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How to File a BPA Worldwide

Business Circulation Statement

Using NEXT GEN

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Click Login

URL: http://efile.bpaww.com

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Enter User ID and Password, use your bpaww.com member services login

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• Make sure you are logged in as the right user. Click Statement Filing to begin inputting data.

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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.

Selecting the correct statement and filing period

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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.

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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.

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Non-Continuous Reporting

Turn non-continuous reporting on by clicking this checkbox.

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Table of Contents

Table of Contents:

Click text under Paragraph/Section to start

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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.

Publisher’s Info

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Create an Available Contact Name and Assigning Filing Contacts

1. Click on the New Contact button to add a new contact row.

2. Enter in the Contact’s first & last name, title, phone # and email address.

3. 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.

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To Edit or Delete an Existing Filing Contact

Use the red x’s to delete existing contacts associated with this filing

To edit an already existing contact, click on the pencil icon

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1. Select ‘Field Served’ Under ‘Available’ and click on the red arrow to move it over to the field titled ‘Current’.

2. Enter Field Served text into the text box titled ‘Statement’.

3. Click ‘Accept Edits’ to save your changes

4. Click ‘Save ‘ at the bottom of the screen

Field Served/ Definition of Recipient Qualification

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Notes section

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.

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Adding Issues for the first time

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.

Functions to add rows

Paragraph 1-2

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Adding Issues for the first time

Add Issue Name here.

Paragraph 1-2

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.

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Adding Issues for the first time

Paragraph 1-2

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.

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Previous issue TQs pulled from last filing

Indicia comment for P3a

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.

Set your analyzed issue #

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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.

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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.

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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.

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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.

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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.

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This is what the 1-2 will look like when you open it up using the excel export tool.

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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.

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Paragraph 3a – Business/Occupational Breakout

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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.

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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

Paragraph 3a – Row/Column Paragraph Options

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Row/Column Paragraph Options - Paragraph 3a Editing a Row

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.

Cancel Icon

Save &

Delete Icons

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•Click on the New button

•Type in your category

•Type any description in the notes

•Click the Save icon (diskette).

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.

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Default is the selection that will

appear, unless you are using a Medical code in your Paragraph 3a this will be your selection.

To add medical codes to your P3a

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.

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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.

Use the leveling arrows

to increase the the number

rows included

in the subtotal

Making a row SubTotal To create a new row that subtotals more than one (1) claimed category

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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.

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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.

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Row/Column Paragraph Options – Adding a New Column

Click on the NEW button same as with adding a row.

Please Note: If reporting digital

copies, the appropriate columns will automatically appear in the

column builder.

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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.

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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.

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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

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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 Notches to Paragraph 3a

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2.) Select the New Table and create the table in the

Row/Column Builder as you would a standard

Paragraph 3a.

To delete a table, after clicking on the ‘pencil’ icon,

press the ‘X’ button.

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

Adding Additional Paragraph 3a’s

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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!

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Paragraph 3b Standard Option

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1.) Enter claims in this

area and Save.

2.) Enter high/low figures in this area

and Save.

Select from the drop down menu to Select one of three

Paragraph 4 options. Standard

is the default.

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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.

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Paragraph 3b – Expanded option

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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.

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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.

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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.

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Reporting Continuous and Non-Continuous in Paragraph 3b

Use the drop-down menu to switch between the

Continuous and Non-Continuous 3b’s.

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Paragraph 3c

MCSA will populate directly from the analyzed issue’s claims, as entered on

the 1-2.

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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.

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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.

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Available Geographic

Tables

Geographic Tables selected to appear on the statement. Multiple

tables can be selected.

Add/Remove arrows.

Order Arrows. Use these arrows to place selected

tables in the desired order.

Paragraph 4 – Geographic Breakout

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Highlight a table from the “Available Geos” list and click

the green arrow.

The highlighted table will move to the “Selected” list

Adjust the order the tables appear by using the Up/Down

arrows on the extreme left.

Paragraph 4 – Geographic Breakout

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The highlighted table will load in the data entry below. Be sure to save your data before you toggle between

multiple tables.

Paragraph 4 – Geographic Breakout

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US by State/Zip Breakout

Enter claim data into the TQ Column for each corresponding Geographic location and save

data.

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US by Region Breakout

Enter claim data into the TQ Column for each corresponding Geographic location

and save data.

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1. Choose International by Region/Country from the Menu as discussed above

2. Each of 9 global regions are available in the Region Filter.

3. Select the 1st region you need to report from the drop down menu and click on SAVE at the bottom of the screen.

4. Enter in the claims and click SAVE before moving onto select another region to report from the menu.

5. Once all the geographic regions have been reported, click on Save.

6. If you would like to report geographic info by Continent only, enter the claimed circulation in the unspecified cell at the bottom of each region.

International Breakout by Region/Country

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Paragraph 4 – 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.

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Paid Subscription Analysis (formerly Paragraph 5 & 6)

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•Reporting Paid claims on your statement, select “Paid Subscription Analysis”.

To start, click on “add row” icon.

*Note: This section is for Continuous Circulation Only*

Paragraph Selection

Drop Down Menu

Prices

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1. Click on the cell in row 1, “Num. Issues” and begin to enter data. 2. Continue with “Offer Price” & “Total.” 3. Click the update Icon to update the spreadsheet. The add a row icon will

then become enabled. 4. To add another row for the next offer, use the add a row icon.5. Be sure to click on the SAVE button at the bottom of the screen.

Offers (Continuous Circulation Only) over 5% of total offers

Update Icon

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Offers (Continuous Circulation Only) over 5% of total offers

Enter Data Here

Calculations will be shown

here

Enter the claim data for:

Number of Orders, Gross Number of Issues and Gross Value of Offers

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Enter data in the provisions above and click the save button.

Use of Free Promotional Incentives

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Optional Reporting of Paid Subscription Analysis

Select ‘Hide Paragraph on Output’ from the drop down menu. This will omit the Paid Subscription Analysis from being reported

on the statement.63

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Three Year Calendar Analysis (formerly Paragraph 7)

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Claimed data needs to be entered here in the editable cells. The color key is provided.

***If you wish to REPORT Post Expire % on your printed statement in P7, please enter in the provision provided. Type in the % you wish to claim inside the text field labeled, “Post expire copies included in Paid circulation:”

Average Annual Order Price can also be entered into the cell provided.

Remember to click on the SAVE button

Post Expire Copies

AAOP

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Optional Reporting of Three Year Calendar Analysis

Select ‘Hide Paragraph on Output’ from the drop down menu. This will omit the Three Year Calendar Analysis from being

reported on the statement.

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Additional Data (formerly Paragraph 8)

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Using the glossary

2. From the Glossary drop down view the list of pre-populated comments available.

3. After finding the comment, click on the SELECT button above.

4. The Note text box will populate. You can fill-in the blanks and make edits or revisions inside this area that pertain to your filing.

5. Click on ‘Insert’ to see the comment move to the area above.

6. Click on the SAVE button.

1. From the drop down view the available Paragraph headings and select the desired heading.

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1. Enter the Paragraph # or heading in ALL CAPITAL letters inside the ‘Caption’ field .

2. Type in the comment as it is to appear on the circulation statement in the NOTE area.

If there are multiple sentences, to appear on separate lines, use ENTER on your keyboard to create a new line.

3. Click on ‘Insert’ to move the comment above.

4. Click on the SAVE button.

Creating your own comment (not in the glossary)

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To make changes to an existing comment

1. Click on Select for the existing comment you wish to alter.

2. The selected comment will appear as highlighted.

3. You can delete the comment entirely, by clicking on the Delete button

4. Make text changes by using the Update button.

5. To save changes, press the Save button.

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Logo & Cover Images

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To submit a LOGO, Cover Image or Qualification form, select the type of image that you would like to upload from the drop down menu and click “Add New Image.”

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1. Click Browse to find the graphic associated with this filing.

2. Click Save Image to assign find the graphic to the filing.

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**IMPORTANT** Please make sure cover shots and logos are

uploaded as a “png” file and saved at 300 dpi.

Designate your 4-color or black & white printing preferences using the

buttons provided.

If a black & white image is uploaded, the buttons will not be present as shown in the Cover Image example.

Please note: there is an additional e-services fee for including 4-color art images on the printed statement and

for including a cover image on the printed statement.

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Charts, Graphs and Maps

To add graphics to your circulation statement, please click the Charts, Graphs & Maps link

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Use the interface provided to indicate that charts, graphs or maps should be included on the circulation statement.

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The “Type of Chart” drop down menu allows the user to select the type of chart desired for a particular paragraph.

Please note that only the charts available for that paragraph, will appear in the drop down menu.

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The B&W or Color option can be used to designate if a particular graphic should be rendered in Black & White or in Color.

Please note that Charts, Graphs and Maps will not appear on the rendering of the statement, when “Data Review” is selected.

Maps to be included on statements should be emailed, with circulation figures included to: logo@bpaww.com

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Print and Ship Order Form

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1. Select ‘Hardcopy & Website’ or ‘Website Only’ using buttons provided at the top of the page.

2. Fill in shipping information in the fields provided.

3. Designate the quantity to be sent to this location.

4. Notice the Total Quantity of Hardcopies for your reference.

5. Press the save icon at the right of the page.

Once form is

complete, click on the save icon located

within the table.

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Edit an existing ship to location or qty by clicking on the edit icon.

Add an additional shipping qty or location by clicking the new link

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Send Your Comments to BPA

Use the Comments section to communicate to BPA instructions, questions, or errors you found while filing.1. Type your comment to BPA inside the Note text box.2. Click on Insert3. Click on SAVEYou can type as many separate comments as you wish. These comments will be viewable by BPA staff and others reviewing historically submitted filings.

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Data Review

After login, click on the Statement Review link at the top of the page.

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From the dropdown menu, select the appropriate publication and click the name of that publication.

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On this screen, you will be able to review the circulation statement in a similar format as the final version that will be printed and released on BPA’s website.

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When finished reviewing the Data Review, scroll down all the way to the bottom of the screen and fill in the appropriate fields.

When all fields have been filled in, click on ‘Release Statement to BPA.’

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Submitting your filing to BPA Worldwide

Red errors need to be corrected on your filing before it can be submitted. The warning messages in blue and black type are reminders to review your claims in situations where Next Gen cannot determine if a rule is being

broken. You can still submit your filing with the blue warning messages.

After clicking on ‘Release Statement to BPA.’ Click the ‘Confirm Release to BPA’. The statement has now been submitted to BPA.

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NEXT GEN will time out after approximately 45 minutes of inactivity, be sure to save changes before leaving for lunch, a

meeting, going home for the day, etc.

The Data Review copy is just a sample of the information entered into Next Gen. This is not your proof copy. The statement still has to be typeset and formatted. You will receive notice that your proof is available. Please proof your proof copy and not the data review copy. If you have the same number of tables and information (pie charts, etc.) as the previous cycle, you will have the same number of pages as the previous statement. If you have added additional breakouts, charts, forms etc. we will try our best to use the least number of pages.

Some Things to Remember

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Training and FAQ section

Click on these links to see upcoming training or archived webinars that are available. You can also search our FAQ and add any questions you may have regarding your filing in Next Gen.

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Training and FAQ section

1. Click on Search FAQ2. Use the drop down menu to select the section you have a question

regarding and then click on the Search button.3. To view ALL FAQ’s, select ALL and then click on the Search button.

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Training and FAQ Section

1. Click on My Questions 2. Click on New Question3. A box will appear to enter your question4. Once complete save your question by

clicking the Save icon

Someone from our Help Desk will answer your question. Check back by selecting My Questions to view the response.

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INTERNET EXPLORER version 8.0 users (Please note that if you are using IE 8 then you will need to click

the conversion button to the right of the address bar. This will set

your browser to be compatible with Next Gen)

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INTERNET EXPLORER version 7.0 & NEXT GEN

This is a workaround for a known occurrence between IE v.7.0 and NEXT GEN’s FarPoint Spread software.

Microsoft is presently working to correct this and will be releasing a patch to automatically perform this workaround.

Until the patch’s release here are the manual steps to the workaround:Current State of IE v.7.0

Internet Explorer 7 opens a message box asking if you want to access the clipboard whenever you click a cell in FarPoint Spread between page refreshes, it appears like this.

It defaults to “Don’t Allow” which could make copy paste operations impossible.

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The FixFrom the file menu bar, click on Tools\Internet Options

(If the menu bar isn’t showing on your screen, press the Alt key and the menu bar will appear.)

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Click the Security tab

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Click the “Custom level…” button

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Scroll down to the Scripting section, located almost at the bottom of the security settings list. In the Allow Programmatic clipboard access section, change the selection from Prompt to Enable and click OK.

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You will be prompted with this message box…

Click Yes. 

Click OK in any remaining open dialogs until you get back to the Internet Explorer browser window and you are done.

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Questions on using NEXT GEN to file?

Help Desk Analyst – Jim Beecher

203.447.2835

email: jbeecher@bpaww.com

OR

Production Specialist – Randi Bayne

203.447.2856

email: rbayne@bpaww.com