new publiSher Guide - Ingram Content Group

New
publisher
Guide
A Guide to Successfully
Distributing Your
Titles Through...
Welcome to
Ingram Periodicals
Corporate
Headquarters:
Ingram Periodicals
18 Ingram Boulevard
P.O. Box 7000
La Vergne, TN 37086-7000
E-mail:
publisher@ingramperiodicals.com
Phone: (615) 793-5522
Fax: (615) 213-3376
We want to thank you for choosing Ingram Periodicals Inc. for your distribution
needs. With Ingram as your partner, you can enjoy the first-class service and
expertise that over 1,400 publishers have come to expect. Our reputation of
honesty and integrity is known throughout the industry, and we’re proud to provide
a variety of publisher programs and promotional opportunities that help increase
sales throughout the year.
Please take a moment and review this new publisher guide. Inside you will
find useful information such as UPC codes, operation procedures, shipping
instructions, accounting information, and more. Please make sure you complete
the title information and print order/production schedule forms and return with your
distribution agreement. In order for Ingram to start the distribution process we
must receive this information.
Ingram Periodicals Contacts
Dan Sheehan
Vice President & General Manager
(615) 213-5910
Deborah Blackburn Vice President, Sales and Publisher Relations
(615) 213-3580
Toyka Lee
New Title Prospect
(615) 213-3611
Becky Fuller
Accounts Payable Manager
(615) 213-3596
1
Online Reporting
Ingram Periodicals invites you to be a part of VISION (Visual Information Online Network), our online reporting system available
exclusively to publishers. Online reporting capabilities enable you to keep title sales and distribution progress in sight. Through
VISION, you can view, download, and print a variety of title performance and distribution reports. We understand that business
hours are no longer 9 to 5 and that your time is valuable. VISION can provide you with the information you need, whenever you
need it, 24 hours a day.
VISION Reports:
ABC Report: Shows by title all
distributed and returned amounts per
issue, broken down by geographical
region and state.
Barnes & Noble Point-of-Sale (POS):
Where available, reflects point-of-sale
information from Barnes & Noble.
Updated daily.
Barnes & Noble POS by Category:
Using POS data, shows how a title
is performing in each of Barnes &
Noble’s store categories.
Bulk Sales (All Titles): View title
distribution and return summaries for
any Ingram title.
Bulk Sales by Retailer/Issue: Shows
how your title performs in specific
retail outlets. Each report indicates
each issue’s distribution, returns,
net sales, and average sell-through
percentage.
Issue Distribution by Retailer: Shows
distribution information by retailers
receiving your title including the
number of stores, your title’s draw per
store, and your average draw.
Issue Reconciliation Report: Shows
issue specific transactions for all
of your titles including distribution,
returns, miscellaneous charges, and
payments.
Title Comparison by Retailer:
Compares a specific title and issue
to the top five titles in that same
category with the average sale and
sell through for each one.
Product Received by Warehouse:
Shows publishers exactly when the
product arrived per warehouse and the
quantity received.
Title Distribution Report (TDR):
Shows by account and warehouse the
current draw per title for the last issue
distributed. You may view which stores
are carrying your title, store location,
and title quantity.
Replenishment Summary by Issue:
Provides all relevant information
regarding replenishment orders into
Barnes & Noble.
Return Flow Analysis: Provides a
competitive history of return flow to
assist in analyzing sales performance.
Title Order Regulation Report (TOR):
This is a summary of the Bulk Sales
reports. Shows by issue the total
number distributed and returned as
well as the sell-through percentage.
Statement of Account: Reflects
items open on the publisher’s account
including invoices not yet due to be
paid, deductions for returns, shipping
and handling charges, and marketing
fees.
Title/Account Order Regulation
Report (TAOR): Shows by title all
distributed and returned amounts per
issue and account. The most current
12 issues are highlighted.
To Participate in VISION
You will need a computer with an Internet connection and Web browser to use VISION. Some reports are only
available through VISION. A password and tip sheet for accessing your reports will be sent to you within two weeks
of account setup. VISION is regularly upgraded to meet our publisher’s needs.
4
Universal Product Codes
Mandatory Cover Specifications
A Universal Product Code (UPC)
1
It is essential that you obtain a UPC for your magazine. The UPC identifies your magazine
for receiving, product tracking, returns, retailer stocking, and consumer purchase. The UPC
is the set of numbers along the bottom of the bar code. (Example: 0 74808 01817 8). The
five digits after the zero represent the manufacturer’s code. The next five digits, also known
as the bipad, identify the specific title. The last two digits after the UPC identify the specific
issue. Each title and issue must have its own unique UPC.
To obtain a UPC, contact Harrington Associates at
(401) 213-6830. If timing is critical, you may contact an
Ingram Account Representative for assistance in quickly
securing a UPC.
2
To order film to be printed on the cover, contact
Periodical Identification & Processing at (212) 996-6000.
3
1
Call Harrington Associates one week after submitting your application to receive your
bipad. Immediately supply Ingram with the new bipad.
The UPC must be printed on the front cover and must be scannable. No ISBN’s or ISSN
can be on the front cover and no UPC, ISBN, or ISSN can be on the back cover. The
UPC must pass a quality scan for your magazine to be distributed.
Price
2
When printing each issue, please include the U.S. price on the front cover.
Issue Date / Issue Number
3
Every issue must contain an issue date or issue number and should be coded according to
the chart below. The issue code must correspond with the month, season, or issue number
printed on the cover. Note: Each issue date or issue number can only be used once during
a calendar year. You can not use the same issue code back to back within 2 calendar years.
Example: issue 01 invoicing in Dec then invoicing 01 again in Jan of the following year.
QUARTERLY 2010
BIMONTHLY
ANNUAL
January 01
July 07
Spring 01
January/February 01
2010 05
February 02
August 08
Summer 02
March/April 03
2011 15
March 03
September 09
Fall 03
May/June 05
2012 25
April 04
October 10
Winter 04
July/August 07
2013 35
May 05
November 11
September/October 09
June 06
December 12
November/December 11
MONTHLY
5
If it is necessary for Ingram to place stickers over incorrect or missing cover dates, volume
numbers, price errors, ISBNs, ISSNs, or UPCs to distribute your title, there will be an
additional charge of $.28 per copy to you (subject to change). Stickering at the Ingram
distribution center may also result in delayed shipment.
Polybagged Magazines and
Promotional Item Standards
All polybagged magazines and promotional items must meet the following standards:
Polybagged Magazine Requirements
1. Polybags cannot exceed 2 1/2” around the magazine.
2. Polybags that fall outside of these standards will be taped down or the distributors
will remove the magazine from the poly before shipping.
3. Titles containing frontal nudity may require polybags or opaque polybagging prior to
distribution.
4. Do not polybag any supplements containing food, liquid, scented items, or items
hazardous to children.
Promotional Item Standards
Promotional items attached to the magazine must allow a stack of copies to lie flat.
Promotional items must not hinder the visibility of the UPC barcode and price.
If a supplemental magazine is included, it cannot contain a UPC or price. If it does, it
will be stickered over by the distributor prior to shipping to the stores.
Any magazine cover that advertises a magazine insert must be polybagged to ensure
the insert stays within the magazine.
If the polybagged magazine or promotional item does not meet the above
standards, IPI reserves all rights in refusing and delaying any publication for
distribution until the guidelines are met.
6
Standard Operating
Procedures
These policies and
procedures are designed
to aid you in the distribution of
your magazine through Ingram
Periodicals Inc.
Standard Operating Procedures
All titles must have a scannable UPC and price on the front cover. Titles
not properly coded are subject to a stickering charge to ensure proper
distribution and credit.
The publisher must supply Ingram Periodicals Inc. with a print order schedule
each year. Ingram will use its print order schedule to ensure that print orders
are sent to the publisher in a timely manner. Ingram will only distribute
product quantities indicated by the Ingram print order for each issue and as
required by the retail customers. Any overages shipped by the publisher will
not be distributed and may be destroyed at Ingram’s discretion.
The publisher must provide, with each delivery to the Ingram warehouse,
complete shipping documentation.
All price changes must be received in writing 60 days in advance of receipt of
affected issue, or payment will be made based on previously recorded price.
An invoice must be sent to Ingram’s Accounts Payable department for each
shipment sent to Ingram in order to receive payment.
Send invoices to: Ingram Periodicals
Attn: Accounts Payable Department
18 Ingram Boulevard
P.O. Box 7000
La Vergne, TN 37086-7000
All shipments sent COD will be charged a $100 fee; the actual freight charges
will be deducted from Ingram’s liability to the publisher.
Product received by 9:00 a.m. Monday will be invoiced to stores for Friday
delivery. Product received by 9:00 a.m. Wednesday will be invoiced to stores
for delivery the following Tuesday. Product must meet periodical industry
standards at the time of receipt to meet the invoicing schedule. Any special
processing needed may result in a delay of invoicing date.
Any routing of shipments between Ingram warehouses is at the expense of
the publisher and is subject to handling fees.
7
Ingram Periodicals Inc. will make every effort to advise our publishers of retail and
Ingram internal policies regarding outserts, inserts, poly-bags, UPCs, etc., but we
regularly experience something outside of the published guidelines. Ingram’s
policy is that it is the responsibility of the publisher to contact your Account
Representative about anything that is out of the norm and ask first before
proceeding. Due to items like misplaced or duplicated UPCs, inappropriate
value-added items, inserts that fall out of the magazine and jam equipment, etc., we
are required to sticker or poly-bag prior to distribution (at the publisher’s cost). In some
cases, we cannot distribute the issue at all. Ingram will not be liable for not properly
advising our publishers of every possible scenario that has existed (or will exist). The
rule is that if there is any question, check with your Account Representative first.
Shipping Instructions
Shipping Instructions
Ingram Periodicals has three distribution centers (DC). Your allotment notice will break
down quantity by DC. Inform your printer of these instructions for shipping product to
our DCs.
Shipping Addresses:
Ingram Periodicals
18 Ingram Boulevard
La Vergne, TN 37086-7000
(615) 213-3577
Ingram Periodicals
2837 East Cedar Street
Ontario, CA 91761
(909) 923-9446
Ingram Periodicals
1230 Ingram Drive
Chambersburg, PA 17201
(717) 267-5903
Please note that delivery appointments may be necessary and can vary by location.
How To Package Your Product:
Shipments of 20 cartons or more
should be palletized and shipped by
LTL carrier.
Pallets are required to be industry
standard (48x40) traditional wooden
pallets. Do not use nestable pallets.
Each shipment must have a packing
list attached to the outside of the
carton or pallet that includes total
number of copies shipped.
Each pallet and/or carton must clearly
state the title name, publisher name,
and total quantity.
Multiple pallets and cartons must be
numbered (e.g. 1 of 10, 2 of 10, etc.).
Pallets and cartons must contain
only one title each.
Pallets must be clearly marked with
consignee’s name.
Splits must be clearly marked with
version identification and clearly
separated.
Pallets must be secured with shrinkwrap and banding. Do not band the
individual boxes.
Do not ship product in gaylords.
Carrier bills of lading should
include number of bundles, number of
cartons, total copies, number of
pallets, and pallet weight.
Pallet height should not exceed 54
inches; pallet weight should not
exceed 2,500 pounds.
Magazines must be bundled in
increments of five (e.g. 5, 10, 15, etc.).
Receiving hours are 7:00 a.m. to
3:30 p.m. local time, Monday through
Friday.
Ingram reserves the right to refuse receipt of improperly shipped or damaged product
and to apply handling charges for not complying with the above request. Failure to follow
these guidelines may result in special handling charges. Product will be received “Subject
to Count” until a complete count has been obtained.
8
Accounting Instructions
Send Your Invoices
by Mail.
Please mail all invoices to:
Ingram Periodicals
Attn: Accounts Payable
18 Ingram Boulevard
P.O. Box 7000
La Vergne, TN 37086-7000
We must receive an invoice
from you in order to process
payment.
Accounting Instructions
In order to ensure timely payments you must provide invoices to the A/P
department. Please see the sample on page “10” on how to invoice.
Accounts Payable Reports
The following report is available on Ingram’s VISION system.
The Statement of Account reflects items open on the publisher’s account and is
available upon request. Possible open items include invoices not yet due to be paid,
deductions for returns, shipping and handling charges, and marketing fees.
The following reports will be mailed from Ingram’s Accounting Department:
The Product Receipt Report, sorted by Title ID and by issue, shows the quantity of
an issue that Ingram received from the publisher. The report is mailed once a week.
The Vendor Return Chargeback Report, listed by Title ID and by issue, shows the
quantity deducted for affidavit returns. When the retailer returns unsold covers to us,
we deduct from the publisher for those returns.
9
How to Invoice
How to Invoice
To ensure timely payment, please include the following information on your invoices:
Vendor ID Number—Please include the five digit account number as signed to you. The number
can be found on the vendor return chargeback or you can call Accounts Payable at (800) 627-6247.
Title of Magazine
Issue Name, Issue Number, and Issue Year
Bipad Number (the last five digits of your UPC code)
Cover Price (U.S. and Canadian)
Exchange Rate (applicable for Canadian publications only)
Quantity Shipped
Discount
Extended Cost
Example: Vendor ID: 2AB34
WHSE BIPAD TITLE
ISSUE
QTY
UNIT DISC. EXTENSION
PRICE
NA
XXXXX
General
Example: XXX
$X.XX Magazine 01/10
Title
WA
XXXXX
General Example: XXX
$X.XX Magazine 01/10
Title PA
XXXXX
General
Example: XXX
$X.XX Magazine 01/10
Title %
$XXX.XX
%
$XXX.XX
%
$XXX.XX
Grand
Total
$XXX.XX
Do not send invoices with product.
Instead provide packing slip with product shipments.
Mail invoices to:
Ingram Periodicals
Attn: Accounts Payable
18 Ingram Blvd.
P.O. Box 7000
La Vergne, TN 37086
10
Programs, Services, and
Fulfillment
Ingram Periodicals Fulfillment
Fulfillment Services from Ingram Periodicals delivers timely and accurate shipments of
magazines, flyers, catalogs, brochures, and premiums to retail outlets throughout the
United States and Canada.
Ingram will ship these products directly to retailers on your behalf. These services are
available at a competitive rate incorporating our volume-based freight discounts. The
actual rate is determined by the characteristics of the products and shipments involved.
Fulfillment Services is structured to meet your needs as you choose the services
provided. Options include:
Pick, Pack & Ship only
Shipment Tracking
Customized Packing Slip
Storage Space
Ingram will customize the process to distribute both single-unit or multiple case-lot
shipments from multiple locations to best suit your needs. The only “standard” part
of our Fulfillment Services is your complete satisfaction. For a quote or for more
information, please call 800-627-6247 ext. 33663.
Programs and Services
Marketing Opportunities
Our highly trained account executives will assist you in forming a marketing strategy
to reach your target market and maximize sales. We offer special advertising programs
and retailer promotions. With more than 25 years of industry experience, our Publisher
Relations management team and your account executive can help you make the best
decisions to stretch your marketing dollars.
Complete Title Analysis
Our turnkey analysis will help you find opportunities to expand your magazine
distribution to additional retail outlets. This program matches titles to comparable titles to
identify possible expansion opportunities into untapped circulations.
Online reporting through VISION
With Ingram Periodicals’ online reporting system you can view, download, and print
a variety of title performance and distribution reports. VISION is available 24/7 and is
updated each day with the latest sales information.
Order Regulation
Maximizing sales of magazines is our primary focus. Through our customer order
regulation systems, you will achieve the highest sales efficiencies in the direct channel,
without losing any opportunity to increase your sales.
11
Glossary of Terms
Glossary of Terms
ABC – The Audit Bureau of Circulations is an independent organization that audits the claimed
circulations of their publisher members for purposes of verifying those claims for advertisers.
A­llotment –The term generally used in referring to the number of copies of an issue scheduled
to be shipped to a distributor. The more common term for this is “draw.”
We hope you find this
glossary of frequently
used magazine industry
terms a helpful tool.
Bipad Number – A five-digit title identification number used for purposes of distribution, billing,
and credits for unsold copies.
Chains – Retail accounts with multiple locations.
Cover Wrap – An additional cover stapled or glued to a magazine. This is used primarily for
circulation and other promotional messages as well as to protect the cover.
Demographics – Characteristics of readers, including gender, age, income, industry, job title,
and others.
Draw – In single-copy sales, the number of copies of each issue of a particular title that are
distributed to specific distributors and retail outlets.
Full Cover Display – The most desirable position within a mainline display at retail, in which the
entire cover of the magazine is visible.
Mainline – The multi-title magazine display rack in retail outlets, often not at the front of the
store.
Make Order – In single-copy issues, a specific request for an additional quantity of a title to be
allotted to a distributor or retailer.
Newsstand Sales – An alternative term for single-copy sales.
Per-Pocket Fees – In single-copy sales, an extra fee paid to retailers on a per-pocket basis for
checkout or other auxiliary display.
Polybag – A plastic wrap around a magazine that allows enclosure of promotional materials or
premiums.
Prematures – Copies returned by the retailer to the distributor before the off-sale date.
Print-Order Schedule – Dates on which the publisher plans to produce each issue.
Sell-Through – The percentage of distributed newsstand copies that were actually sold.
Single-Copy Sales – Single copies of magazines sold at retail.
Offsale Date –The date that the copies of a particular issue of a magazine are due to be pulled
off retail displays.
Onsale Date – The date that the copies of a particular issue are scheduled to be put on display in
retail outlets.
Order Regulation –The practice of adjusting retailer draws based on sales history.
UPC – Universal Product Code, also known as a bar code. This item allows retailer scanners to
automatically input a magazine’s price and allows distributor equipment to identify the publication
sold and process returns.
12
Notes
Ingram Periodicals Inc.
18 Ingram Blvd.
P.O. Box 7000
La Vergne, TN 37086-7000
ingramperiodicals.com
51095-0510