This is for Newsagencies Only

The Weekly Routine (Order of Operations)

To avoid data errors, follow this sequence every week:

1. Enter All Returns: Ensure all subagent returns for the week are scanned from the daily process.

2. Run Statements: Review and check balances for subagents.

3. Run Subagent Billing: Finalize the week’s financial charges if everything is correct.
   

4. Generate Next Week's Orders: Prep the system for Monday's arrivals.
   

Running Subagent Statements

Subagent statements provide a breakdown of deliveries and returns. Unlike retail customer statements, these can be previewed or printed multiple times.

• Access: From the main screen of Retailer, go to Customers → Subagent Statements in the top menu.

• Settings: Ensure the End of Week Date is correct, and the Print Statements for all Subagents box is ticked (unless you want to only run statements for one subagent).
  
  You may tick the box Show Coloured Bands on the Report, to highlight every second line for easier reading of statements.
  There are 3 blank lines where you can enter custom messages/communications to appear on the statements.
  Use the Options button to include/exclude certain information.
  Options available

  • Print non Billed Subagents – Prints statements for subagents who you aren’t charging currently, for example someone you have stopped but haven’t paid their account off yet.
    The following 3 options will appear grey and un-selectable unless you change to the ‘Old Subagent Statement format’. To do this double click on the heading Subagent Statements.
    

  1. Print Daily, Weekly and Other totals – Prints a subtotal area on the statement showing totals for Daily, Weekly and Other titles.
  2. Print Aging Information – Prints the aging summary of current, 7, 14, 21 days.
     Note: this prints on the 'new subagent statement format' by default and can’t be turned off.
  3. Include Discount against Orders – Incorporates the subagent discount into the price per item rather than showing this a total less a discount at the end of the statement.

  • Print in sequence order – Prints the statements in the Subagent Sequence order set in Retailer. Accessed from Setup → Newsagency → Subagent Sequence
  • Itemised Transactions – Itemises the statement when it is printed to show each individual item.
  • Show Subagent credit totals – Shows the total amount of credits across the aging balance on the statement.
  • Print Banking Details – Prints your banking details you have setup in Setup → System → Accounting on the statements.
  • Show Pay Type – Shows the method of payment of any payments printed on the statement.
  • Show Sale Notes - Shows any sale notes that have been added against transactions for the subagent.

• Click Preview to check your statements, and if correct, you can print them here. A screen will pop to email statements for subagents that have been setup to do this. See the section below about emailing statements.

• Reprinting: Never backdate a statement to reprint it. See How do I reprint Subagent Statements? for how to get previously generated statements.
  

  
  

  

  End of Week Date – This is the week ending date you are running the statements for. This generally shouldn’t be changed. Subagents are only run 1 week at a time and you should never backdate a subagent statement.

Emailing Subagent Statements

You can automate the delivery of statements to subagents via email through the statement preview screen:

1. Setup: In the Subagent’s Customer Profile (Customer screen → Contacts tab), enter their email and tick Send Customer Account via E-mail.

2. The Trigger: During the normal process of doing subagent statements described above, click Preview in the Subagent Statements screen.

3. The Send: Close the preview window. The system will then ask: "Would you like to send emails?" Click Yes.
   

For a guide to email settings, click HERE.

Subagent Billing (The Final Step)

This process "locks in" the charges for the week.

• Timing: Only run this after you have checked your statements for errors.

• Price Increases: Run billing before you update newspaper prices for the new week to ensure the subagent is charged the old price for the week just finished.

• Automatic Generation: Ensure the option to Generate orders for next week is ticked in the billing screen to save time.
  

Subagent Billing should be run straight after subagent statements. If this isn't done, it can cause the amount charged to the customer to be different to the amount shown on the statement.

1. From the main screen of Retailer, go to Customer → Subagent Billing.
2. The end-of-week date is filled automatically and can not be changed.
3. Ticking the Print full Audit tick box will list how much subagents were charged along with their new balance, while ticking Preview Audit will display a summary at the end with the total of the figures.
4. Ticking Generate Subagent Orders will allow you to generate the subagent orders at the end of the billing routine.
5. Click Start to begin the process.
6. If selected, the Audit Trail will be displayed and can be printed or saved as a PDF file.
7. Click Close.

The report does not automatically save, so this billing information cannot be retrieved later if not printed or saved to PDF here. You may use other reports like the Subagent Sales & Returns report to see what was sold to/returned from the Subagent for given weeks, and work out what the billing would have been.

Generating Subagent Orders Manually

If you need to prepare for Monday arrivals the following week, before you are ready to do billing for the current week:

1. From the main screen of Retailer, go to Customers → Generate Subagent Order in the top menu.

2. Select the Sunday of the coming week.

3. Click OK. You can run this multiple times without duplicating data.