How to File a BPA Worldwide Business Circulation Statement Using NEXT GEN
URL: http://efile.bpaww.com Click Login
Enter User ID and Password, use your bpaww.com member services login
Make sure you are logged in as the right user. Click Statement Filing to begin inputting data.
Selecting the correct statement and filing period The Stage will display “In Progress” until your statement is submitted. Please make sure that the “Period Ending” is also correct. Click on the title under the heading Product to begin to enter in data.
Paid Reporting Turn paid reporting on in paragraphs 3a-4 by clicking this checkbox. Paid and Non-Paid columns will appear in paragraphs 3a-4.
Digital Reporting A check box is provided for Digital Reporting, however, this is not enabled for members. Only BPA staff can change this setting. If you wish to report digital please contact us for information.
Non-Continuous Reporting Turn non-continuous reporting on by clicking this checkbox.
Table of Contents Table of Contents: Click text under Paragraph/Section to start
Publisher’s Info To make changes to the publisher’s information. Select the address from the drop down list of available locations as it is to appear on Page 1 of the circulation statement. If the correct address does not appear select NEW from the drop down list and add the current address. To select the currency reported on the statement, choose the currency from the drop down menu. Click on SAVE at the bottom of the page.
Create an Available Contact Name and Assigning Filing Contacts • Click on the New Contact button to add a new contact row. • Enter in the Contact’s first & last name, title, phone # and email address. • Select the check box if the contact is the Filing Inquiry Contact and/or the Proof Copy Contact. There can be multiple contacts for each type. • 4. Press the diskette icon to save.
To Edit or Delete an Existing Filing Contact To edit an already existing contact, click on the pencil icon Use the red x’s to delete existing contacts associated with this filing
Field Served/ Definition of Recipient Qualification • Select ‘Field Served’ Under ‘Available’ and click on the red arrow to move it over to the field titled ‘Current’. • Enter Field Served text into the text box titled ‘Statement’. • Click ‘Accept Edits’ to save your changes 4. Click ‘Save ‘ at the bottom of the screen
To add a *Note that will appear on the Printed Statement below the Paragraph box, i.e. *See Additional Data. Type inside the text box, click on Insert. Click Save to save your work. Notes section
Paragraph 1-2 Adding Issues for the first time Functions to add rows When a filing is accessed for the first time, the 1-2 form will appear as shown above. Use the “Add or Remove Rows” and insert row functions to add the desired number of rows.
Paragraph 1-2 Adding Issues for the first time Add Issue Name here. Four rows have been added. Notice the scroll bar on the right which will help you navigate the rows. Place name in the Issue field and click the Save button.
Paragraph 1-2 Adding Issues for the first time The 1-2 form will place the issues in numeric order upon save. You may mark a buyers guide or other special issue by using the checkbox provided. Remember to add a Paragraph 9 comment for the Special Issue.
Previous issue TQs pulled from last filing Indicia comment for P3a Set your analyzed issue # Enter your data into the corresponding field by either entering in each number manually or copy and pasting using Ctrl+V. NEXT GEN will not accept a comma (,) ALL data entered must be without a place holder.
Paragraph 1-2 Reporting Non-Continuous Be sure that data is being reported in the Non- Continuous column. Claims must be shown in the Analyzed Issue in order for the changes to be made throughout the statement. This will then create the additional columns in Paragraphs 3a and 4. Also, an additional Paragraph 3b will be generated.
Paragraph 1-2 – Optional Reporting of Additions and Removals Uncheck this box to hide the adds/kills from appearing on the circulation statement. The adds/kills must still be reported for auditing purposes.
Entering Digital information on the 1-2 Publications reporting digital copies will have 4 1-2’s to select from in the drop-down menu. The first one is titled “All”. This screen just totals all of the other 1-2’s.
Entering Digital information on the 1-2 Enter your Print, Digital and Both figures in the additional 1-2 tables listed in the drop down menu.
Printing out the 1-2 Click on the Excel Export tool icon to open the 1-2 in excel format. This feature will allow you to view, save and print out the 1-2. The Excel export tool will also allow you to copy and paste figures from excel into Next Gen. When copying and pasting be sure not to include any commas. You will also find the Excel Export tool located in Paragraphs 3a, 3b, 3c, 4, 5, 6, 7 and 8.
This is what the 1-2 will look like when you open it up using the excel export tool.
Copying and Pasting Figures from Excel • Figures from an Excel spreadsheet can be placed into NextGen using the copy and paste function. • YOU MUST FORMAT WITHOUT COMMAS/PUNCTUATION • The destination fields in NextGen must be the same size as the source fields in Excel. (Ex. If the destination in NextGen is a field that is 4 columns by 3 rows, then the Excel data that is copied must also be 4 columns by 3 rows.) • Formulas that exist in Excel will NOT write over those in NextGen. Therefore, sub-total and total cells will be ignored in NextGen. Please allow NextGen to perform the calculations.
Paragraph 3a – Reporting Digital By unchecking this box it will allow for the Print and Digital columns not to be reported. The Data Review section will not show these figures. Print and Digital claims will still need to be entered to the paragraph.
Paragraph 3a – Row/Column Paragraph Options Row/Column Paragraph Options Display of the P3a table builder Preview Screen- Not For Data Entry. It is for visual reference only, claimed data entered won’t carry forward to P3a Row Editor – add/delete/edit Column Editor – add/delete/edit
Row/Column Paragraph Options - Paragraph 3a Editing a Row Save & Delete Icons Cancel Icon To make edits to an existing P3a category:1. Click on the pencil icon, the editing boxes will appear.2. Make the text edits, additions or deletions as needed.
To add a new Row To move a row up or down use the green and orange arrows. The number provision is the number of spaces that the selected row will move up or down. • Click on the New button • Type in your category • Type any description in the notes • Click the Save icon (diskette).
To add medical codes to your P3a Default is the selection that will appear, unless you are using a Medical code in your Paragraph 3a this will be your selection. For those reporting AMA med codes, BPA has created the list of available codes. Choose from either the alpha only or alpha/numeric from the drop down menu and use the diskette icon to save your selection.
Making a row SubTotal To create a new row that subtotals more than one (1) claimed category Use the leveling arrows to increase the the number rows included in the subtotal 1. Insert the new row, be sure that WHOLE NUMBER is selected from the drop down menu in the DATA USE column.2. Uncheck the box under Claimed data *.3. Remember to click on SAVE diskette icon for the changes to take effect. 26
Be sure all subtotaling rows & columns have an unchecked box.To have multiple subtotals one under the one, indent by using the leveling arrow and moving it to the right. Remember there is a helpful preview table above in the Row/Column builder to see if the layout is as you want it to appear on the printed statement.
Row/Column Paragraph Options – Changing the P3a table name 1.) Click on the pencil icon next to the table name. 2.) Type in new name. 3.) Press the diskette icon to save.
Row/Column Paragraph Options – Adding a New Column Please Note: If reporting digital copies, the appropriate columns will automatically appear in the column builder. Click on the NEW button same as with adding a row.
Paragraph 3a Data Entry Screen Claimed data MUST be entered on Paragraph 3a, not the builder. SAVE your data clicking the SAVE button at the bottom of the screen. 31
Adding Notches to Paragraph 3a Notch - Additional data at the bottom of Paragraph 3a, which is included in the qualified circulation, but not included in the crosshatch.
Adding Notches to Paragraph 3a 1. After Clicking the ‘Edit’ icon for the row you would like the notch to begin, click the button under the ‘Notch’ column’ 2.) Click the diskette icon to Save. To delete notch, click on ‘Clear Notch’ button.
Adding Notches to Paragraph 3a In the Preview Screen at the top of the Row Builder section, you will see the area that is notched in two shades of RED. The lighter hue are editable cells. The darker shade are locked cells (for totals or percentages) that will not appear on the output of the statement. (Please keep in mind that this is a preview screen only, the data must be entered in the Paragraph 3a section of the statement filing, not the Row/Column Paragraph Options page)
Adding Additional Paragraph 3a’s 1.) Click the ‘New’ button to add a new Additional Data table to the ‘Paragraph Tables’ section at the top of the Row/Column Builder section To delete a table, after clicking on the ‘pencil’ icon, press the ‘X’ button. 2.) Select the New Table and create the table in the Row/Column Builder as you would a standard Paragraph 3a.
Adding Supplementary Data 1. Choose Supplementary Data from the Paragraph Tables section at the top. 2. Add the rows and columns like you would a standard Paragraph 3a breakout. 3. Select the Paragraph 3a section from the Table of Contents. Then enter the Indicia in the box right above the breakout table. Don’t forget to press Save!
Paragraph 3b Standard Option Select from the drop down menu to Select one of three Paragraph 4 options. Standard is the default. 1.) Enter claims in this area and Save. 2.) Enter high/low figures in this area and Save. 42
If Applicable, enter in the number of sources and the data from the smallest and largest sources into the appropriate boxes. Click on the SAVE button at the bottom of the screen. If a source needs to be disclosed, select the corresponding source type from the drop down menu and click on the Add Item button. Then type in applicable source(s) in source text field.
Paragraph 3b – Expanded option Select Expanded from the drop down menu. This will show Paragraph 3b in the expanded format. 1.) Enter claims in this area and Save. 2.) Enter high/low figures in this area and Save. 44
Paragraph 3b – Minimum option Select Minimum from the drop down menu and then click the SAVE button if you would like to minimize the Source breakout. This will show Paragraph 3b in the Minimum format. 1.) Enter claims in this area and Save. 2.) Enter high/low figures in this area and Save. 45
Paragraph 3b – Reporting Digital By unchecking this box it will allow for the Print and Digital columns not to be reported. The Data Review section will not show these figures. Print and Digital claims will still need to be entered to the paragraph.
Reporting Continuous and Non-Continuous in Paragraph 3b Use the drop-down menu to switch between the Continuous and Non-Continuous 3b’s.
Paragraph 3c MCSA will populate directly from the analyzed issue’s claims, as entered on the 1-2.
Paragraph 3c – Reporting Digital By unchecking this box it will allow for the Print and Digital columns not to be reported. The Data Review section will not show these figures. Print and Digital claims will still need to be entered to the paragraph.
Paragraph 3c – Optional Reporting Select ‘Hide Paragraph on Output’ from the drop down menu. This will omit the Paid Subscription Analysis from being reported on the statement.