recommended that the Rollup account and Child accounts are set up through the SingleCopy system since the host circulation system is unaware of the child account relationships.

Find and View Rollup Accounts To find and view Rollup accounts, follow the steps below:

1. On the Command menu, click Accounts. 2. On the menu bar fill out the search criteria in the Find Rollups where… selection.

The search parameters work exactly like the account search options.


3. Enter the search criteria and click the Find link.

The Rollup screen is displayed:

4. Click the Account Code link for the rollup account you want to display.

The Rollup account details is displayed:

5. Click the Save or Cancel link and to return to the Rollup accounts list.


6. Click the Manage Children link. The Child Accounts list is displayed:

7. Click OK or Cancel.

Adding New Rollup Accounts

Rollup accounts can be created from the import file from the circulation host system but the child account relationships must be created using the Syncronex System. It is preferable to set up the rollup account and the child accounts from the Syncronex system and let the import from the circulation system update the rollup accounts. The Child accounts should be set up first using the accounts menu. A child is a normal Syncronex account that is associated with a Rollup reporting account.



Code Account number.

Name Account name. Generally, this is a location name (store name, etc.)

Description Optional additional information about the account.

Street Address Account location.

City City of the account’s address data.

State/Province County/State/Province information. This is a generic field and can be used to hold any geographic data. Limited to five characters.

Postal Code Zip code.

Contact Contact information for the account.

Contact Phone Contact phone for the account.

Hours Hours of operation for the account.

Notes/Comments Optional field to provide any additional information about the account that may not be satisfied by the other fields. For example, you may enter contact information for an account in this area.

Special Instructions Delivery instructions for the carrier. This information is downloaded to the PDA and can optionally appear on the printed laydown sheet.

Custom 1, 2, 3 Optional text fields that can be used as account filter criteria for reports.


Add a New Rollup Account To add a new account, follow the steps below: 1. On the Rollup Account list or the accounts menu, click the Add New link.

2. On the New Rollup Screen, enter all the information.



3. When finished, click the Save link.

The Rollup account list is displayed where you can navigate to the Manage Children screen to add children to the Rollup (parent) account.

4. Click the Manage Children link. The Account list for the Rollup account is displayed:


5. Click the Add Accounts link.

The Adding Child Accounts, where you can find accounts to be associated with the parent account, is displayed:


6. Display the accounts to be associated with the rollup (parent) account, and then

select the Accounts check box for each account. Your screen should look similar to the example below:

7. Click OK. The Account List for Rollup screen is displayed.


8. Click OK.

The Rollups screen is displayed:

Edit Rollup Accounts To find and edit Rollup accounts, follow the steps below:

1. On the Command menu, click Accounts. 2. On the menu bar fill out the search criteria in the Find Rollups where… selection.

The search parameters work exactly like the account search options.

3. Click the Find link. The Rollups screen is displayed. From here you can edit the Rollup account information or manage the child account relationships. . A child account is the same as a normal account other than being associated to with a rollup account. If you need to edit the child account information, publications, or draws use the options on accounts menu.


4. Click the Account Code link to edit the Rollup account information.

NOTE: If you change the account to inactive, all the associated child accounts will also be made inactive. If you intend to keep the child accounts active them remove them from the parent account using the manage children option prior to making the Rollup account inactive.

5. When finished, click the Save link.


Add and Delete Child Accounts To add a child account to a rollup account, follow the steps below: 1. Display the Rollup account. 2. To display the child accounts associated with the Rollup account, click the

Manage Children link. You can add or delete a child account.

NOTE: If you need to edit the child account information, publications or draw information use the account options from the Accounts menu. 3. Click the Add Accounts link.

The Adding Child Accounts screen is displayed and you can search and display the account you want to add as a child account. Your screen should look like the example below:


4. Select the account(s) that you want to add as a child account to the rollup account

and then click OK. The Account List for Rollup, showing the new child account(s) added is displayed.

5. To delete a child account, select the Account check box, click the Deleted Selected

link and when prompted click OK. The child accounts are removed from the Rollup Account, but the account still exists in SingleCopy.

6. Click OK. The Rollups screen is displayed again.


Returns The Returns area of the SingleCopy application is where users input returns and make adjustments to the draw. This data entry is done by the Manifest for a selected date. All active accounts assigned to a Manifest can be displayed and updated. Weekly returns can also be entered. For more information, see the “Weekly Returns” section below. In order to enter returns, users must have Write access to the Return Data Entry Secured Object. For more information, see the “Security” section above, or contact your System administrator. The Returns screen also allows users to view manifest information and audit manifests. If you have a large number of items that require data entry, it is probably a good idea to save your changes periodically. Simply click the Save button at the left of the page. NOTE: Syncronex can be configured to NOT allow carriers to decrement previous returns. Consult with Syncronex on how to set this configuration.

Managing Returns

To enter returns, users select a Manifest and date. When the Data Entry by Manifest screen is displayed, users enter the number of copies returned for each account on the Manifest and, if necessary, can adjust the number of copies (Draw) actually delivered to the account. The Data Entry by Manifest screen displays the following fields:


Seq Drop Sequence for the given account. This indicates the delivery in order for this account with respect to the other accounts the Manifest. For example, the value "10" indicates that this account is the tenth stop on the Manifest.

Account Account number.

Rollup Account The rollup account number, if applicable.

Name/Address Account name and address.

Pub Publication code.

Dr Draw for this account and date – number of copies that are supposed to be delivered to this account location.


Adm Field where the Admin user enters the adjusted number of copies delivered to this account location for the selected date. The Net value is adjusted accordingly. For example, if 25 copies were supposed to be delivered, the Net value would be 25. If only 20 copies were actually delivered, the user would enter -5 in the Adm field, and the Net field would automatically be updated to 20. Conversely, if 30 copies were actually delivered, then the user would enter 5, and the Net value would change to 30.

Adj Field where the carrier enters the adjusted number of copies delivered to this account location for the selected date.

Ret Total number of returns picked up from the location for the selected day. The Net value is adjusted based on the value entered in the Ret fields.

Net Calculates and displays the net total of items left at the location: (Dr + Adm) – Ret. This value is automatically updated in response to changes to either Adm or Ret values.


Rollup Accounts and Returns

On the Returns page, Rollup accounts are not shown, because returns and adjustments are entered only for Child accounts. The values for a Rollup account are the sum of the values for all of its Child accounts. However, the Returns page has a Rollup Account column. If the account is a child and associated with a Rollup account, the Rollup account is displayed in the Rollup account column on the Returns page. For a Child account, this column shows the Account Code of the Parent account. For accounts that are not Child accounts, this column is empty.

Enter Returns To enter returns for a Manifest, follow the steps below:

1. On the Command menu, click Returns. 2. In the Enter Data for Manifests where area, click the Manifest arrow, and select a

Manifest. 3. In the Date field, select the current Date, and enter the new date.

Dates are formatted as mm/dd/yy – 01/12/07 – for January 12, 2007. You can also click the calendar icon to select a specific date on the calendar. Your screen should look similar to the example below:


4. Click the Find link.

You can also press Enter. The Data Entry for Manifest screen, with all accounts for the selected Manifest, is displayed:

5. In the Adm field, enter the delivery adjustment. In this example, the draw was 184 copies; however only 179 copies were delivered. The user entered “-5” to make this adjustment to the Net field:

In this example, the draw was 184 copies; however 189 copies were delivered. The user entered “5” to make this adjustment to the Net field:

6. In the Ret field, enter the number of copies returned.

In this example, the user entered “-5” to adjust the actual number of copies delivered


and then entered “3” to reflect the number of copies returned. The net sales for this location is 33, (Dr + Adm) – Ret:

In this example, the user entered “5” to adjust the actual number of copies delivered and then entered “3” to reflect the number of copies returned. The net sale for this location is 232, (Dr + Adm) – Ret:

7. Continue to update all account locations. 8. When finished, in the Commands box, click the Save link.

The changes and updated Totals for the Manifest, displayed at the bottom of the screen, are saved to the database.

Data Entry Status

Users can display manifest status information for a selected date for a Web entry.

Check the Data Entry Status To check the data entry status for a date, follow the steps below:

1. On the Command menu, click Returns. 2. Under Check Data Entry Status for…, enter the date.


3. Click the View Status link.

The Manifest Data Entry Status screen is displayed:

In this example, information about the status of all manifests for the selected date is displayed.


Manifest Approval

Managers can audit and approve a manifest before exporting the data. Note, the system only allows users to export “Approved” Manifests. Users have the option to approve a manifest for either a single Manifest or multiple Manifests. NOTE: If you do not want this feature, consult with Syncronex about disabling it.

Approve a Manifest for a Single Manifest To approve a manifest for single Manifest, follow the steps below:

1. On the Command menu, click Returns. 2. In the Enter Data for Manifests where… area, click the Manifest arrow, and select a

Manifest. 3. In the Date field, select the current Date, and enter the new date. 4. Click the Find link.

The return information for the selected Manifest and date is displayed. The Approval – This Manifest field box is also displayed on the left side of the screen.

5. When the returns have been verified (audited), select the Manifest Signoff check box.

6. Click the Save Approval link. ”Approved” will appear on the related manifest during export.


Approve a Manifest for a Multiple Manifests To approve a manifest for multiple Manifests, follow the steps below:

1. On the Command menu, click Returns. 2. In the Approval – Multiple Manifests area, enter the date.

You can also narrow the selection by entering a Manifest. Your screen should look similar to the example below:

3. Click the Find link. A list of Manifests to be approved is displayed:

4. Under Manifest, select the Manifests to Approve, and click Approve. The following message is displayed:


5. Click Find Manifests again to view the approved manifests.

Note that at this point you can select approved manifests. Click Undo Approval to change the status.

Return Audit Report

SingleCopy includes an option for a Return Audit Report that will summarize, by publication and date, the returns that were picked up on a given Manifest on a given day. This report is designed to be used by a driver or a supervisor to verify the actual returns collected against the value that was entered into the system.

Create the Audit Report To produce the Return Audit Report, follow the steps below: 1. On the Command menu, click Returns. 2. In the Print Returns Audit for Manifest area, click the Manifest drop-down arrow, and

select a Manifest. 3. In the Date field, select the current Date, and enter the new date.



4. Click the Print link.

The Return Audit Report is displayed in a new window:

You can print the report from your browser window.


Weekly Returns

SingleCopy allows users to enter returns by week. Users can choose any date between Monday through Sunday, and SingleCopy will default to the week starting with Monday. Note that Managers can also approve manifests from the Weekly Returns screen.

Enter Weekly Returns To enter weekly returns, follow the steps below:

1. On the Command menu, click Weekly. 2. In the Enter Data for Manifests where… area, click the Manifest arrow, and select a

Manifest. 3. In the Date field, enter the date.



SingleCopy searches for information. When finished, your screen should look similar to the example below:

5. Enter the Adm and Ret information for each drop. 6. Drag the bottom scroll bar across the screen to display the additional dates. 7. When finished, click the Save link that appeared after you entered the first number.


Manifests A Manifest – or Manifest – is used to group accounts into a logical delivery area and assign to an owner. Manifests can be imported from another source system, such as your circulation system, or created in Syncronex. If your Manifests are imported from an alternate source, it is unlikely that you would need to create new Manifests within the SingleCopy application. All Manifests that have been added to the SingleCopy application are displayed in the Manifests screen. Once a manifest has been added, owners can apply the Manifest Sequences to the route.

NOTE: If Manifests are imported from the Circulation system, a manifest code, in the manifest file, is required. If no manifest name is provided, the manifest code will be used in place of manifest name. If Syncronex is importing the manifest, the manifest code and name as well as the Manifest code should never be changed. Setting up the Manifests is a four step process:

1. Add or import Manifests to the system. If importing the owner field will need to be updated by the administrator.

2. Create the Manifest Sequences. 3. Add accounts to the Manifest Sequences. 4. Edit the Drop route of the accounts.


Adding a Manifest

The Add Manifest screen is where Manifests are added to the SingleCopy application. When creating a manifest, the owner must enter a manifest code and name. The manifest code is a unique identifier for the manifest that has some meaning to the owner. Manifests are implicitly owned by the user who created it. The Add Manifest screen displays the following fields:


Code Manifest code. May be truck number or a carrier code.

Name User-friendly name for the Manifest. Example: “Downtown” or “Westside,” etc.

Description Optional Manifest information.

Notes Optional notes regarding the manifest

Manifest Type Option to change Manifest type from the default Delivery to Collection.

Custom1, 2, 3 Optional fields used to provide additional information about the Manifest.

Imported Check box that is selected if the manifest was imported.


Add a Manifest To add a Manifest, follow the steps below: 1. On the Command menu, click Manifests. 2. At the bottom of the screen, click the Add link.

If many Manifests have been added, you may need to scroll down to display the Add link. The New Manifest screen is displayed:

3. In the Code field, enter the Manifest code. (required) 4. In the Name field, enter the Manifest name. (required) 5. In the Description field, enter a description of the manifest. 6. In the Notes field, enter a note if necessary. 7. If the account is Collection, click the Manifest Type, arrow, and select Collection. 8. In the Custom fields, enter additional information. 9. Click the Save link.

The Manifest is added to the Manifests list and the Edit Manifest screen is displayed with owner email displayed.

10. Click Manifests to display the list of all manifests.

Updating Manifests

Owners can only update manifests that have been assigned . Owners cannot modify a manifest that they do not “own.” In addition, owners cannot change the ownership of any manifest, even the ones they own. Only the administrator can change manifest ownership. If you import your Manifest information from an alternate source, the system will assign the built-in user account [email protected] as the owner of a new Manifest. In these cases, the administrator will more than likely need to edit each Manifest to establish the correct owner. NOTE: If you import your Manifest information from an alternate source, the one field that should NOT be updated in Syncronex is the Manifest Code.


Update Manifest Information To update Manifest information, follow the steps below: 1. On the Command menu, click Manifests. 2. Click the Manifest Code link for the Manifest to be updated. 3. Update fields as required. 4. If you are the administrator and are changing the owner, click the Owner arrow, and

select a new owner. 5. If you want to propagate ownership changes to all accounts, select the Yes radio

button. Your screen should look similar to the example below:

6. Click the Save link. The changes are saved to the SingleCopy application.


Creating the Manifest Sequence

Owners create a Manifest Sequence for their manifests. A manifest can have a maximum of seven (7) Manifest Sequences, one for each day of the week. A Manifest might have less than seven Manifest Sequences if some of those Manifest Sequences apply to multiple days (i.e., a Mon-Fri Sequence, a Saturday Sequence, etc.) The owner must indicate what day(s) the Manifest Sequence applies to. Only one Manifest Sequence may be described for a single day of the week, but a single Manifest Sequence can apply to several days. Only those day(s) that are not already represented by an existing Manifest Sequence would be available for the use to choose. The owner also can use the description fields to help identify the manifest sequence. The Description information is combined with the Manifest Name on reports, laydown sheets, etc.

An owner can create a new Manifest Sequence as the result of Copying an existing Manifest Sequence. The owner still needs to supply the day(s) the new Sequence will apply to and can supply an optional name for the new sequence.

Create the Manifest Sequence To create a manifest sequence, follow the steps below:

1. On the Command menu, click Manifests. 2. To display the manifest, click the Manifest Code link. 3. Under Manifest Sequences, click the Add link. 4. In the Code field, enter a code to identify the sequence.

In the example, “D” is entered to represent daily circulation. 5. In the Description field, enter a description that will help identify the manifest

sequence. In this example, “Daily M-F” is entered.


6. Select the Frequency check boxes.


7. Click the Save link. The sequence is added and display on the Edit Manifest screen


Adding Accounts to the Manifest Sequence

Once the Manifest Sequences are created, owners need to add accounts to each sequence. An account search screen allows owners to quickly find and assign accounts to their manifests.

NOTE: The system only displays accounts that are not assigned to any other manifest sequence.

Add Accounts to a Manifest Sequence To add accounts to a manifest sequence, follow the steps below:

1. On the Command menu, click Manifests. 2. Click the Manifest code to display the Edit Manifest screen. 3. On the Manifest Sequence list, click the Drops link for the sequence that you wish to

add accounts. 4. Click the Add Accounts link.

The Accounts search screen is displayed. 5. Enter your account(s) search criteria.

In this example, Account Type = Store will be displayed.


6. Click the Find link

All accounts, that meet the search criteria, and are not assigned to another manifest sequence are displayed. Your screen should look similar to the example below:

7. To add the account(s) to the manifest sequence, select the Account check boxes. 8. Click the OK link.

The Deliver Sequence screen is displayed.

Please see the “Editing Drop Sequence” section below for information about the delivery route for a manifest sequence.


Editing Drop Sequence

The drop sequence is simply the order in which copies are delivered to accounts within a Manifest. The drop is the assigned number indicating the stop on the manifest. As noted earlier, each account on the given Route is listed in Drop Sequence order and provides a text box to accept the number of returns or the adjustment to the draw for that particular day. If you are importing the drop sequence numbers from an alternate source, the changes to the sequence numbers will only be temporary and will get overwritten during the next import. Figure 10, illustrates the current drop sequence for a selected Manifest Sequence. Note that the initial sequencing is in groups of tens.

In this example: 10 = Drop A 20 = Drop B 30 = Drop C 40 = Drop D If the user wanted to change Drop D from the fourth drop to the second drop, they would assign a new sequence number between 11 and 19 so that Drop D would fall between Drop A and Drop B. The updated sequence would look like this: 10 = Drop A 20 = Drop B 30 = Drop C 15 = Drop D


When the list is resorted, Drop D will show up between Drop A and Drop B: 10 = Drop A 15 = Drop D 20 = Drop B 30 = Drop C

Obviously, this only works for eight insertions before you run out of room. If there is no room to add drops between A and B, users will need to re-number several drops.

Edit the Drop Sequence To edit the drop sequence of a route, follow the steps below:

1. On the Command menu, click Manifests. 2. Click the Manifest code that contains the Manifest Sequence with the assigned

accounts and drops. 3. Click the Drops link for the manifest sequence.

The Edit Delivery Sequence screen displayed :

NOTE: If data for that route has been downloaded to a PDA, the “Drops” link will not be available. The phrase “(Route on PDA)” will appear in its place


4. Change the drop sequence.

In this example, the first and last drops will be swapped.

5. Click Save. The drop sequence is reordered. Your screen should look similar to the example below:

Delete a Drop from a Manifest To delete a drop from a selected manifest sequence, follow the steps below:

1. On the Command menu, click Manifests. 1. Click the Manifest code that contains the Manifest Sequence with assigned

accounts and drops. 2. Click the Drops link for the manifest sequence. 3. Select the drop(s) to be deleted, and click Delete Selected. 4. Click OK.

The drop is deleted from the route.


Moving a Account Drop

Owners can move an account from one manifest sequence to another. However, several rules apply. First, both the source Manifest Sequence and the destination Manifest Sequence must BOTH be assigned to the same owner. Second, owners cannot move an account from one sequence to another if that account is already assigned to another Manifest sequence for the day of week designated by the destination Manifest Sequence.

Move an Account Drop To move an account drop from one manifest sequence to another, follow the steps below:

1. On the Command menu, click Manifests. 2. Click the Manifest code that contains the Manifest Sequence with assigned

accounts and drops. 3. Click the Drops link for the manifest sequence. 4. Select the drop(s) to be move, and click Move Selected.

The Select Target Manifest screen is displayed:

5. Click the Select link for the Manifest Sequence to move the account.


6. Click the Select link.

The Summary screen is displayed :

7. Click Continue. The account is moved to the new sequence.

Administrative Manifest Management

The Administrator can perform all of the operations on a Manifest and Manifest Sequence as the Agent. The primary difference is that the Admin is not restricted to only managing ‘owned’ manifests. Also, Administrators have the ability to set the current owner of a given Manifest. The Admin would Edit the Manifest (similar operation as described for Agent) but have the added ability to set the Current Owner of the manifest. The ownership change would apply to any Manifest Sequences associated with the manifest.


Dock Changes Dock Changes can increase or decrease the draw of selected accounts for the current day. Users with access to the Dock Changes screen can select specific accounts and increase or decrease the draw globally either by a percentage or quantity, or manually. For example, all accounts in a particular Manifest can be selected, and the draw for that day can be increased by 10 percent or by 10 copies.

For more information, see the “Defining the Adjustment Criteria” section below. There are several conventions regarding Dock Changes to keep in mind:

You can only increase or decrease the draw for the current day. If you select Pct (%), the system calculates the percentage of each account’s draw for today and rounds the Dock Change value to the nearest whole number.

If you select Per Account, the system will add or subtract the same number to each account’s draw.

You can manually edit the Dock Change values for any selected account before clicking Apply Changes. Changes are not allowed to drive the total draw negative. Attempting to do so will generate an error message.

Rollup accounts are never included in Dock Change calculations, but Child accounts can be included.

NOTE: Since Dock Changes change the Adm. Adj amount, the Returns screen will reflect these changes for the current date. In addition, the Dock Changes Report shows the Draw and Adm. Adj amounts by manifest and publication.


Enter the Account Criteria To enter the account criteria, follow the steps below:

1. On the Command menu, click Dock Change. 2. In the Change Accounts where… field box, select the account criteria.

3. Select the account criteria.

Defining the Adjustment Criteria

Once you have selected the account criteria, you can define how to make adjustments to the selected accounts. There are three ways you can do this:

You can manually enter the value for each account. You can have the system calculate the values. If you use the system to calculate the draw, you have the option to select either a percentage or a fixed number for each account.

You can use a combination of both methods.

In any case, once you click Apply Changes to apply the draw adjustments, two things will happen:

1. The Account List will be replaced by: “Dock Changes that have been applied.” Click Preview Dock Changes at left to see the results of the Dock Change.

2. The Dock Change quantity is now displayed as an Admin Adjustment.


Automatically Update the Draw for Selected Accounts To let the system calculate the value of the draw for the selected accounts, follow the steps below: 1. To increase or decrease the draw by a specific number of copies, under the Dock

Change Quantity area, click the drop-down arrow, select Per Acct, and then enter the number. Your screen should look similar to the example below:

2. To increase the draw by a percentage, simply enter the number.



3. Click Preview Changes.


You can edit the values for each account, if needed. See the “Manually Update the Draw for Selected Accounts” section below.


Manually Update the Draw for Selected Accounts To manually update the draw for the selected accounts, follow the steps below: 1. In the Dock Change field, enter the number by which to increase or decrease the

draw. To decrease the draw, enter a negative amount.

2. Repeat this for each account. Your screen should look similar to the example below:


Apply Dock Changes To apply the Dock Changes, follow these steps. 1. Select the check box to the left of the publication code for each account that is to

have the Dock Change applied. You can also select ALL accounts by select the check box in the menu. Your screen should look similar to the example below:

2. Click Apply Changes. The draw is adjusted.


Forecasting Forecasting helps to predict optimized draw values based on past sales and provide the desired return percentage for a given account and publication. Users define forecast rules and then assign those rules to accounts, categories and/or publications. Basically, a forecast rule defines the formula used to calculate the forecasted draw value:

Forecasted Draw = Average Sales / (1 – Target Percentage)

Average Sales is the average of the sales for the number of “Based On Weeks” defined by the forecast rule. Based On Weeks dates are the same day of the week as the forecast date. For example, if the forecast rule is for Monday and the Based On Weeks is “4”, then the forecast rule will look at each Monday for the four previous weeks to calculate the draw. Forecasted draws are generated in “batch” mode. For a given date in the future, the forecasting process will produce draw values for all drops in the system. The forecasting process usually will be set to run on a scheduled basis, but can also be run “on demand” from the Forecasting menu. All forecasting functions accessed from the Forecasting menu:

Forecast Rules

Forecast rules are defined independently and then associated with accounts, categories or publications. The most basic rule is a publication default rule. Default rules can only be associated with a publication and a given publication can only have one default rule. If an account or category uses that publication, and no other rules apply, the forecasted draw will be calculated using the publication rule. A publication rule can be superseded by a rule that is associated with an account category. An account category is just a named group, to which any accounts can be added. If a location is in a certain category, and that category has an associated forecast rule, then that rule will be used. An account category rule can be superseded by a rule that is associated directly with a drop.


Depending on whether or not you are using the “Default View” or “Advanced View” for the Forecast Rule, the Add Forecast Rule screen displays the following fields. For examples of each view, see the screenshots at the end of the list. The “Default View” is always displayed when first editing or adding a Rule. If the ‘Advanced View” is chosen, it will continue to be used until another view is selected.


Name User defined name for forecast rule. The name must be unique.

Publication Drop down list where user selects the publication that the rule is to be associated with.

Days Rule Applies Check boxes user selects for each day the rule is to be applied to the selected publication.

Default Rule for Pub Check box, that when selected, defines the rule as the default for the selected publication. For a rule that will be associated with an account categories or drops, do not select this check box.

Return Target % User defined percent of returns for the publication.

Based On Weeks Forecasted draws are based on sales from previous weeks. This value defines the number of weeks of history to use in the forecast calculation.

Ignore Exception Dates Check box, that when selected, will ignore any exception dates that have been added to the system. For information about Exception Dates, see the Exception Dates and Exception Date Types section below.

Drop High/Low Sales Check box, that when selected, the highest and lowest previous weeks’ sales values are ignored when calculating the average net sales.

Ignore Zero Sales Check box that when selected, weeks with zero sales are ignored when calculating the average net sales.

Rule is Active Check box that when selected, makes the rule active in the SingleCopy application. An inactive rule will not be used when the forecasting process is determining the preferred rule for a drop.

Sellout Override Drop down list containing the list of available sets of override values tied to Sellouts. None is required, and only one can be selected. For information about Sellout Overrides, see the Sellout Overrides section below.

Sales Override Drop down list containing the list of available override


values tied to a sales level. None is required, and only one can be selected. For information about Sales Overrides, see the Sales Overrides section below.

Normal View

Advanced View

Create Forecasting Rules

To create a forecasting rule, follow the step below: 1. On the Command menu, click Forecast. 2. Click Forecasting Rules.

The list of all existing rules, sorted by name, is displayed:


NOTE: Publication default rules are selected in the Pub Default column. Rules associated with categories or drops do not have the Pub Default check box selected.

3. Click the Add link. The Add Forecast Rule screen is displayed.

Enter all the information for the forecast rule.

Your screen should similar to the example below:

4. Click the Save link. The Edit Forecast Rule screen is displayed.


5. Make any changes and click the Save link.

The rule is saved to the SingleCopy application. You can edit a Forecast rule anytime by clicking the Rule name link.

Deleting Forecasting Rules

To delete a forecasting rule, you must remove all the publications or drops or categories associated with the rule. Rules that have been used by the forecasting process (i.e., rules that were already applied to create a new forecasted draw) cannot be deleted. Delete a Forecast Rules To delete a forecasting rule, follow the steps below: 1. On the Command menu, click Forecast, and then click Forecasting Rules. 2. Click the Rule link that you want to delete.

The Edit Forecast Rule screen is displayed. 3. Click the Delete link and when prompted, click OK.

The Forecast rule is deleted from the system.


Weights and Weighted Averages

Once a rule as been created, the Weights button is added to the Forecast Rule screen. Weekly weights are used to calculate weighted averages, which in turn are used to calculate average net sales. Weights entered are relative, for example, a weight of “2” is factored twice as much as a weight of “1.” In the following example, “4” was entered into the Based On Weeks field. This means that the most recent four weeks of net sales will be used in the calculation of the forecasted draw. The net sale for each week (6+7+6+8) is multiplied by its respective weight (1+2+2+1), summed, and then divided by the sum of the weights (1+2+2+1=6) giving you the weighted average. In this example the following calculations are made: Week 1 net sales = 6, multiply by weight of 1 = 6 Week 2 net sales = 7, multiply by weight of 2 = 14 Week 3 net sales = 6, multiply by weight of 2 = 12 Week 4 net sales = 8, multiply by weight of 1 = 8 Total weighted sales = (6 + 14 + 12 + 8) = 40 Total week weights = (1 + 2 + 2 + 1) = 6 Weighted average = 40 / 6 = 7.16, which is then rounded to 7.


The weight list is created by the number entered in the Based On Weeks field when you create a Forecast Rule. The default weight for each week is “1.” Users updated the weights with actual numbers, 1 to 100. SingleCopy then used this information to calculate the weighted average. You can also add and remove weeks if needed.

Add Weights a Forecast Rules To add weights to a forecasting rule, follow the steps below:

1. Display the Forecast Rules list and click the Forecast rule that you want to add

weights. The Edit Forecast Rule screen is displayed.

2. Click the Weights button. The Week Weights list is displayed for the number of “Based On Weeks” that was entered when the rule was created. In the example below, Based On Weeks was “4” and now the Week Weight list has four weeks that can be updated with actual weights.

3. Click the Edit link for Week 1, enter the Weight and then click the Update link. The weight for Week 1 is changed from “1” to the weight entered.


4. Continue to edit and update the weights for all the weeks in the list.

The Week/Weight list should look similar to the example below:

5. Click the Save link. SingleCopy will now use the weights entered to create a weighted average to calculate net sales. NOTE: You can add and remove weeks. Click the Add Week link and an additional week is added to the bottom of the list with a default weight of “1.” Click the Remove Week link, the last week in the list is removed.


Sales Overrides

A Sales Override level is a set of minimum and maximum sales levels, each with target return percentage. A sales override level has a name and a set of sales levels. When editing a Forecast rule, the Sales Override Level fields contain a list of all the available override names. The Sales Override Levels allows the user to supply an alternate Return Target when sales at a given location meet the given criteria Overlapping sales ranges are not allowed, although gaps in the ranges are permitted. For example, this Sales Override Levels has a gap between 40 and 54:

Here’s how overrides work when calculating the forecasted draw:

1. For the number of “Based On Weeks”, the average net sales = draw + adjustments – returns.

2. If there is no override associated with the forecast rule, we use the target percent from the rule.

3. If there is an override associate with the rule, then: a. If the average sales value falls within one of the sales ranges in the override, we

use the target percent from that sales range. b. If the average sales value does not fall within one of the sales ranges, we use the

target percent from the forecast rule. 4. The forecasted draw value is: (1 – Target percent) * Average Net Sales.

In the example above, average sales of “24” would trigger the 30% value from the sales range 20 to 39. However, average sales of “46” falls into a gap in the sales ranges, the target percent from the associated forecast rule would be used.

Create Sales Level Override To set a Sales Level Override, follow the steps below: 1. Verify that the Forecast menu is displayed and click Sales Level Overrides.

The list of existing overrides is displayed. 2. Click the Add link 3. Enter a Name for the Sales Override, and then click the Save link.


4. Under No Sales Override Levels Defined, click the Add link.


5. In the Minimum Sales field, enter the minimum level of sales. 6. In the Maximum Sales field, enter the maximum level of sales.

For the uppermost sales range only, you can use the word “Max” to indicate no upper limit.

7. In the Return Target % field, enter the return percent. 8. Click the Save link.


NOTE: To add a range to the end of the list, click the Add link again and repeat steps 5 – 8. To delete a range, select the check box and click Delete Selected.

Sellout Overrides

A Sellout Override is a sales level at which an immediate draw increase should be made, if that level of sales has occurred for a given number of weeks. You can enter a quantity increase or a percentage increase, but not both. To utilize a Sellout Override:

1. Define the override as shown here. 2. Assign the override to a forecast rule. 3. Assign the forecast rule to a publication or a drop.


A Sellout Override is activated when:

1. We are calculating the forecasted draw for a drop. 2. The drop has a forecast rule that includes a sellout override. 3. The Number of returns value has been at or below the threshold for consecutive weeks

equal to the Number of Sellout Weeks. If a Sellout Override is activated, the calculated draw will be increased by the fixed value or the percentage, whichever is in use for the override, but will not exceed the maximum draw defined in the forecast rule. The “Threshold” is the maximum number of returns found at a location that would be considered a sellout. For example, if 100 papers were delivered and there is only one return, (meaning 99 papers were sold), that would be considered a sellout if the threshold was set to “1.”

Create Sellout Override To create a sellout override, follow the steps below: 1. Verify that the Forecast menu is displayed and click Sellout Overrides.

The list of existing overrides is displayed. 2. Click the Add link 3. In the Name field, enter a name for the sellout override. 4. In the Threshold field, enter the maximum number of returns would be considered

a sellout. 5. In the Consecutive Sellout Weeks, enter the number of weeks that the threshold

needs to be met before increasing the draw. 6. Select either the Percent Increase or Quantity Increase radio button and then

enter the number. Your screen should like similar to the example below:

7. Click the Save link. The Sellout Override is saved.

8. Click the Sellout Overrides link to display the list with the new Sellout Override added.


Assigning Categories and Accounts to Forecasting Rules

You can assign both categories and accounts to forecasting rules. If a rule has an account or category assign to it, the defaults publication is overruled.

Associate a Category to a Forecasting Rule To associate a category to a forecasting rule, follow the steps below: 1. Display the Forecast Rules, and then the Categories link for the rule to have a

category assigned. The list of categories currently associated with the rule is displayed:

2. Click the Add Categories to Forecast Rule link. 3. Use the fields on the screen to search a category.

Your screen should like the example below:

4. Click the Find link. 5. Select the category or categories to associate the rule and then click OK.

The new categories are added to the rule. 6. To remove a category from a rule, select the rule, and then click Delete Selected.


Associate an Account to a Forecasting Rule To associate an account to a forecasting rule, follow the steps below:

1. Display the Forecast Rules, and then the Account link for the rule to have a

category assigned. The list of categories currently associated with the rule is displayed:

2. Click the Add Categories to Forecast rule link. 3. Use the fields on the screen to search for a category.

Your screen should like the example below:



NOTE: Only unassigned Accounts are displayed since SingleCopy cannot associate a rule to an Account that already has a different rule assigned.

5. Select the account or accounts to associate the rule and then click OK. The new categories are added to the rule.

6. To remove a category from a rule, select the rule and then click Delete Selected.

Rule Precedence

In some cases a drop can be associated with more than one rule. When it is time to calculate the forecasted draw, one of the rules must take precedence.

Rule precedence is:

1. Rules associated directly with an account. 2. Rules associated with a category. 3. Publication default rules.

It is possible to have a drop with no associated rules. In this case the forecasted draw will always be the default draw for the weekday corresponding to the forecast date.

Conflicting Rules

There cannot be two publication default rules for the same publication that share any weekdays. In addition, forecasting rules conflicts can occur when using categories.

For example: Forecast Rule 1 is in effect for all seven weekdays and is not a publication default rule. Forecast Rule 2 is also in effect for all seven weekdays and is not a publication default rule. Forecast Rule 1 is associated with Category A. Forecast Rule 2 is associated with Category B. You have a drop with account code A001 and publication ST. If you put this drop in both Category A and Category B, you have conflicting forecasting rules.

If there is any conflict, the SingleCopy application resolves the conflict automatically as follows:

1. If there are multiple category related rules, the system looks for the one with the lowest target return percentage. If there is only one such rule, it is the preferred rule.

2. If there are multiple category related rules with the same lowest target, the system looks for the one with the higher number of Based On weeks and it is the preferred rule.


Exception Dates and Exception Date Types

Exception dates are used to mark a particular day as having an unexpected or out-of-the-ordinary circumstances that most likely impact sales. For example, a big story that spiked sales, or a weather event that prevented deliveries could be designated at exception dates. Any date can be designated as an exception date and Forecast rules can be configured to exclude such dates if necessary. In the following example, there are three defined exception dates:

In this example, if there is an associated Forecast rule that uses six previous weeks to get the average sales and the rules has been configured to exclude Exception Dates and the forecast date is Thursday, December 4, 2008, then Thursday November 27, 2008 will be ignored when calculating average sales for this six week period. So for this period, the forecasting rule will only use five weeks of data to calculate the average sales. When the forecasting rule is applied for the next six week period, all weeks will be included in the average sales calculation. Before you can create exception dates you need to first set up the Exception Date Types, which categorize exception dates. Each exception type has a define name and color. For example, if you create an Exception Type called Holiday, you can use it to create exception dates for all holidays. Once you have all your Exception types created you can then add all the Forecasting Exception dates. The Note field is used to further define the Exception Date. The Headline field is typically used to record the headline for that issue for historical purposes. This allows users to look back at a date with exceptional sales (either low or high) and see what the top story for that day was.


In the example below, the Exception Date Type “Holiday” was used to define three holidays:

Create Exception Date Types To create Exception Date types, follow the steps below:

1. Verify that the Forecasting menu is displayed, and then click the

Exception Date Types link. 2. In the Name field, enter the name for the exception date type. 3. Click the Color arrow and select a color.


4. Click the Save link. The Exception Date type is added to the list.

5. Add the rest of the Exception Date Types.

Create Exception Dates To create Exception Dates, follow the steps below:

1. Verify that the Forecasting menu is displayed, and then click the Exception Date link.

2. Click the Add link. 3. In the Exception Date field enter the date using the following format: mm/dd/yy. 4. Click the Exception Date Type arrow and select the type.

The list of Exception Date Types is displayed. 5. In the Note field enter any notes associated with the exception date.


6. In the Headline field, enter the headline from the issue, if applicable.


7. Click the Save link. The Exception Date is added to the list.

Executing the Forecast Process

Forecasted draws are generated automatically with a server process that runs on a scheduled basis. Draws are generated for all drops. Forecasted draws can be generated for multiple dates. The number of dates is limited to seven consecutive days for performance reasons.

You can run the forecasting process for a selected date range. This will produce the same results as when the process is run as a scheduled job. If the selected date range includes dates that already have forecasted draws, those values will be updated. This allows new draw values to be calculated if rules have changed or sales values have changed after the forecasted draws have been created. Detecting such values will be possible with the feature described below in the “Edit and Review Draws” section below.


If the forecasting process is already running, you will be “locked out” from:

Starting the process again. Editing draw values. Modifying category rule associations or category/account associations. PDA transfers for the forecast dates.

It will be possible to cancel the forecasting process before it is complete. If this happens, you may wish to “undo” the partial forecast. You may also wish to undo a forecast if the draw values were calculated before making significant changes to the forecasting rules. The undo operation will delete forecasted draws for a date range with the following restrictions:

The date range must be in the future. The maximum date range is seven days. The date range must not contain dates that have been downloaded to a PDA.

Execute the Forecast Process To create execute the forecast process, follow the steps below:

1. Verify that the Forecasting menu is displayed, and then click the Execute Forecast Process link.

2. In the Begin Date field, enter the begin date in the following format: mm/dd/yy. You can also click the calendar icon to select a specific date on the calendar.

3. In the End Date field, enter the end date in the following format: mm/dd/yy. You can also click the calendar icon to select a specific date on the calendar. Note that the date span must be one week or less.

4. Click the Run link. The Status will display, “Request Pending.”

5. Click the Refresh Status link. The status will display, “Running.”

6. After a few minutes, click the Refresh Status link again. If the forecasting process is complete, the Status will display “Ready” and the Last Run field will be updated. If the Status is “Still Running,” then wait several more minutes and click the Refresh Status link again.


Review/Edit Draws

Users can review and edit forecasted draws for selected accounts. The account selection can be targeted using the one or all of the three filters: Account Type, Categories and Publications. In addition, users can organize the results by using the Group by fields. All of the items on the page, except for “Group by” and Then by” represent filter criteria the user can select. The grouping fields allow you to display a grouped list of drops. Two levels of grouping are available and the possible grouping fields are:

Manifest Publication Account Type Zip code City State Custom 1, 2, 3

The grouping fields allow you to display a grouped list of drops. Two levels of grouping are available and the possible grouping fields are:

Manifest Publication Account Type Zip code City State Custom 1, 2, 3

NOTE: You can select “NoGroup” for both grouping fields; however you cannot choose a second grouping field without first selecting the first grouping field.


The Review/Edit Draw Values screen is always displayed when you click Forecast on the Command, menu or you can click the Review/Edit Draw Values link under the Forecast menu to define the criteria

The Review/Edit Forecast screen displays the following fields:


Week Of Date for the beginning of week to be reviewed. (Week starts on Sunday)

Select One or More Where users can select multiple Account Types, Categories, Publications.

Manifest Drop down list where user can select a manifest.

Account Code Allows user to select by account code.

Account Name Allows user to select by account code.


Address Allows user to narrow by address.

City Allows user to narrow by city.

Zip Code Allows user to narrow by zip code.

Custom 1, 2, 3 Allows users to pull by any miscellaneous information.

Group by Drop down list that displays all the fields to define the first group level.

And then by Drop down list that displays all the fields to define the second group level.

Once the criteria are entered, click Find, to display the set of draws that match all of the search criteria. For the fields with text, such as Account Code, we will treat the text as a prefix. For example, if you enter “RM” in the account code field, the following accounts will be found:

RM0001 RM34 RMX87 RM-200035

NOTE: If the forecast process would update those draw values, a warning message is displayed and you can cancel the run.

Edit or Review Forecast Drops To edit or review forecast drops, follow the steps below:

1. Verify that the Forecasting menu is displayed, and then click the Edit/Review Draws link.

2. In the Week of field, enter the date in the following format: mm/dd/yy. You can also click the calendar icon to select a specific date on the calendar.

3. Select the Account Types, Categories and/or Publications.


4. Enter any other filter criteria

In the example below, Account Types = Store, Publications = Daily Planet and no grouping levels are defined.

5. Click the Find link. Based on the criteria above, the following results are displayed:


NOTE: The draw values are colored-coded to represent how the draw was created. Blue/underline = Forecasted draws Red/underline = Draw has been edited or changed by user Purple/underline =System generated draws Orange/underline = Bulk draw changes Gray = Draw cannot be changed The values are also displayed as links to a page that provides additional details about the draw.

6. Click the Edit link for any account.

Gray values are in the past and cannot be changed.

7. Make any changes and then click the Save link. The draws are updated and are now Red, indicating they have been changed by the user.

One Time Bulk Add/Cut of Draw

Edits made a Grouped Level are quite a bit different from Edit made at the Edit detail level.

Edits at the detail level merely update the individual draw. But edits at a Group level create a bulk ‘Add or Cut’ to all of the items that make up that grouping. This functionality is called, “One Time Bulk Add/Cut of Draw. The following example, used this the criteria: Account Types = Any Categories = Any Publications = Any Grouped by = Publication Then by = Zip Code


You can click the Publication link for any publication to display Zip Code grouping Any changes to the draw for the “CDP” publication will impact all the accounts in the following zip codes:

You can display all the accounts within a zip code by clicking the Zip Code link. In this example, there is one account under the “22901” zip code that would be impacted if the draw value was changed at the highest level.

To display the Review/Forecast screen, click the Forecast Week link, and note that your criterion is still selected. You may click the Find link again to display the detailed level again. Following the same example, (Grouped by “Publication”, Then by” Zip Code”) the draw for "CPD" is changed from “0” copies on Sat to “30.”

This functionality allows users to quickly change draw across the boards and is called “One Time Bulk Add/Cut of Draw.”


Applying Bulk Adds/Cuts - Weighted Distribution

Bulk Adds/Cuts are distributed using a “Weighted Distribution”. This means that new draw amount, whether it is an add or cut, is not divided evenly among the impacted accounts, but rather are distributed based on the current percent of the total that an item is contributing. In this way, accounts with larger draw values get a higher a percentage of the Added or Cut product than those accounts with low draw values. For example if there are four accounts that will be impacted by an add or cut with the following draws: Account 1 = 10 Account 2 = 15 Account 3 = 25 Account 4 = 50 Total Draw of all Accounts = 100 The accounts contribute to the draw as follows: Account 1 = 10% Account 2 = 15% Account 3 = 25% Account 4 = 50% If 100 papers are added to make the new total 200, then the 200 papers are applied based on the percentages above resulting in the new draw amounts for these same accounts: Account 1 = 10% or 200/10 = 20 Account2 = 15% or 200/15 = 30 Account 3 = 25% or 200/25 = 50 Account 4 = 50% 0r 200/50 = 100 New Total Draw of all Accounts = 200

Apply One Time Bulk Add/Cut of Draw To apply a one time bulk add or cut of draw, follow the steps below:

1. Verify that the Forecasting menu is displayed, and then click the Edit/Review Draws link.

2. In the Week of field, enter the date in the following format: mm/dd/yy. You can also click the calendar icon to select a specific date on the calendar.

3. Select the Account Types, Categories and/or Publications. 4. Enter any other filter criteria 5. Click the Group by arrow and select a field, and then click the And then by arrow

and select a second field. In this example accounts will be grouped by Publication and then by Account type.



The results are displayed. In this example, all the publications are grouped together. Click any Publication link, to display the Account types list. Click any Account Type link to display all the accounts under the selected type/publication.

7. Click the Edit link for any account. 8. Update the draw value and then click the Update link.

All the draw values for all accounts under the grouped levels are updated.

Data Security

In SingleCopy, access to most functions is controlled by placing users in groups and granting permissions on each function to selected groups. The Forecasting functions under group access security are:

Rule Maintenance Exception Date Maintenance Category Maintenance Edit Forecasted Draws Run Forecast Process

In addition to group access, all accounts have an owner and all forecast rules have an owner. Group access can be set up to allow a user to modify all accounts and all forecast rules. This would be appropriate for an administrative user. This also applies to editing draw values. An Administrative user would have access to draw values for all drops, but “regular” users would have access to draw values only for accounts that they own.


Invoicing The Invoice menu is a separate module of the application that allows users to print out customer invoices via the Web application. There is an additional option for PDA users that will allow them to collect payments (cash, check and credit card) via the PDA and print out collection receipts for their customers. Please contact Syncronex for additional information and requirements for these features. Once the Invoice module is enabled, users can generate invoices by entering a period ending date. In addition, users can filter by Manifest and/or Manifest type in the selection criteria.

Generate an Invoice To generate an invoice, follow the steps below:

1. On the Command menu, click Invoice. 2. In the Print Invoices fields, enter the invoice criteria.

In the example below, invoices for the period ending 3/15/2007 for the Regional 4 Collect Manifest will be selected.


3. Click Find.

The list of invoices meeting the criteria is displayed:

4. Select the invoice(s) to print, and click Print. To print all invoices, select the check box next to Invoice Date. The invoice is sent to your printer:


Export Users can export a summary of returns and adjustments or forecasted draw information to the Billing System based on a user-defined date range.

Displays summary of returns and adjustments for selected dates.

Displays summary of forecasted draw information selected dates.

Displays summary of invoice data for selected invoices.


Export Return and Adjustment Information to the Billing System To export return and adjustment information to the Billing System, follow the steps below:

1. In the Export Returns and Adjustment From date fields, create the date range by

entering the From and To dates. Dates should be in the format mm/dd/yyyy.

2. If necessary, select the Include Delivery Receipts check box. 3. Click the Preview link.


4. Click the Export link.

The popup asking if you want to export the data is displayed. 5. Click OK.

The data is exported to the Billing System.


NOTE: If there is a problem with the export, you will see the following error message.

To view the detail of the error, go to the System menu item and, under System Log, click the Current Log menu.

Export Forecasted Draw Information to the Billing System To export forecasted draw information to the Billing System, follow the steps below:

1. In the Export Forecasted Draw date fields, create the date range by entering the

From and To dates. Dates should be in the format: mm/dd/yyyy.

2. Click the Preview link. Your screen should look similar to the example below:

3. Click the Export link. The popup asking if you want to export the data is displayed.


4. Click OK.

A forecast data file is now created in Syncronex. NOTE: If there is a problem with the export, you will see the following error message.

To view the detail of the error, go to the System menu item and, under System Log, click the Current Log menu

Export Invoice Information to the Billing System To export invoice information to the Billing System, follow the steps below:

1. In the Export Invoices dates fields, create the date range by entering the From and

To dates. Dates should be in the format: mm/dd/yyyy.

2. Click the Preview link. Your screen should look similar to the example below:

3. Click the Export link. The popup asking if you want to export the data is displayed.

4. Click OK. A forecast data file is now created in Syncronex. Note: If there is a problem with the export, you will see the following error message.

5. To view the detail of the error, go to the System menu item and, under System Log, click the Current Log menu.


Reports The Reports area is divided into two sections: Reports and Admin Reports. The Report List includes nine reports that help monitor the publication draw, sales and returns. The four Admin Reports are used to monitor user activity. Finally, the Invoice report displays a summary of invoices in the system, Each report contains a Search List that allows users to define the report criteria. Figure 11 displays the Report List Main menu:

The report parameters for each report followed by a report sample are displayed below.

Figure11 – Report List


Laydown Sheets

Laydown sheets allow quite a bit of user configuration on what is printed and how it is laid out on the page. To print a laydown sheet you may change any of the screen selection criteria:

� Number of days to print: This is the number of days to print on the Laydown Sheet.

� Starting Date: This is the first date that is to appear on the Laydown Sheet. Does not have to be today’s date.

� Manifest: Drop down list that allows you to select the manifest to appear on the Laydown Sheet. To print all of the Manifests available in SingleCopy, leave the default “(Any)” selected.

� Active Publications: List of all active publications. By default, all publications are marked to be included on the Laydown Sheet when this page is loaded. If you do not wish to print a certain publication, remove the checkmark next to the publication. If you wish to print the full publication name rather than just the short name, or code, select the Print full Publication name check box.

� Columns to print: List of available columns of data to include on the Laydown Sheets. Some care must be taken when choosing columns as too many columns may not physically fit on the paper. � Drop Sequence: The numeric value entered on the Manifest Summary screen

and is used by default to order the locations on each Manifest, or Laydown Sheet. (Selected by default)

� Account Code: The Account Code. (Selected by default) � Account Name: The complete name of the Account. � Account Address: The street address for the Account.

(Selected by default) � Account City: The city for the Account. � Account State: The state for the Account. � Account Zip: The Zip or Postal code for the Account. � Draw: The actual draw amount for the given day. If you choose not to print the

adjustment amount as a separate column, it will be included in the draw amount and that value will have an asterisk next to it. (Selected by default)

� Adjustment Qty.: The amount by which the draw was adjusted for the given day. If this column is printed the amount will not be included in the draw amount column.

� Adjustment Blank: This simply allows for a blank to be printed for the given day to allow the delivery personnel to manually write in adjustments.

� Return Qty: The return amount for the given day. � Return Blank: This simply allows for a blank to be printed for the given day to

allow the delivery personnel to manually write in returns. � Special Instructions: Checking this item will cause the Special Instructions from

the Account to be printed. These values are loaded by default from the System Configuration.


� Account Type: Checking this option will cause the Account type to be printed on

the Laydown sheet. These values are loaded by default from the System Configuration.

• Sorting & Sub-totaling: This allows you to select how the Manifest, or Laydown Sheet, will be sorted. This option allows you three choices;

� Sequence Order: The default and will print the Manifest in the order they setup when adding drops to the Manifest.

� Account Code: The Laydown sheet will be sorted by Account Code. This column does not need to be printed in order for the sorting to work.

� Draw Order: This will order Account on the Laydown Sheet in order of ascending draw amounts.

� Print Subtotals by Account Type: Selecting this option will cause the subtotals on the Laydown Sheet to be by Account type. These values are loaded by default from the System Configuration

• Suppress: The suppress options allows you to suppress printing in certain circumstances. These circumstances include:

� Imported Account with zero draws: Selecting this option will suppress printing for an imported Account if the draw is zero. Imported Accounts are Accounts that were imported from your circulation system. These values are loaded by default from the System Configuration field “Suppress imported zero draws on Laydown Sheet”

� Non-Imported Account with zero draws: Selecting this option will suppress printing for a non-imported Account if the draw is zero. Non-imported Accounts are Accounts that were not imported from your circulation system but were entered directly into Single Copy by a user. These values are loaded by default from the System Configuration field “Suppress non-imported zero draws on Laydown Sheet”

� Draw printing for days other than today: Selecting this option will cause the draw column to not be printed for any date in the selected date range that is not today’s date. This option is ignored if you choose not to print the draw column.

• Print Formatting: This option allows you to optimize printing to fit the maximum amount of information on a single page while maintaining readability. Users can select font, font size and the number of rows to print per page. Values are maintained during your session. If you navigate away from this page and then later return, your previous value will reappear.



Dock Adds


Drop Time Summary


Net Sales Summary

NOTE: Show Rollup Detail is selected by default. This means that Child accounts are displayed. If the Show Rollup’s is selected, the Child accounts are not listed and the rollup summary is selected. The rollup summary is based on the child accounts sales selected by the filters.



Sellouts



Daily Totals


Week over Week (Sales)



WK Over Wk (Returns)


Week over Week (Return %)


Message Summary


User/Groups Audit


User/Manifest Audit

If you want to delete a user from the system, run this report to determine if they own any Manifests. If so, assign the Manifests to another user before you delete the Manifest owner from the system.


Imported Draw


Invoices


Run a Report To run a report, follow the steps below: 1. On the Command menu, click Reports. 2. Under the Report List, click the Report link. 3. Select report parameters. 4. Click the Submit button. 5. The report is displayed in a new Web browser window. 6. If necessary, click the Show Report Criteria link. 7. To print the report, on the File menu, click Print, and when prompted, click the

Print button. 8. To close the report, click the Close this window link.


Delivery Receipts

A Delivery Receipt is a representation of what was delivered to a particular location for a given Manifest. If a signature is captured at the time of delivery, that is included as well.

Run the Delivery Receipts Report To run a report, follow the steps below: 1. On the Command menu, click Reports. 2. Under the Report List, click the Delivery Receipts link. 3. If necessary, select the filter criteria that you wish if you want to change what is

displayed. By default today’s Delivery Receipts are displayed automatically.

4. If you have changed the filter criteria, click the Filter button to apply your filter criteria. Your screen should look similar to the example below:


5. If you wish to display the details for a given Delivery Receipt, click the Show Details

link in the row you wish to view. Your screen should look similar to the example below:

6. If you are done viewing the details and wish to return to the summary, click the

Show Summary link at the bottom of the page and the summary of Delivery Receipts will be displayed.


Closing Notes This concludes the SingleCopy Application Tasks for Users section.

Documents

Syncronex Single Copy 3.1 Users Guide