Publisher's Statement Report (audit system only)

The Publisher's Statement report provides all of the data that you need to supply to your audit bureau for the semi-annual report of circulation. The format of the report varies depending on which audit bureau you choose and on whether your publication is a business publication or a consumer magazine. In general all of the audit bureaus require some sort of issue-by-issue counts of the number of copies served, broken down into paid, non-paid, qualified and non-qualified. In addition, one issue within the reporting period is selected for detailed analysis, with a breakdown by business type and job function and by the age of the qualification sources. Finally there are sections that report the number of subscriptions sold during the audit period and the average price of those subscriptions.

Usually you will run the Publisher's Statement report at the end of a reporting period, after you have served all of the issues for that period. At least one of the issues served during that period must have been marked as an "audit issue" in the issue table. Marking an issue as an audit issue instructs the Issue Label update to create a galley data file that stores the address and qualification data for every subscriber that received that issue.

The data for the 'Publisher's statement' comes from three sources.

The number of copies served and the additions and removals reported on the Circulation Breakdown (or Form 1–2, as it is called by BPA) and in paragraphs 1 and 2 of the publisher's statement are obtained from the "served issues" records that are attached to each subscription. These records are created and updated by the issue label update.
The demographic breakdowns by business type and job function and the age of the qualification sources are obtained by scanning the galley data file which is created by the issue label update for the audit issue.
The sections that deal with subscriptions sold and their prices are obtained by scanning the database to locate orders that were received during the reporting period. VAC is an exception to this rule; VAC reports the prices paid by the subscribers that received the audit issue.

For an explanation of the data in each section of the Publisher's Statement report click on one of the following links:

For BPA publications click here.

For ABC business publications click here.

For ABC magazines click here.

For VAC publications click here.

To run the 'Publisher's statement' report you must fill in the fields on the screen that are described below.

Publication (ABC, BPA, VAC)

Enter the code for the publication on which you would like to report. After you have filled in the publication code QuickFill will fill in most of the remaining fields with default values that are based on the type of publication and the issue table for that publication.

Aging date (ABC, BPA, VAC)

Enter the date to be used in determining the age of the qualification data. QuickFill automatically fills in this field for you with the first day of the month of the "calendar date" specified on the issue definition screen for the most recent audit issue. Although most publishers prefer to use the first day of the month of the audit issue, you may choose any day of the month provided you use that same day of the month each time you report to the audit bureau.

Reporting period – dates (ABC, BPA, VAC)

QuickFill fills in these fields with a date range covering the six months up to and including the most recent audit issue. (For VAC it fills in dates for a full year.) You may need to make adjustments to these fields if your publication schedule is irregular.

Reporting period - issues (ABC, BPA, VAC)

QuickFill fills in these fields with the issue number range covering the six months up to and including the most recent audit issue. You should check these issue dates to make sure that every issue served in the period is included.

Audit issue (ABC, BPA, VAC)

QuickFill enters the most recently served issue that is marked as an audit issue in this field. If you would like to run this report for a different issue, simply type over the existing entry or right click once to select from a list of issues.

Date range for average price calculation (ABC, BPA)

These dates are used to determine which orders should be included when calculating the average price of subscriptions sold. For BPA, average prices are based on subscriptions sold during the same period that is being reported on. For ABC, average prices are based on subscriptions sold during the twelve months immediately preceeding the reporting period. VAC reports prices from the audit issue only, not for subscriptions sold during the period.

Issue range for renewal percentage (ABC, BPA)

ABC and BPA require that you report a renewal rate for subscriptions that expired during the 12-month period ending 8 months prior to the end of the reporting period. QuickFill calculates the approximate issue number range for you, but you should check the issue dates it selected to make sure that it is for the correct period. VAC does not require reporting of renewal rates.

Include additional breakout of Other sources for Paragraph 3b (BPA)

If your publication is audited by BPA select this option if you would like the report to include a detailed breakdown of "Sources other than above" for Paragraph 3b. If more than five percent of your qualified circulation comes from business directories, lists and other similar sources then you will need this breakdown.

Include paid subscriptions in paragraph 3b (BPA)

If your publication is audited by BPA select this option if you would like the report to include paid subscriptions in Paragraph 3b. Inclusion of paid subscriptions in paragraph 3b is optional.

Row and column headings for business/occupational breakdown (ABC, BPA, VAC)

One section of the 'Publisher's statement' usually contains a cross-tabulation of businesses and occupations of the subscribers. You should fill in the question numbers on your qualification form that identify the business and occupation. You are not limited to reporting only the business and occupation. You can produce a report on any single question or any two questions from your qualification form by rerunning the report with the appropriate question numbers in these fields; selecting two questions results in a cross-tab-style report.

You may either enter the question numbers or right click once to select from a list of the questions on the qualification form.

Click here for more information about Filter screens and Options for running reports.