Newspaper Order

- Purpose
 

A Newspaper Order is a commercial order document used to manage and track the booking, publication, and billing of advertisements or notices placed in newspapers (print or digital).
 

It records what will be published, where, when, how many times, and at what cost, before the final invoice is issued.

A Newspaper Order is primarily a sales and scheduling document, not a payment confirmation.


 

- When to Use a Newspaper Order
 

Use a Newspaper Order when:
 

• Booking advertisements in newspapers

• Publishing public notices, tenders, or legal ads

• Scheduling classified ads

• Managing recurring newspaper placements

• Handling multi-date or multi-edition ads

• You need approval before billing

• Billing happens after publication or per schedule
  
   

  Common industries:
   

• Advertising agencies

• Media buying companies

• Legal offices (public notices)

• Government departments

• Marketing departments

• Publishers & newspapers
  
  
   

  - How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create Newspaper Order
   

  Navigate to Documents → Orders → Newspaper Order

  Click Add Newspaper Order

  Select or create:

• Customer / advertiser

• Company / billing entity

• Document language & currency
  
  
   

  2️⃣ Enter Advertisement Details
   

  Provide full ad specifications:
   

• Newspaper name

• Edition (city / region)

• Publication type:

  • Print

  • Digital

  • Both

• Ad category:

  • Classified

  • Display

  • Legal notice

• Ad size (cm, column-inch, banner size)

• Color type (B&W / Color)
  
  
   

  3️⃣ Scheduling Information
   

  Define when and how often the ad runs:
   

• Publication start date

• Publication end date

• Specific publication dates (optional)

• Number of insertions

• Frequency (daily, weekly, custom)
  
  
   

  4️⃣ Pricing & Commercial Terms
   

  Enter commercial details:
   

• Price per insertion

• Total insertions

•  Pricing is estimated until final publication confirmation.
  
  
   

  5️⃣ Additional Details
   

  Optional but recommended:
   

• Ad content or reference file

• Approval status

• Internal notes

• Sales representative

• Campaign or project reference
  
  
   

  6️⃣ Save Newspaper Order
   

  System automatically:
   

• Generates order number

• Stores schedule & pricing

• Marks order as Open / Pending

• Does not affect customer balance
  
  
   

  - PDF Generation
   

  A Newspaper Order PDF can be generated.
   

  PDF includes:
   

• Customer details

• Newspaper & edition

• Ad specifications

• Publication schedule

• Pricing summary

• Terms & conditions

• Approval/signature section
  
   

  Used for:
   

• Customer approval

• Internal confirmation

• Publisher coordination
  
  
   

  - Payment Behavior (Important)
   

  Newspaper Orders do NOT handle payments directly.
   

  ❌ No payment collection
  ❌ No receipts
  ❌ No balance impact
  ❌ No revenue recognition
   

  Payments are handled later via:
   

• Tax Invoice

  • Receipt / Receipt Tax Invoice
    
    
     

    - Relationship with Other Documents
    
     

    - Newspaper Order → Tax Invoice
    
    
    
    Newspaper Order
          ↓
    Publication Completed
          ↓
    Tax Invoice
          ↓
    Receipt
    
    
     

  • Order defines what should be published

  • Invoice bills what was actually published

  • Receipt confirms payment
    
    
     

    - Partial & Ongoing Orders
     

    Newspaper Orders support:
     

  • Partial invoicing

  • Multiple invoices per order
     

  • Example:
     

  • One order

  • Multiple publication dates

  • Monthly invoice generated for completed ads
    
     

    - Conversion & Linking
     

    Newspaper Orders can be:
     

  • Linked to Tax Invoices

  • Linked to Projects or Campaigns

  • This ensures:
    
    ✔ Accurate billing
    ✔ Transparent ad tracking
    ✔ No missed publications
    
    
     

    - API Support
     

    Newspaper Orders are fully supported via API.
     

    API Capabilities
     

  • Create Newspaper Order

  • Fetch orders

  • Update schedule or pricing

  • Link order to invoice

  • Generate order PDF

  • Track publication status
    
     

    API Use Cases
     

  • Media booking platforms

  • Advertising CRMs

  • Publisher integrations

  • Automated campaign management
    
    
     

    ⚙️ Settings Affecting Newspaper Orders
     

    Order Settings
     

  • Default order template

  • Approval workflow

  • Status stages (Draft, Approved, Published, Closed)
    
    
     

    Pricing & Tax Settings
     

  • Tax applicability

  • Discount rules
     

  • Template Settings
     

  • Newspaper-specific layout

  • Show/hide pricing

  • Approval & signature fields
    
    
     

    ✅ Benefits of Newspaper Orders
     

    ✔ Clear ad booking records
    ✔ Accurate scheduling
    ✔ Prevents billing disputes
    ✔ Supports recurring ads
    ✔ Integrates with invoicing
    ✔ Ideal for media & advertising workflows
    ✔ API-ready for automation
    
    
     

    - Summary
     

    A Newspaper Order is a critical sales and scheduling document for managing newspaper advertisements.
     

    It ensures:
     

  • Ads are properly booked

  • Publication details are documented

  • By separating order, publication, and billing, organizations gain better control, transparency, and financial accuracy.

  • Billing happens only after confirmation

  • Campaigns are tracked accurately