Affiliate bookings allows individual publishers to book advertising space in other publications within their linked network of MagManager accounts.
Invoicing their client directly and paying the other publication a nett rate for the space.
A specific MagManager setup is required for affiliate bookings, contact support@magmanager.co.uk.
Steps to make an affiliate booking
Step 1 - Open the client record > Click the blue button 'Normal Booking' to switch to 'Affiliate Booking'.
Note: Once set to Affiliate Booking that setting will be saved, to turn it back to Normal Booking which will display only your own publications click the blue Affiliate Booking button.
Step 2 - As well as your own publications, the publications of your affiliates will be displayed > Click to book the issues & publications you wish to book into > Click complete Booking
Step 3 - Click New Advert and choose the advert size from the drop-down menu > Drag the pink artwork box down onto the booking line. (If you know different artwork will be used in each issue, then add 2 additional new adverts and drag & drop one to each booking line. As once booked, the advert associated with the booking cannot be changed, that includes changing it for the same advert size or to a new advert size.)
Step 4 - Enter the price being invoiced to the client in the first box and the price you are being invoiced from the affiliate in the second box > Click Save Booking, The difference in price is your commission on the sale.
Step 5 - To send a booking confirmation to your client click Save & Email or Print/Email if you have already saved the booking and reopened it.
Step 6 - A preview of the booking confirmation will appear, ready to email to your client and will include details of the bookings in your publications & the affiliate publications.
Admin email notifications
When making an affiliate booking, an automated email is sent to ALL admin users on the MagManager account the advert is booked into. example below:
If you have multiple admin users on your account each person will receive a notification of the affiliate booking.
A separate email is generated for each issue of the publication the client has been booked in to.
It's quite a complex booking set up. As each booking could include multiple issues and multiple publications with each of the publications run by different people, and each person needs to be notified that a booking has been made in an issue of their publication.
If you find you are receiving a large number of emails, the way forward would be to set up a filter on your email account to have these email automatically go into a specific folder which you can review instead of clogging up your inbox.
Ongoing Bookings
You cannot make ongoing affiliate bookings. If you try to turn the 'Ongoing' setting on you will get an error message 'Unable to get issues'
Affiliate bookings have to be made for a specific number of issues. The availability of issues you can book into will be based on the issues the affiliate has created in their account. See the notes 'How to add a new issue to a publication' for more information.
If you need a reminder to create future affiliate bookings - set up a future dated action. See the notes 'How to add an action' for more information.
How to add a flag
To highlight clients who have affiliate bookings you may wish to add a flag to their client record, to make them easily identifiable on the Clients & Invoicing Screens. See the notes on 'Company flags' for more information.
Step 1 - Open the client record.
Step 2 - Click the grey flag to add a flag.
Once added, the flag is displayed on client record.
How to search for a flag
Step 1 - Use the flags funnel search to display only client with the affiliate bookings flag.
Step 2 - Clients with Affiliate Bookings flags displayed on the Invoicing screen.
Invoicing the client
To raise an invoice for affiliate bookings from the client record
Step 1 - Open the client record.
Step 2 - Select Financial Tab.
Step 3 - Select Create Invoice Tab.
Step 4 - Select the bookings to invoice > Click Create Invoice for XX Bookings
Step 5 - Confirm the invoice date.
Step 6 - Click Create Invoices. The invoice will be created and appear on the invoices tab.
Step 7 - The invoice will include details of the bookings in your publications & the affiliate publications.
To raise bulk invoices for affiliate bookings from the Invoicing Screen
Step 1 - Go to Invoicing on the top navigation bar.
Step 2 - Select all the publications & issues from the sidebar.
Step 3 - Select the bookings to invoice.
Step 4 - Click the green button 'Create Invoices for 26 Bookings Now'.
Optional - or to refine the invoice search to pick up only clients with the 'Affiliate Booking Flag > Click the flag funnel icon > Select is 'Affiliate Booking' Flag > In this example it reduces the bookings down from 26 to 10 > Click the green button 'Create Invoices for 10 Bookings Now'
Step 5 - Enter the invoice date.
Step 6 - Click Create Invoices
Step 7 - To view the invoices > Select Invoice By Date > Select the publications & Invoiced in Month from the sidebar.
Step 8 - To print or email the invoices > Select the invoices then click the Email Invoices / Print Invoices button.
View a list of affiliate bookings you have made for other publishers
To see a list of the affiliate bookings you have made for other publishers.
Step 1 - Go to Bookings on the top navigation bar.
Step 2 - Select the publications & issue from the side bar.
Step 3 - Select the Affiliate Tab - All affiliate bookings for that issue will be displayed.
The Publication column displays the name of the publication the advert is booked into.
The Amount column displays the amount you are charging the client.
The Offered column displays the amount you will pay the affiliate.
Click on the up/down arrows in the headers to sort the order of display.
To refine the search to bookings in a single affiliate publication, type the publication name in the search box.
View a list of affiliate bookings you have received from other publishers
To see a list of the affiliate booking you have received from other publishers.
Step 1 - Go to Bookings on the top navigation bar.
Step 2 - Select the publications & issue from the side bar.
Step 3 - Select the Bookings Tab > All bookings for that issue will be displayed.
Step 4 - To refine the search enter the name of the Main Publisher who made the bookings in the search box > Only bookings made by that publisher will be displayed.
The Amount column displays the amount you will invoice the main publisher for the booking.
The Assigned To column is populated with the name of the first Admin user it finds in the company.
Steps to invoice the main publisher
You can invoice the main publisher both individually on the client screen or from the invoicing screen as part of your bulk monthly invoicing.
Step 1 - Open their client record.
Step 2 - Select the Financial tab.
Step 3 - Select Create Invoice tab.
Step 4 - Select the bookings to be invoiced.
Step 5 - Click Create Invoice for XX bookings.
Step 6 - Confirm the invoice date.
Step 7 - Click Create Invoices.
