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Accounting FAQ

Agreements I do not see a digital option in my renewal agreement. A recent ARC update now allows you to renew a print agreement without cancelling/reissuing the digital agreement. Now, since your digital agreement is already active, it does not "re-issue" with a new print deal as the digital agreement is connected to the account, not the agreement. So you do not need to re-issue the digital deal with the new print agreement. What is considered a billable ad? An ad is considered billable in the following cases: - All brand new ad designs - Additional edits requested after the initial proof - The design request takes more than 15 minutes - The design request changes the ad layout - Ads are resized (i.e. from a half page to a full page) Each publisher receives a set number of complimentary design credits per month based on their tier. Credits are used when clients request a new ad design. Check out Managing Design Service Credits and Fees for more information. Contract Cancelations My client is closing their business, how do I cancel their contract? In order to cancel a contract without additional fees, the Accounting Department requires proof of business closure. Ideally, we are looking for something official like articles of dissolution, but any public declaration of terminating their business would also work, such as a social media post.  Commissions I am a new publisher, when will I receive my first commissions check? New publishers get their first commission payment in the month of their first issue. If you have not received your commission check or have additional questions, please submit a support ticket. I changed banks, how do I change accounts for my commissions? To change your banking information for commissions please download the Direct Payment Authorization Form for Publishers and send all payment information to the Accounting Department at accounting@citylifestyle.com. Payments My client wants to run their payment directly through their bank account, how do I do this? Unfortunately, we no longer allow publishers to make manual payments using a client's bank account on their behalf due to legal reasons. However, clients are able to make payments using their bank account themselves from the Customer Portal the same way they'd run a credit card payment. If they are paying by manual check, that will be sent to the corporate office to be applied. As a reminder, our address is: 514 West 26th Street Kansas City, MO, 64108. My client wants to pay in advance for ___ months of ads. Clients can make payments for future insertions directly through the Customer Portal as they would normally make a payment. When clients pay in advance, those funds are put in what we call Deferred Revenue and Arc automatically pulls from them every time an invoice is generated for that client until the funds run out. 1. Go to the Payments tab in their account. 2. Click on the green Enter Payment button on the right-hand side. 3. Select the contract you wish to apply payment to. 4. Enter the amount of the payment that they would like to make. 5. Select the payment method and click Enter Payment. If you would like to create a manual invoice to include the specific amount of insertions, you can use the Invoice Template here. Can my client split their payment between multiple cards? Your client can split their payment method in the Customer Portal under the Invoices tab. 1. Select the invoice you are paying. 2. Hit the green Pay button. 3. Make sure to edit the amount of the payment to half of the full invoiced amount.  4. Select Credit Card / Bank Account as the payment method, choose the first card and click Enter Payment.  5. Click the green Pay button again and select the second credit card and click Enter Payment.  Has my check arrived? Where do I mail my check payment? Make checks payable to:​ Lifestyle Publications, 514 W 26th St, Kansas City, MO 64108 We check the mail every business day for checks and post them as soon as we receive them. If you don't see the check in your payment history we have not received your check. Why hasn’t my ACH payment been posted to my account? If a client pays via ACH payment (bank account to bank account), we require remittance for proof of payment before it can be applied to the client’s account in ARC. In order for ACH payments to be applied timely, clients must send remittance to: accounting@citylifestyle.com

Last updated on Jan 12, 2025

Managing Design Service Credits & Fees

Managing design services effectively controls costs and strengthens client relationships. Offering complimentary design credits adds value for clients, especially those with limited budgets or long-term agreements. Tracking and strategically pricing billable design services enables resource optimization and profitability. A profit and loss perspective on design credits, client fees, and costs helps publishers understand the financial impact of each request, leading to informed decisions that balance costs, enhance client relationships, and maximize returns. How many complimentary design service credits do I receive? How many creative requests am I allowed per month? Each publisher receives a set number of complimentary design credits per month based on their tier. Credits are used when clients request a new ad design. - Bronze & Silver Tiers: 8 client credits - Gold & Platinum Tiers: 12 client credits - Diamond Tier: 16 client credits - Black Tier: 20 client credits * Client-submitted print-ready ads or past ads with no/minor changes do not count toward complementary credits thus are not billable. ** During the launch process (first issue), publishers receive unlimited complimentary design services with no cost. Publishers can still bill clients for these designs to generate revenue ($50/$70 per design). What is considered a "billable ad"? An ad is considered billable in the following cases: - All brand new ad designs - Additional edits requested after the initial proof - The design request takes more than 15 minutes - The design request changes the ad layout - Ads are resized (i.e. from a half page to a full page) Please note, if you exceed your free ad credits, each additional billable ad will be charged a $50.00 fee that will be added to "Publisher’s Misc. Expenses".

Last updated on Jan 12, 2025

How to Upgrade/Increase an Ad

As long as you have written agreement from your client acknowledging and/or agreeing to the change in the contract, you can actually process the ad size increases from your end. Please note, though, that decreases, must go through Support. Here is a tutorial on how to upgrade an ad size:  How to Upgrade an Ad Size https://embed.app.guidde.com/playbooks/rGsxmuKzsYJN1xEwFAg7xd This guide will walk you through upgrading an ad size in ARC Go to citylifestylehq.com 1. Upgrading an Ad Size Upgrading an ad size can boost visibility and enhance the effectiveness of the client’s message by providing more space for content and creativity. It can also strengthen client relationships and improve retention by offering additional value, demonstrating the publisher’s commitment to the client’s success. Upgrading an Ad Size 2. Reporting Page In ARC navigate to the Reporting page on the left hand side Reporting Page 3. Generate the "Ad List" report Select the report titled Ad List from the drop down menu Generate the 'Ad List' report 4. Click "Display" Click display to generate the report Click 'Display' 5. Select client's insertion Locate the client you are wanting to upgrade the ad size for. Select their insertion under the Design column Select client's insertion 6. Select the upgraded ad size Select your upgraded new Ad Size from the dropdown list. Note that the ad sizes listed here are the only ad sizes available. Select the upgraded ad size 7. Update ad cost Input your updated ad cost. It is up to the publisher to decide how much the upgrade will cost. Some do it as a one-time selling tool in hopes that the client will want to upgrade permanently. Others do it as a selling tool to show the client what an upgraded Ad could get them, usually associated with a fee for the upgrade cost. Update ad cost 8. Click "Update" to upgrade that month's insertion Click on the "Update" button to apply changes. Note that this will only upgrade the month's insertion that is selected. The next month and the rest of the contract will be at the original contract size, unless the Publisher makes it a permanent upgrade. Click 'Update' to upgrade that month's insertion 9. Requirements The upgrade must be performed before the creative deadline. The insertion can only be deleted if no ads or materials have been uploaded. If materials were already uploaded you will need to submit a ticket to remove submissions Requirements This guide walked you through how to upgrade an ad size in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Update or Delete Client Payments (Print and Digital)

How to Edit or Delete a Client Payment Method in ARC https://embed.app.guidde.com/playbooks/txWhjQmEayccVFDJ9Sc2Am This guide will walk you through the process of editing or deleting a payment method in ARC, ensuring smooth transactions and accurate financial records. Go to citylifestylehq.com 1. Changing Payment Methods for a Client When a client’s card expires or they would like to use an alternative payment method for their monthly invoices, you may need to update their current card or delete an old payment method from our system. Changing Payment Methods for a Client 2. Click "Accounts" In ARC navigate to the Accounts tab on the left side of the screen. Click 'Accounts' 3. Click "Accounts" Navigate to the "Accounts" section Click 'Accounts' 4. Click on Account Name Search for the specific client account and click on the account name. Click on Account Name 5. Click "Payment Profiles" Access the "Payment Profiles" tab Click 'Payment Profiles' 6. Select Payment Method Click on the Payment Method you are needing to edit or delete. Select Payment Method 7. Edit or Delete The Payment Method will populate for you to edit the information or you can delete the method entirely. Edit or Delete 8. Click "Save" or "Delete Profile" Click Save to save the edits made to the Payment Method or Delete Profile to remove it. Click 'Save' or 'Delete Profile' 9. Confirm Deletion if needed If you are deleting the Payment Method you will need to confirm the deletion. Confirm Deletion if needed 10. ARC Error Please note that ARC will not allow you to delete a Payment Method if it is tied to a Print or Digital Agreement and will receive an error message. You will need add the new profile first. Then in the Agreements tab remove the old payment method from all agreements and then you will be able to delete the old payment profile. ARC Error 11. View Payment Method The payment profile can be updated on the bottom left side of the Print Agreements. View Payment Method 12. Change Digital Deal Payment Method And the payment profile can be updated found on the bottom right side of a digital deals. Change Digital Deal Payment Method This guide covered the steps to edit or delete a payment method in ARC, from accessing the payment profiles to confirming the deletion, streamlining payment management for efficiency Powered by guidde

Last updated on Jan 12, 2025

How to Update a Payment Method for a Client

How to Add or Update a Client Payment Method in ARC https://embed.app.guidde.com/playbooks/uPgeyVQBPxbF2ob2RMuDVg Learn how to efficiently add or update a client's payment method in ARC. Go to citylifestylehq.com 1. Adding and Updating Client Payment Methods On occasion you will need to enter a new payment method in ARC for a client. They might request this if they are providing that information in person, if they aren’t completely sure how to do it on their own in the customer portal, or they need to update their payment method but don’t have immediate access to a computer. Adding and Updating Client Payment Methods 2. Click "Accounts" In ARC navigate to the Accounts tab on the left side of the screen. Click 'Accounts' 3. Click "Accounts" Access the Accounts menu Click 'Accounts' 4. Click on the Account Name Search for the specific client account and click on the account name. Click on the Account Name 5. Click "Payment Profiles" Navigate to Payment Profiles Click 'Payment Profiles' 6. Click "Add Payment Method" In the top right corner click the green Add Payment Method button. Click 'Add Payment Method' 7. Enter Payment Information and Save Fill in all open fields with the payment method information and click Save to create the new Payment Profile. Note that both credit cards and bank accounts will require you to enter the client’s associated address. Enter Payment Information and Save 8. Verifying Payment Method After you save the Payment Profile, ARC will automatically run a $0 transaction to verify that the card is valid. If you receive an ARC error message stating the transaction was declined, the payment information was entered incorrectly or the client’s bank or credit card company flagged the $0 charge and the client will need to let them know the charge was authorized. Verifying Payment Method 9. Update Agreement if Needed A pop up will ask if you would like to update the current agreements to the new payment profile. Click No Thanks if you do not want the agreements to default to this payment profile. Update Agreement if Needed 10. Click "Agreements" If you are needing to change the default Payment Profile in an agreement, go to the client’s account in ARC and navigate to the Agreements tab. Click 'Agreements' 11. Click on Current Agreement Click on the Current Agreement. Click on Current Agreement 12. Select new Payment Method Scroll to the bottom of the page and click the circle next to Credit Card / E-Check. In the drop-down menu under Payment Method, select the new payment method. Select new Payment Method 13. Click "Update Payment Method" and "Save Agreement" Click the Update Payment Method button and then the Save Agreement button located on the right side of the page to update. Click 'Update Payment Method' and 'Save Agreement' This guide covered the process of adding or updating a client's payment method in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Split an Ad Insertion

How to Split an Ad Insertion https://embed.app.guidde.com/playbooks/4ZcrXvTuWxQJY9G1YCEcXS This guide will walk you through the process of splitting an ad insertion in a contract by submitting a support ticket in ARC. Go to citylifestylehq.com 1. Click the ? In ARC click the question mark logo in the top right corner to begin submitting a ticket. Click the ? 2. Select the "Accounting/Legal" category Select the Accounting and Legal category. Select the 'Accounting/Legal' category 3. Click "Still unsure? Contact us here." to submit a National Support ticket Scroll to the bottom to submit a support ticket. Click 'Still unsure? Contact us here.' to submit a National Support ticket 4. At the top of the Beacon, click "Ask" The National Support beacon will populate. Click "Ask" at the top of the beacon to begin. At the top of the Beacon, click 'Ask' 5. Click here to submit a support ticket To submit your ticket select the next prompt Click here to submit a support ticket 6. Fill in your magazine title Enter your magazine's title Fill in your magazine title 7. Select your Ad Deadline Select your correlating Ad Deadline Select your Ad Deadline 8. Select "Accounting + Legal" Under Department select Accounting and Legal from the drop down menu Select 'Accounting + Legal' 9. Select "Contract Changes or Pause" Select Contract Changes or Pause Select 'Contract Changes or Pause' 10. Click "Next" Click "Next" Click 'Next' 11. Add Subject In the Subject field, type "Please Split Ad Insertion for Client XYZ" Add Subject 12. Add Information Next include the current ad size, the requested new ad sizes and the length of the split. Click send to submit the ticket and the National Support team will get back to you within 48 business hours. Add Information In this guide you learned how to request to split an ad insertion through a support ticket in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Process an Opt-Out Cancellation Request

Opt-outs are processed when a client chooses to exercise the 12 or 18-month opt-out option built into their agreement, as outlined in the contract. This allows clients to conclude their participation earlier if they decide not to commit to the full term. By honoring this request, we ensure compliance with the agreed-upon terms and support the client's changing needs, maintaining a transparent and mutually respectful business relationship. Steps: 1. In ARC, navigate to the accounts tab on the left side of the screen. 2. Click on the “Accounts” Tab found towards the top of the page. 3. Search for the account name in the search field. 4. Other fields are not required but can be used to help filter your search. 5. Select your account from the list by clicking on the account name. 6. Select the Agreements tab. 7. Click on the client’s current agreement. 8. If the client has an opt-out clause in their agreement, you’ll find a statement like this towards the top of the agreement under “Ad Placement”.  9. If the opt-out option is not available, this information will not be listed. 10. If the client met the opt out deadline, Scroll to the bottom of the page and click the “Request Cancellation” button to process opt out.  11. In the Request Cancellation window that generates Select the first month / Year in which the ad won’t run (their opt-out month) 12. Click “Calculate”. This will generate a $0.00 Cancellation Request. 13. Click “Submit Cancellation Request” to process. 14. Your client will receive an email with a link to view the cancellation terms. They also can access the cancellation by going to the Agreements tab in their Customer Portal and clicking the red “Cancel" button. 15. From there your client will have two actions to select from 16. Continue Agreement OR; 17. Proceed with Cancellation 18. The client must select, proceed with cancellation in order to successfully opt-out and terminate the remainder of the contract. Requirements: - The Opt Out request must be submitted in writing at least 20 days prior to the Ad Deadline for the first insertion being removed. How to Process an Opt-Out Cancellation Request https://embed.app.guidde.com/playbooks/3sMZKKV4Cv1jQA4GFtFeVv This guide will walk you through how to process an opt-out cancellation request in ARC. Go to citylifestylehq.com 1. What is an opt-out? Opt-outs are processed when a client chooses to exercise the 12 or 18-month opt-out option built into their agreement, as outlined in the contract. This allows clients to conclude their participation earlier if they decide not to commit to the full term. By honoring this request, we ensure compliance with the agreed-upon terms and support the client's changing needs, maintaining a transparent and mutually respectful business relationship. What is an opt-out? 2. Click Accounts page In ARC click on the Accounts page on the left hand side Click Accounts page 3. Click "Accounts" Navigate to the "Accounts" tab. Click 'Accounts' 4. Search for the Account Use the search bar to search for the account then click on the account name Search for the Account 5. Click "Agreements" Access the "Agreements" tab. Click 'Agreements' 6. Click on agreement Click on the client's current agreement Click on agreement 7. View Deadline If the client is eligible for an opt-out, you will see their opt-out deadline underneath Ad Placements. If you do not see this deadline the client is not eligible for an opt-out. View Deadline 8. Click "Request Cancellation" If the client has met their opt-out deadline, scroll down and click Request Cancellation Click 'Request Cancellation' 9. Enter Opt-Out month and calculate Enter their opt out month, or the first month the ad won't run and click Calculate Enter Opt-Out month and calculate 10. Click "Submit Cancellation Request" Finalize by submitting the cancellation request. Your client will receive an email with a link to view the cancellation terms and either continue the agreement or proceed with the cancellation. Click 'Submit Cancellation Request' This guide covered the steps required to process an opt-out cancellation request in ARC for a client. Powered by guidde

Last updated on Jan 12, 2025

How to Process a Cancellation Request

Agreements may need to be canceled for various reasons, such as changes in the client's business, budget constraints, or dissatisfaction with performance. Properly processing a cancellation ensures clear communication of the terms, mitigates any potential legal or financial issues, and maintains professionalism. By handling cancellations effectively, both parties can move forward without misunderstandings, protecting the business relationship and allowing for smoother operational adjustments. Before initiating a cancellation, you will need to follow all of the steps on our Cancellation Checklist. Steps: 1. In ARC, navigate to the Accounts page on the left-hand side of the screen. 2. Click on the “Accounts” Tab found towards the top of the page. 3. Search for the account name in the search field. 4. Other fields are not required but can be used to help filter your search. 5. Select your account from the list by clicking on the account name. 6. Select the Agreements tab on the top of the account page.  7. Click on the client’s current agreement. 8. Scroll to the bottom of the page and click the “Request Cancellation” button. 9. Select the first month / year  in which the ad won’t run and hit calculate. 10. If any editorial was run, hit Add Editorial, select the magazine, month and year the editorial ran, and the number of pages. 11. Click Submit Cancellation Request. 12. Your client will receive an email with a link to view the cancellation terms. 13. Your client will receive an email with a link to view the cancellation terms. They also can access the cancellation by going to the Agreements tab in their Customer Portal and clicking the red “Cancel" button. 14. Your client will have two options to select from 15. Continue Agreement 16. Proceed with Cancellation 17. The client must select, proceed with cancellation and pay any cancellation in order to successfully cancel and terminate the remainder of the contract. How to Process a Cancellation Request https://embed.app.guidde.com/playbooks/6xvy47LizQk912YR4quxVi This guide will walk you through how to process a cancellation request in ARC Go to citylifestylehq.com 1. Processing a Cancellation Request Agreements may need to be canceled for various reasons, such as changes in the client's business, budget constraints, or dissatisfaction with performance. Properly processing a cancellation ensures clear communication of the terms, mitigates any potential legal or financial issues, and maintains professionalism. By handling cancellations effectively, both parties can move forward without misunderstandings, protecting the business relationship and allowing for smoother operational adjustments. Processing a Cancellation Request 2. Accounts Page In ARC, navigate to the Accounts page on the left-hand side of the screen. Accounts Page 3. Click "Accounts" tab Click on the Accounts tab found towards the top of the page. Click 'Accounts' tab 4. Search for the account Search for the account name in the search field. Search for the account 5. Click on Account Name Select your account from the list by clicking on the account name. Click on Account Name 6. Click "Agreements" Click the Agreements tab on the top of the account page. Click 'Agreements' 7. Select the agreement Select the client’s current agreement. Select the agreement 8. Click "Request Cancellation" Scroll to the bottom of the page and click the Request Cancellation button. Click 'Request Cancellation' 9. Select cancellation month Select the first month in which the ad won’t run. Select cancellation month 10. Click "Calculate" Click calculate Click 'Calculate' 11. Avoid error message Advertisers must submit a written cancellation request at least 20 days before the next ad submission deadline. If you try to cancel less than 20 days before the deadline, an error message will appear, and you won’t be able to proceed. You’ll need to choose the first available month that meets the 20-day notice requirement to move forward with the cancellation request. Avoid error message 12. Review Fees ARC will auto calculate the fees associate with the cancellation but some items may need to be manually entered. Review Fees 13. Cancel Fees Listed in the Terms and Conditions of the contractual agreement, the Advertiser will be charged a $200 cancellation fee. Cancel Fees 14. Open Rate Any advertising or design services included in the agreement that have already been invoiced will be re-invoiced at the current open rate for ads that have already been printed. The open rate is determined by the most recent Media Kit and may be higher than the rate originally agreed upon. Please note, we only re-invoice for the ads that were already printed, not for all insertions in the original contract. Upon cancellation, any balances that have been paid will be deducted, and the remaining amount owed will be based on these adjusted invoices. Open Rate 15. Add in editorial features if needed If an advertiser received editorial content, like an article or feature, and wasn’t charged before, they will now be billed for it at the open ad rate, depending on its size. For example, a full-page feature will be charged as a full-page ad. To include this in the cancellation, Click "Add Editorial" Add in editorial features if needed 16. Enter editorial details Enter the details about the featured editorials that were printed for the client. Enter editorial details 17. Click "Submit Cancellation Request" Click Submit Cancellation Request to send notice to the client. Click 'Submit Cancellation Request' 18. Cancellation Email Notice Your client will receive an email with a link to view the cancellation terms. Cancellation Email Notice 19. Cancel Agreement in Customer Portal They can also cancel the agreement through the Customer Portal in the agreements tab. Cancel Agreement in Customer Portal 20. Pay and Cancel Agreement In the link they receive, your client will have two options to select from. Continue Agreement or Pay and Cancel Agreement. The client must select Pay and Cancel Agreement in order to successfully cancel and terminate the remainder of the contract. If they close the screen without selection or select continue agreement the contract will stay intact. Pay and Cancel Agreement This guide provided a detailed walkthrough on processing a cancellation within Citylifestylehq. Powered by guidde

Last updated on Jan 12, 2025

How to Navigate the Payments Tab

How to Navigate the Payments Tab in an Account https://embed.app.guidde.com/playbooks/tmCsb4PixAhGqKT8ZEXbtY Learn how to efficiently navigate the Payments Tab in an account in ARC. Go to citylifestylehq.com 1. Click "Accounts" In ARC click on the Accounts tab on the left hand side. Click 'Accounts' 2. Click "Accounts" Navigate to the Accounts page Click 'Accounts' 3. Click on account name Search for the account using the search field and click on the Account Name to select. Click on account name 4. Click "Payments" Access the Payments tab Click 'Payments' 5. View Payments On this tab you will see all payments applied to the account. It also lists the payment method, if anyone manually created the payment, the amount, amount applied and amount refunded if applicable for each payment. View Payments 6. Payment Methods There are three types of payment methods: A check payment is a physical paper check, AuthorizenetCIM are credit card payments and ACH indicates the client paid directly using their bank account information. Payment Methods 7. Amount vs Amount Applied If the amount applied ever shows less than the amount of the payment, this would indicate the client overpaid and the additional amount is automatically applied to their next invoice. Amount vs Amount Applied 8. Click on Payment Click on the specific payment for more details. Click on Payment 9. Payment Details This page shows what month’s invoice the payment was applied to, the agreement number and insertion, payment method, amount and date applied. Payment Details This guide detailed the steps to effectively navigate the Payments Tab in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Navigate the Invoices Tab

How to Navigate the Invoices Tab in an Account https://embed.app.guidde.com/playbooks/3KHBU2CVaRNSNBH4mXfsyD Discover how to efficiently navigate the Invoices Tab in an Account in ARC. Go to citylifestylehq.com 1. Invoices in an Account The Invoices tab is where the invoices generated and sent to your client can be viewed. It is where you can see whether a client’s payments are up to date and, if not, see what invoices are still outstanding. Invoices in an Account 2. Click "Accounts" In ARC click on the Accounts tab on the left hand side. Click 'Accounts' 3. Click "Accounts" Navigate to the "Accounts" section Click 'Accounts' 4. Click on Account Name Search for the account using the search field and click on the Account Name to select. Click on Account Name 5. Click "Invoices" Click on the Invoices tab. Click 'Invoices' 6. View Invoices This will show all invoices, what issue the invoice was for, the total cost and any outstanding balances under Total Due. View Invoices 7. View Invoices Invoice numbers are a combination of the year and month the invoice is for and the agreement number preceded by zeros to make it 8 digits long. View Invoices 8. Invoice Details Click on the invoice for more details. Here you will see the ad size, magazines the ad ran in, the amount the client was charged and if there is a balance due. If the invoice has been paid, it will show $0.00 under Amount Due. Invoice Details 9. Download or Email PDF You can download a PDF file of the invoice here as well as email it to the client. The email will be sent to the primary and billing contacts on the account. Download or Email PDF This guide covered navigating the Invoices tab in an account in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Navigate the Agreements Tab

How to Navigate the Agreements Tab in an Account https://embed.app.guidde.com/playbooks/oDTKKms7qyt3rjGTAeQjaS Explore how to efficiently navigate the Agreements Tab in an Account in ARC. Go to citylifestylehq.com 1. Click"Accounts" In ARC click on the Account tab on the left hand side. Click'Accounts' 2. Click "Accounts" Navigate to the "Accounts" section Click 'Accounts' 3. Search for Account Search for the account using the search field and click on the account name. Search for Account 4. Click "Agreements" Access the "Agreements" section Click 'Agreements' 5. Print & Digital Agreements Here your Print and Digital Agreements will be listed. Print & Digital Agreements 6. Current Print Agreements Print Agreements will have an ID number, start and end date, owner, print manager, rate per month, and the total value of the agreement. Current Agreements are active or future print insertions. Click on the agreement to view the details of that agreement. Current Print Agreements 7. Past Print Agreements Past Agreements are no longer active. To view previous agreements, click on the plus sign next to "Past Agreements" to expand the list and select the agreement you wish to view. Past Print Agreements 8. Digital Agreements The Digital section displays the digital agreement details, including the product, deal ID, sign date, start and end date, Marketing Area, Digital Manager, and the monthly rate. Digital Agreements 9. New Print or Digital Deals You can also create new agreements by clicking the New Print Deal or New Digital Deal buttons to the right. New Print or Digital Deals This guide covered navigating the Agreements Tab within ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Manually Process a Credit Card Payment

Processing a manual payment is necessary when automated payment systems are not in place or have failed. It ensures that the client’s payment is still recorded accurately and in a timely manner, preventing any service disruptions, late fees, or penalties. Handling manual payments also allows for flexibility in special cases, such as custom payment arrangements or when resolving issues with billing. This process ensures accurate financial records and maintains client satisfaction by accommodating their payment preferences or resolving any issues quickly. Manual Invoice Template.pdf Steps: 1. In ARC, navigate to the Accounts page on the left-hand side of the screen. 2. Click on the “Accounts” Tab found towards the top of the page. 3. Search for the account name in the search field. 4. Other fields are not required but can be used to help filter your search. 5. Select your account from the list by clicking on the account name. 6. Select the invoice tab located towards the top of the page. 7. Click on the open invoice you want to make the payment for.   8. Look for the invoice with a balance due. 9. Click "Pay" found on the bottom right side of the screen. 10. Enter the amount you want to charge. 11. Select the type of payment method. 12. For credit card payments: If there are multiple options, choose the payment profile you want to process. 13. Enter the payment. If the payment fails, refer to Accounts Receivable Management and Communication How to Manually Process a Credit Card Payment https://embed.app.guidde.com/playbooks/aJJzBpgT3BtKQq4HrAEhLh In this guide you will learn how to manually process a credit card payment in ARC to collect on an outstanding balance. Go to citylifestylehq.com 1. Manually Processing Credit Card Payments Processing a manual payment is necessary when automated payment systems are not in place or have failed. It ensures that the client’s payment is still recorded accurately and in a timely manner, preventing any service disruptions, late fees, or penalties. Handling manual payments also allows for flexibility in special cases, such as custom payment arrangements or when resolving issues with billing. This process ensures accurate financial records and maintains client satisfaction by accommodating their payment preferences or resolving any issues quickly. Manually Processing Credit Card Payments 2. Accounts Page Navigate to the Accounts page on the left-hand side of the screen Accounts Page 3. Click "Accounts" Click on the Accounts tab at the top of the page Click 'Accounts' 4. Click on Account Name Search for the account you are applying the payment to and click on the Account Name Click on Account Name 5. Click "Invoices" In the Account click on the "Invoices" tab. Click 'Invoices' 6. Click on the invoice Click on the invoice you are applying the payment to. It will show a balance due. Click on the invoice 7. Click "Enter Payment" Click the "Pay" button to enter the amount being charged, select the payment method and card on file. Click Enter Payment to process. Click 'Enter Payment' This guide provides a straightforward process to efficiently process payments in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Delete a Zero-Dollar Ad Insertion

How do I delete a Zero-Dollar insertion? This guide will walk you through how to delete a zero-dollar ad insertion in ARC. How to Delete a Zero Dollar Ad Insertion https://embed.app.guidde.com/playbooks/5gKjP2EwmpYXH8WYjaiWef This guide will walk you through how to delete a zero-dollar ad insertion in ARC. Go to citylifestylehq.com 1. Why would you delete a Zero-Dollar Ad Insertion? Zero-Dollar Ad Insertions are typically created as placeholders for trade agreements or special deals where no payment is required. However, if the client decides not to run the ad for that month for whatever reason, the Zero-Dollar Insertion must be deleted to ensure accurate records and that only active and confirmed ads are included in the publication. Why would you delete a Zero-Dollar Ad Insertion? 2. Reporting Page In ARC, navigate to the Reporting page on the left-hand side of the screen. Reporting Page 3. Select the "Ad List" Report Select the "Ad List" report from the drop down menu. Select the 'Ad List' Report 4. Select the Month and Year Select the correct month and year then click "Display" to generate the report. Select the Month and Year 5. Locate the Client in the Ads List Scroll through your Ads List until you locate the client whose ad insertion you would like to delete. Locate the Client in the Ads List 6. Click on the insertion Click on the client's insertion listed in the Design column. Click on the insertion 7. Click "Delete" In the pop up window, click "Delete" to remove the insertion. Click 'Delete' 8. Click "Yes" Confirm the deletion by selecting "Yes. The ad insertion will be deleted for that specific month and year. However, it will re-populate for the following month of the contract. Click 'Yes' 9. Requirements Please note that the ad insertion must be deleted before the Creative Deadline and can only be deleted if no ads or materials have been uploaded prior. If materials have been uploaded, submit a support ticket to have the insertion deleted. Requirements This guide walked you through how to delete a zero-dollar ad insertion. Powered by guidde

Last updated on Jan 12, 2025

How to Change Design Services in an Agreement

How to Change Design Services in an Agreement https://embed.app.guidde.com/playbooks/113wHEgv7rupr5fVUcv6zE Learn how to modify design services in an agreement in ARC. Go to citylifestylehq.com 1. Click "Reporting" In ARC, click on the Reporting tab on the left hand side. Click 'Reporting' 2. Select the Ad List report and the Magazine and Month Under the Reporting tab, select the Ad List report from the drop down menu as well as the magazine and month you would like to generate the report for. Click Display to run the report. Select the Ad List report and the Magazine and Month 3. Select Client Locate and click on the client you are wanting to change design services for. Select Client 4. Select Agreement ARC will automatically populate the Agreements Tab in the account page. Under the current agreements section, select the agreement you would like to modify the services in. Select Agreement 5. View Ad Placements seciton Under the Ad Placement section you will see a Design Services drop down and a designated place to enter the design services fee value. View Ad Placements seciton 6. One Time Design Services There are four options for Design Services. The One Time Design Service gives clients access to the creative design team to create their ad for one insertion throughout the duration of their agreement. The fee will default to a one time fee of $695, although the publisher can override and enter any desired amount. One Time Design Services 7. Unlimited (Monthly Fee) The Unlimited Design Service with a monthly fee gives clients access to the creative design team for every insertion in the agreement. The fee will default to a monthly fee of $70 but the publisher can override and enter any desired amount. Unlimited (Monthly Fee) 8. Unlimited (Upfront Fee) The Unlimited Design Service with an upfront fee also gives clients access to the creative design team for every insertion in the agreement. This option will default to a one time fee of $795 but can be adjusted by the publisher. Unlimited (Upfront Fee) 9. Customer Provided Customer Provided will not give access to our design team and the client will provide their own ad keeping in mind our team will not be able to make any edits to the design. There is no cost associated with this. Clients with design services also have the option to provide their own ad. Customer Provided 10. Update Design Once the desired design services and fee have been changed, click Update Design to save. Update Design This guide walked you through the process of updating design services within ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Add an Insertion to a Contract

How to Add an Ad Insertion to a Contract https://embed.app.guidde.com/playbooks/hHB8zYRfnaBWcxJyXQPCvF This guide will walk you through the process of adding an ad insertion to a contract by submitting a support ticket in ARC. Go to citylifestylehq.com 1. Why add in an ad insertion? Adding an ad insertion into a contract helps publishers meet client needs, fix issues, or offer extra value. This could be for a missed ad, bonus exposure, or part of a promotion. Insertions can be priced at any amount, even $0, as long as they align with the advertiser’s goals and are added before the monthly ad deadline. Flexibility with insertions strengthens relationships and keeps the magazine on schedule. Why add in an ad insertion? 2. Click the ? In ARC click the question mark logo in the top right corner to begin submitting a ticket. Click the ? 3. Select a category Select the category related to your request. Select a category 4. Click "Still unsure? Contact us here." to submit a National Support ticket Scroll to the bottom to submit a support ticket. Click 'Still unsure? Contact us here.' to submit a National Support ticket 5. At the top of the Beacon, click "Ask" The National Support beacon will populate. Click "Ask" at the top of the beacon to begin submitting a support ticket. At the top of the Beacon, click 'Ask' 6. Click "Submit a ticket" Under start a conversation, click submit a ticket to begin. Click 'Submit a ticket' 7. Fill in your magazine title Enter your magazine's title Fill in your magazine title 8. Select ad deadline Select your correlating deadline Select ad deadline 9. Select "Account + Legal" Under Department select Accounting and Legal from the drop down menu Select 'Account + Legal' 10. Select issue Next select the issue that best fits your request Select issue 11. Click "Next" Click "Next" Click 'Next' 12. Add subject Enter a subject such as Add an Ad Insertion for Client Add subject 13. Add detailed information Next provide the following detailed information about the specific request such as Account Name, Insertion Size, Cost and the term you want insertion added for. Add detailed information 14. Send message Click Send Message to submit the ticket. You will receive an email confirmation and the support team will contact you with a solution or ask for any other information they may need within 24 business hours to help solve the request. Send message This guide walked you through how to add an ad insertion to a contract through submitting a support ticket in ARC. Powered by guidde

Last updated on Jan 12, 2025

Advertising Agreement Terms and Conditions

Advertising Agreement PDF Acceptance By signing below, and by advertising with Lifestyle Publications, LLC, its successors and assigns (City Lifestyle), Advertiser, its successors and assigns and including its buying agencies or services (Advertiser) agrees without limitation or qualification, to be bound by, and to comply with these Terms and Conditions. Provision of Advertising Materials Advertiser will provide all materials for the advertisement in accordance with City Lifestyle policies in effect at the time, including without limitation to the manner of transmission to City Lifestyle and the lead-time prior to publication of the advertisement. City Lifestyle shall not be required to publish any advertisement that is not received in accordance with this provision and may substitute a previously published ad or other ad in City Lifestyle's sole discretion. If the Advertiser fails to provide materials in accordance with this provision, Advertiser will be charged for the ad space reserved whether the advertisement runs in the publication or not. Positioning Except as otherwise expressly provided in the Advertising Agreement, positioning of advertisements and all layout decisions within the magazine or on any page is at the sole discretion of City Lifestyle. Full Payment Advertiser agrees that full payment of the contract price must be rendered in order for the terms of the contract to be satisfied. Payment is not dependent upon receipt of tear sheets. No partial payment or prorated amounts will be accepted as payments in full unless otherwise specified in writing. Invoices are due upon receipt. Failure to pay the amount due for more than 30 days will constitute a material breach by the Advertiser which gives City Lifestyle the right to cancel publication of future advertisements and collect based on the terms under Cancellations below, to be exercised at City Lifestyle’s sole discretion. All accounts past-due more than 30 days will incur interest charges of 1.5% per month. Advertisers will be charged a $30 fee for each returned check.  Cancellations Advertiser understands that City Lifestyle offers discounted rates for multi-month contracts, and that City Lifestyle relies on Advertiser’s agreement to fulfill a multi-month term in its business planning, in determining magazine layout and forecasting, and in determining publishing rates and schedule. Advertiser understands and agrees that City Lifestyle will incur damages that may be difficult to quantify by Advertiser’s early cancellation. If Advertiser cancels this contract for any reason, Advertiser will be charged a $200 cancellation fee and all published advertising and design services under the contract will be re-invoiced at the open (month-to-month) rate for advertising and the applicable design services rate published in City Lifestyle’s most current Media Kit. Advertiser understands that the monthly ad rate in the most current Media Kit may differ from and supersedes the rate presented at the time of signing for the purposes of re-invoicing under this section. Upon cancellation, Advertiser will be charged the most current open rate for all editorial content published as part of the Advertising Agreement, if Advertiser had not been previously charged for it. Editorial content shall be charged at the open rate for advertising, according to the size of the editorial. For example, if editorial is a full page, the Advertiser will be charged the open rate for a full page ad. Advertiser must give written notice of cancellation 20 days prior to the next scheduled ad submission deadline. The contract will only be deemed canceled when Advertiser has paid in full all amounts due, unless otherwise stipulated in writing by an authorized agent of City Lifestyle. Rejection of Advertisement Advertiser understands that City Lifestyle is a family-friendly publication, that it upholds strict graphic and editorial standards, and that it works diligently to maintain its public image. Not all advertisements will be consistent with City Lifestyle’s family-friendly purpose and/or image, or meet the publication’s graphic and editorial standards. Therefore, Advertiser understands and agrees that City Lifestyle may, at its sole discretion, reject advertisements for publication for any reason whatsoever. If City Lifestyle rejects an advertisement for publication, Advertiser may submit an acceptable replacement advertisement within City Lifestyle’s deadlines for publication. Copyrights All advertising that represents the creative effort of City Lifestyle and/or the utilization of creativity, illustrations, labor, composition, or material furnished by City Lifestyle remains the property of City Lifestyle, including all copyrights, unless otherwise stated in writing and signed by Advertiser and an authorized agent of City Lifestyle. Advertiser understands and agrees that it cannot authorize reproductions, in whole or in part, of any such advertising, unless specifically allowed in writing by an authorized agent of City Lifestyle. City Lifestyle may edit or otherwise alter any editorial content submitted and retain all copyrights in the published content. No Warranty City Lifestyle MAKES NO WARRANTY, EXPRESS OR IMPLIED, WITH RESPECT TO ANY MATTER, INCLUDING WITHOUT LIMITATION ADVERTISING AND OTHER SERVICES, AND EXPRESSLY DISCLAIMS THE WARRANTIES OR CONDITIONS OF NONINFRINGEMENT, MERCHANTABILITY, AND FITNESS FOR ANY PARTICULAR PURPOSE. Limitations of Liability In the event that City Lifestyle fails to publish an advertisement and/or editorial in accordance with the schedule provided in the Advertising Agreement, or in the event that City Lifestyle fails to deliver the full time period prescribed in the Advertising Agreement, or in the event of any other failure, technical or otherwise of such advertisement and/or editorial to appear as provided in the Advertising Agreement, the sole liability of City Lifestyle and exclusive remedy of Advertiser shall be limited to placement of the advertisement and/or editorial at a later time until the total advertising time is delivered, unless the magazine is discontinued or City Lifestyle cancels this Advertising Agreement, which it may do at its sole discretion, in which case all obligations beyond the last issue published are relieved after full payment for outstanding invoices is made. Claims for any failure must be made within 30 days following the date of such failure. IN NO EVENT SHALL City Lifestyle BE LIABLE UNDER THIS AGREEMENT FOR ANY CONSEQUENTIAL, SPECIAL, LOST PROFITS, INDIRECT OR OTHER DAMAGES, WHETHER ARISING IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE. Advertiser Warranty and Indemnification Advertiser warrants and represents (1) that any ad and/or materials submitted does not violate applicable law, including trademark, copyright or other property rights of any third party, and (2) that Advertiser is authorized to publish the ad and/or materials submitted. Advertiser agrees to hold harmless and defend at their sole cost City Lifestyle from any liability, loss or expense (including court costs and attorneys’ fees), arising out of any breach of the aforementioned warranties and representations.  The person signing this agreement on behalf of Advertiser warrants that he or she has the authority to enter into this binding Agreement on behalf of Advertiser.  Force Majeure Each party shall be excused from liability to perform its obligations under this contract where such failure results from delays caused by Acts of God, fires, floods, strikes, work stoppages, or controls or regulation of federal, state, or local governments. Attorney Fees If City Lifestyle must pursue collections or enforce this contract, or if suit is brought by City Lifestyle for collection or enforcement, then Advertiser shall pay to City Lifestyle all costs of collection and enforcement, including reasonable attorney’s fees and court costs.  Publication Run Dates If this agreement is entered in to before the first issue of the publication is produced or if there is otherwise a gap in production, Advertiser understands and agrees that the Publication run dates for the advertising and other terms will be adjusted so that the total number of months of advertising and the total value of the contract is preserved. Choice of Law, Jurisdiction, and Venue This agreement shall be construed in accordance with the laws of the State of Missouri, except to the extent that federal law preempts Missouri law. Advertiser irrevocably consents to the personal jurisdiction of the state and federal courts located in the state, county, or judicial district in which City Lifestyle’s principal place of business is located and hereby waives all questions of personal jurisdiction for the purpose of carrying out this provision. Advertiser hereby agrees that service of process may be made upon Advertiser in any proceeding relating to or arising out of this Agreement or the relationship created by this Agreement by any means allowed by Missouri or federal law and further agrees that venue for any proceeding relating to or arising out of this Agreement shall be the county or judicial district in which City Lifestyle’s principal place of business is located; provided, however, that City Lifestyle may bring any action for injunctive or other extraordinary relief in any state or federal district court which has jurisdiction. Entire Agreement and Severability This contract constitutes the entire agreement between City Lifestyle and Advertiser concerning the subject matter hereof, and supersedes any prior Agreements. No representations, inducements, promises, or agreements, oral or otherwise, not embodied herein shall be of any force or effect. Headings used in this Agreement are provided for convenience only and shall not be used to construe meaning or intent. If any provision contained in this Agreement is determined to be invalid, illegal, or unenforceable in any respect, then that provision shall be severed and replaced with a new provision that most closely reflects the original intention of the parties and the remaining provision of this Agreement. Failure to enforce any provision shall not be deemed a waiver or relinquishment of any rights under that provision. Any amendment must be agreed to in writing by both parties.

Last updated on Jan 12, 2025

Accounting FAQ

Agreements I do not see a digital option in my renewal agreement. A recent ARC update now allows you to renew a print agreement without cancelling/reissuing the digital agreement. Now, since your digital agreement is already active, it does not "re-issue" with a new print deal as the digital agreement is connected to the account, not the agreement. So you do not need to re-issue the digital deal with the new print agreement. What is considered a billable ad? An ad is considered billable in the following cases: - All brand new ad designs - Additional edits requested after the initial proof - The design request takes more than 15 minutes - The design request changes the ad layout - Ads are resized (i.e. from a half page to a full page) Each publisher receives a set number of complimentary design credits per month based on their tier. Credits are used when clients request a new ad design. Check out Managing Design Service Credits and Fees for more information. Contract Cancelations My client is closing their business, how do I cancel their contract? In order to cancel a contract without additional fees, the Accounting Department requires proof of business closure. Ideally, we are looking for something official like articles of dissolution, but any public declaration of terminating their business would also work, such as a social media post.  Commissions I am a new publisher, when will I receive my first commissions check? New publishers get their first commission payment in the month of their first issue. If you have not received your commission check or have additional questions, please submit a support ticket. I changed banks, how do I change accounts for my commissions? To change your banking information for commissions please download the Direct Payment Authorization Form for Publishers and send all payment information to the Accounting Department at accounting@citylifestyle.com. Payments My client wants to run their payment directly through their bank account, how do I do this? Unfortunately, we no longer allow publishers to make manual payments using a client's bank account on their behalf due to legal reasons. However, clients are able to make payments using their bank account themselves from the Customer Portal the same way they'd run a credit card payment. If they are paying by manual check, that will be sent to the corporate office to be applied. As a reminder, our address is: 514 West 26th Street Kansas City, MO, 64108. My client wants to pay in advance for ___ months of ads. Clients can make payments for future insertions directly through the Customer Portal as they would normally make a payment. When clients pay in advance, those funds are put in what we call Deferred Revenue and Arc automatically pulls from them every time an invoice is generated for that client until the funds run out. 1. Go to the Payments tab in their account. 2. Click on the green Enter Payment button on the right-hand side. 3. Select the contract you wish to apply payment to. 4. Enter the amount of the payment that they would like to make. 5. Select the payment method and click Enter Payment. If you would like to create a manual invoice to include the specific amount of insertions, you can use the Invoice Template here. Can my client split their payment between multiple cards? Your client can split their payment method in the Customer Portal under the Invoices tab. 1. Select the invoice you are paying. 2. Hit the green Pay button. 3. Make sure to edit the amount of the payment to half of the full invoiced amount.  4. Select Credit Card / Bank Account as the payment method, choose the first card and click Enter Payment.  5. Click the green Pay button again and select the second credit card and click Enter Payment.  Has my check arrived? Where do I mail my check payment? Make checks payable to:​ Lifestyle Publications, 514 W 26th St, Kansas City, MO 64108 We check the mail every business day for checks and post them as soon as we receive them. If you don't see the check in your payment history we have not received your check. Why hasn’t my ACH payment been posted to my account? If a client pays via ACH payment (bank account to bank account), we require remittance for proof of payment before it can be applied to the client’s account in ARC. In order for ACH payments to be applied timely, clients must send remittance to: accounting@citylifestyle.com

Last updated on Jan 12, 2025