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IPS Online Quick Guide for Newsagents Created 18th April, 2012, Updated 11

th Nov, 2016

Logging on ..................................................................................................................... 2

Returns .......................................................................................................................... 6

XchangeIT returns .......................................................................................................... 9

Re Delivery .................................................................................................................. 10

Paid Extras ................................................................................................................... 11

Edit supply ................................................................................................................... 12

Reports ........................................................................................................................ 13

Returns Report ................................................................................................ 13

Daily Delivery Report ....................................................................................... 14

Supply Report.................................................................................................. 15

Message Labels ............................................................................................... 16

Round Cards .................................................................................................... 17

Messages ..................................................................................................................... 18

Admin tab .................................................................................................................... 18

Feedback – Contact Us ................................................................................................. 19

Feedback – Address Update ......................................................................................... 20

Publication List ............................................................................................................ 21

Monthly Statements .................................................................................................... 22

User Guide ................................................................................................................... 23

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Logging On

1. Open your Google Chrome internet browser by double clicking on it.

2. Type in – http://publicationsolutions.com.au

3. If you are using Google Chrome save it in your Bookmarks to make it easier to find next time. Simply click on Favourites or Bookmarks and save. Once the website opens you can check out the publications, stories and information.

To go to IPS Online just click on the Newsagent Login icon.

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Log in screen

4. Log on using the User ID and Password emailed to you by IPS. If you do not have it or cannot remember it, contact our Customer Service team on 1800 606 477.

5. If you already have the User ID and Password enter them and click on Log In. The details are case sensitive so enter the information as supplied. 6. To change your password simply enter your User ID and click on Change Password. A new box will open (shown above). You will then be required to

enter your old password and your new password then Log In.

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Example email advising IPS Online User ID and Password

The email will provide you

with a link to the IPS

Online website address and

your individual username

and password.

100000

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This is the IPS Online Entry Screen.

The menu bar was updated recently to make it more User friendly and includes a tab for easy access to your monthly statement.

The Entry Screen consists of a number of important items. Customer Details Current week number Menu Bar Click on any of these to maintain your supply, check messages or download statements. Take the time to click through all tabs to see what’s available. Important messages Go to point for important messages or updates informing you of latest information. It’s important you keep checking this area.

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Returns tab

1. Choose Returns on the top menu bar when entering your returns.

2. Enter the returns quantity and click on Submit Returns.

3. Once you click on Submit Returns you will see a message outlining your Returns File Reference number and date of submission (see page 7)

If the Returns area is greyed out and you cannot

enter figures it’s possible you are set-up to send

your returns using XchangeIT.

Call Customer Service

on 1800 606 477

If an error message appears “Input string is not

in the correct format” log out and sign in again.

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4. Click on Print Returns Report. This report shows all returns processed during this transaction and must be sent with your mastheads. IPS requires that the number of mastheads match the number of returns submitted for every transaction.

5. If you find more returns during the two week recall period, add them to the total in the returns field (see below) and Submit. The second entry figure should always be larger than the first entry figure. Note: Always remember to finish by clicking on Submit Returns and Print Returns Report to send with the additional mastheads. Do not leave a field blank, if you have no entries type in zero.

6. All returns must be processed during the two week recall period. IPS allows an extra seven days for postage. Post a print-out of your completed Returns Report and include all corresponding mastheads to Integrated Publication Solutions, Locked Bag 55, Windsor South, NSW, 2756.

Please Note:

Publications will start appearing

in the Returns tab when the

recall period begins and will

remain for two weeks until

recall cut-off date.

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Example of Returns Report

This example shows the Returns Report (see above) you just generated and has the Returns Reference number as proof of the transaction.

This is the report you are required to send with your mastheads.

Other Reports available

If you require a summary of all returns over a specific date period you can use the Returns Report found under the Reports tab on the main menu. The report will give you details such as Publication, date entered, publication date and quantity and reference number for each separate transaction. The report can be used when checking your statement for returns details.

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XChangeIT returns If you process returns via XChangeIT

1. RTF (Returns) files are sent to agents every Friday and you have two weeks from that day to submit returns. Any late returns will not be accepted.

2. All electronic returns must be completed by 5.30pm each day.

3. You will receive an email advising your returns were successful, or if the returns submitted do not pass validation, you will receive an RTD Error email advising your returns have been rejected and the reason. Please call us immediately if you require more information.

Example RTD Error Email

4. Print your returns report to send with mastheads, keep a copy for your records.

5. Collate your mastheads or front covers showing relevant issue details.

6. Post mastheads and Returns Report to Integrated Publication Solutions, Locked Bag 55, Windsor South, NSW, 2756.

7. All returns must be processed during the two week recall period. IPS allows an extra seven days for postage.

LIST OF COMMON ERROR MESSAGES:

Issue code is invalid: Issue code does not match the original delivery file or something other than the issue code is typed in the issue code field.

Issue code is not in Matrix: Issue code does not match the original delivery file or the field is blank.

No RTF: This means you haven’t received a Return File (RTF) – normally occurs for early returns. We do not accept early returns.

Returns Exceed Net Supply: You cannot return more than you received.

RTD Sent After Returns End Date 01 Apr 2016 In this example – the returns cut-off was Friday 1

st April and

returns were received after that date. As we pay publishers based on sales after returns cut-off, we cannot accept late returns.

IF YOU RECEIVE ANY OF THESE MESSAGES PLEASE CONTACT US AS SOON AS POSSIBLE SO WE CAN ASSIST YOU.

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Re Delivery tab

The Re Delivery screen enables you to report undelivered or damaged supply and request re delivery.

1. Drop down box now available for Publication choice.

2. Add the re delivery amount in the Redelivery Qty field.

3. Choose a reason and click on Submit to finish.

This will trigger our Logistics Department to resend the order. If you do not require redelivery of the missing publications you can contact our Customer Service team on 1800 606 477 or email customerservice@publicationsolutions.com.au to request a Short Credit. This must be done within 72 hours.

Note: Short Credits can only be obtained by contacting Customer Service.

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Paid Extra tab

The Paid Extra tab is where you can request extra quantities if you have sold all of your normal supply and require more. It can be used for various reasons including stocking up for special events. The Paid Extra copies can be ordered during the publication on sale period.

1. Type in the required quantity in the Paid Extra Qty field.

2. Choose a reason from the drop down.

3. Click on Submit to complete.

4. You can run the Returns Report under the Reports tab to check the transaction.

5. If Paid Extras must be in by 3.00 pm daily for processing.

Note: Paid Extras are only available if there is extra stock on hand.

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Edit Supply tab This is where you can adjust your supply - reduce or increase your ongoing orders or top up for one week. Note: You can only cancel supply of a title if there are two consecutive editions of zero sales. If you need assistance adjusting your supply please contact Customer Service on 1800 606 477.

1. Select Week Commencing – select the relevant week from the dropdown.

2. We have a Publication drop down box to make selection easier.

3. To make a change click on Edit.

4. A new window will open to allow you to make the change. You have the ability to update This Issue or All Issues, just click on your choice.

5. Next change the supply amount.

6. Enter a Reason from the dropdown box.

7. Click on Submit to complete.

8. If the request is outside our business rules, you will get an error message.

You cannot reduce below your last two nett sales. Supply increases can be equal to or greater

than your last two nett sales. Please contact customerservice@publicationsolutions.com.au

or call 1800 606 477 for further assistance.

9. For all FAQs on IPS supply management business rules go to the IPS website on http://publicationsolutions.com.au and select FAQs from the top menu. You can also check your Trading Agreement.

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Reports tab

The Reports tab is very useful for checking your submitted returns, current supply, next deliveries due and your Monthly Statements. Four different types of reports are available.

- Returns Report

1. Select the Returns Report.

2. Returns Report requires a date range. You can display all or by page, just select the one you want.

The report shows the publication and quantity returned; it also shows the date the returns were submitted and reference number for the transaction.

3. Print the report if required.

Reports

Returns Report

Daily Delivery Report

Supply Report

Message Labels

Round Cards

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- Daily Delivery Report

The Daily Delivery Report enables you to keep track of the supply on order.

1. Select the Daily Delivery Report.

2. Daily Delivery Report requires a specific date. You can use it to see what is due to be delivered today – or you can go back two weeks to check what was due for delivery over that period. These publications have been locked down and distributed so this report is accurate for the daily deliveries.

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- Supply Report

The Supply Report enables you to keep track of your supply.

3. Select the Supply Report.

4. Supply Report shows supply in the system for you for the Current Week. This report is subject to change as some on sale dates may vary prior to supply lock down.

For example – DVL Dive Log due on sale on 24/11/2016 may not arrive in time for delivery on that date and we may need to move the date, this report is only a guide – for accurate reporting for your daily deliveries, choose the Daily Delivery Report.

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- Message Labels

Used for subscription stops and starts

1. Choose the correct date and select Submit – the stops and starts will display each time new messages are available

24682 SMITH START 23 SMYES LANE, EXAMPLE TOWN, VIC, 9000 0 0 0 0 0 1 0

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- Round Cards

The Round Cards report show the delivery details for each subscriber.

1. Click on Reports then select Round Cards and click on Submit

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Messages tab

The Messages tab is used by IPS to communicate Important Messages to agents. If you are an IPS Online customer or an XchangeIT customer this tab is an important point for you to check for information. We will post special offers, news items and important information including changes to publication recall dates or late delivery issues.

Admin tab – the Admin tab is used by IPS to upload the messages.

Notice the Admin tab is greyed out - it is for Office use only and is not available for newsagents.

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Feedback tab

- Feedback The feedback tab can be used as another option to contact IPS Customer Service.

1. Fill in your name and address and type your message. 2. Send Mail.

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Feedback tab - Update Address

This can be used for small changes such as typing errors or small changes to the billing address or the delivery address.

1. Choose the address you would like to change and click on Edit.

2. A new screen will pop up to enable you to make the changes required.

3. Once you have made the changes click on Update.

4. If you are relocating or changing your business name please contact Customer Service on 1800 606 477 and we will make those alterations for you.

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Publication List Click on the Publication List tab to open the IPS Publication List.

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Monthly Statements

You can download your Monthly Statements.

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User Guide

Download the guide: