Publishing: Ads, media kit, ad scheduling, advertorial, legal deposit copies

Products › Magazin

• Products › Magazine: Name, circulation, frequency, format, type area, and logo.
• Issues: ad booking deadline, deadline for print-ready material, and publication date per issue, plus issue topics.
• Formats for print, online, and inserts with price, surcharge (e.g., cover page), and discount for 6 and 12 insertions or months. Each format automatically becomes a product.

Offers › Magazin-Konfigurator · Agencies

• In the quote, select "Magazine": category, issue, format, and topic. Issues past the ad booking deadline are flagged and can only be booked with a notice.
• Issue, format, and topic remain saved on the line item. Frequency discount and online discount are pulled from the format's price list; inserts are calculated per thousand.
• Agency orders: Customer = agency, select end client; agency commission (e.g., 15%) is applied in the calculation, the end client appears on the document (CRM › Agencies).
• Austria: 5% advertising tax on print and inserts on the amount after agency commission, VAT on net plus advertising tax, online exempt.

Orders · Issue Planning

• After acceptance, each ad displays its material status (missing, received, file present). Intake channels: public upload link for client or agency, assign email attachment in DivineMail, "Material received" button — details in the Products chapter.
• Ad scheduling list per issue: all ads with client/agency, format, placement, topic, print-ready material, net amount, and advertising tax; "PDF for typesetting/print shop" downloads the list in the premium layout.

• If an ad is paid editorial-style content, check "Mark as advertorial" in the configurator — or retroactively in the order (Orders › Order › Ads & print-ready material) or in the ad scheduling list.
• Order, ad scheduling list, and scheduling PDF then display "Entgeltliche Einschaltung" with the note for your company's country: Austria § 26 MedienG („Anzeige“, „entgeltliche Einschaltung“, or „Werbung“), Germany state press law or § 22 MStV („Anzeige“), plus guidance for the UK, US, and Canada — each with source and effective date.

• The ad scheduling list indicates per issue whether legal deposit copies have been delivered, to whom, and by when (e.g., Austria § 43 MedienG: National Library and state libraries; Germany § 14 DNBG: 2 copies within one week).
• After the publication date, DivineMind sends a one-time bell/push reminder. Use "Mark as delivered" to record the date; this entry can be undone.

DivineMail › Rechtsklick › Als Anzeigenbuchung prüfen · Ad Sales

• If an agency writes “1/2 horizontal in 2/27, bathroom special”, AIRIS detects the magazine, issue, format, topic, quantity, and end client — validated against your media kit. If no magazine is specified, the editorial topic decides.
• AIRIS then calculates the quote just like the configurator: agency commission, advertising tax, and VAT, with the booking deadline in your company's time zone.
• Unambiguous match: “Suggest quote for approval”. The CRM autonomy toggle determines whether human approval is required. After approval, the quote and reply to the agency are ready as drafts — nothing is sent automatically.
• Ambiguous (deadline passed, format not in media kit, sender not in CRM): AIRIS displays clarifying questions with options; “Clarification as draft” creates a draft reply containing the questions.
• AIRIS automatically checks new inbox e-mails for booking signals every 5 minutes; all detected booking e-mails appear under Ad sales.
• Inquiry Instead of Continuing Calculation: If the ad deadline for the desired issue has passed or the issue has already been published, AIRIS will ask ("Ad deadline ... was on ... — offer anyway?"). If the mentioned topic is not in the issue's topic plan, AIRIS will list the planned topics and only accept the topic as a request; the inquiry response will contain this notice.

Ad Sales

• For each editorial topic in upcoming issues, AIRIS suggests matching advertisers from the CRM — with rationale: matching industry, booked last year, previously booked for a similar topic, regular client, competitor already in the issue (visible only to you).
• Advertisers who have already booked or received a quote for the issue are omitted from the list. The better the industry data is maintained on contacts, the more accurate the suggestions.
• “Draft campaign” creates an email campaign only for contacts with marketing consent. Review and launch it in DivineMail › Campaigns; approach contacts without consent individually.

Issue Planning

• Preflight: Every print file (office, upload link, email attachment) is checked upon receipt — format against the booked size from formats, 3 mm bleed for full-bleed ads, image resolution (target 300 dpi), CMYK colour space, and embedded fonts. Online creatives are checked for pixel dimensions.
• If there are errors or warnings, the ad status is set to "Check artwork". Clicking the status displays the check results and the text for the client/agency; "Accept anyway" or "Send to client". The client sees the result immediately via the upload link.
• AIRIS writes the friendly wording of the check result and labels it as AI-generated (EU AI Act Art. 50). The check values themselves come from the automated check, not from the AI.
• Page allocation per issue (planning, below): Enter total pages and target ad ratio, and assign a page to each ad (number or U2/U3/U4). From this: ad ratio, free pages to target, pages with remaining space, unassigned ads, page grid. No layout software — just page and space.
• Voucher copies: Enter e-paper link or upload issue PDF (private). From the publication date, AIRIS suggests a voucher for each order — PDF with only the ad page or the link. Sent via the autonomy button, otherwise upon approval. Recipient can be changed beforehand.
• AIRIS Knows the Occupancy: Questions like "How many pages are still free in 2/27?" are answered by AIRIS with the same figures as the dispatch (scope, ad quota, booked, offered, free until target).
• Specimen Copy Step by Step: Dispatch › Issue › Enter E-Paper Link or Magazine PDF → after the publication date, a specimen proposal is ready for each order → approve (or autonomy button) → the customer or agency receives only the page with their ad or the link.
• AI Labeling: For publishing texts, no personal names are sent to the AI. Every AIRIS draft carries the AI notice or the responsible person's remark and the corresponding metadata (EU AI Regulation Art. 50) — notice with source, not legal advice.
• Publishing copy with AIRIS: Article, issue preview, editorial, press release, or advertorial as a draft — always with visible AI notice and metadata. If an editorially responsible person is named, the visible notice is omitted (Art. 50(4)); the metadata remains. Also in AIRIS Chat: "Write an article about …".

Book Publishing

• Create a title, then enter the ISBN-13 for each edition (hardcover, paperback, e-book): manually (the check digit is verified, ISBN-10 converted) or from your ISBN block — DivineMind assigns the next free number including check digit and shows how many remain.
• Retail price per country incl. VAT. Enter the VAT rate yourself. A price change is a new line with "valid from" — the previous price remains in the history. For Germany and Austria, the page shows the fixed book price rules (also for e-books); DivineMind rejects any price abolition prior to 18 months (DE) or 24 months (AT).
• ONIX 3.0: "Generate ONIX file" validates mandatory fields (ISBN, title, publisher, format, publication date, language, WGS product group, price incl. VAT) and downloads the file; editions with errors are excluded and listed with the reason. Upload the file to VLB or your metadata agency. Upon export, new prices count as reported; "Changes only" contains only modified editions.
• Author contracts: author (as vendor), contract date, advance, royalty escalator per edition and rights. This is the master record — settlement as a royalty credit note is handled by DivineFinance. The “KSK-relevant” checkbox marks royalties for KSK/Künstlersozialabgabe (publishers based in Germany).
• Sales: verify the CSV file from your distributor (columns ISBN/EAN and quantity, optional channel, month or from/to, returns) first, then apply. Re-importing the same period overwrites the figures. Record individual returns on the title; the return rate is displayed per title, edition, and channel.
• Legal deposit copies: for each edition, the deposit libraries according to the law of your publisher's registered office (e.g. Austrian National Library, German National Library) with deadline. After publication, DivineMind sends a one-time reminder via bell/push; “Delivered today” logs the delivery.

Book Publishing

• In the author contract, you specify: settlement per half-year or year, royalty escalator (percentage of net retail price or publisher net receipts, tiers by copies), advance, and the share if there are multiple authors. For publisher net receipts, enter the average trade discount.
• Calculation: net sales = delivered minus returns per edition and channel. Escalator tiers count total sales since publication — reaching a threshold within the period applies the higher rate to copies above it. The advance is recouped up to the royalty amount; any remainder carries forward.
• VAT: Maintain per author in the "Royalties" tab (small business 0%, otherwise AT 10% or DE 7% for copyright services, or a custom rate). If unsettled, no credit note is generated — the settlement displays "Maintain VAT rate on author".
• After the period ends, DivineMind generates a preview per author. Your autonomy button determines if it is submitted for approval. Clicking "Approve" creates the royalty credit note (HG-…) in DivineFinance; payment occurs only after approval there. Exactly one credit note is issued per author and period.
• Download the royalty statement (sales per title, returns, escalator, royalty, advance balance) as a PDF. It is only dispatched via the autonomy button; in demo companies, only to test addresses. AIRIS answers queries such as "What is the advance balance for …?".
• Artists' Social Security Contribution (Publishers based in Germany): Book Publishing › "Artists' Social Security Contribution" block shows the sum of fees according to DivineFinance for all author contracts with the "KSK-relevant" checkbox for each year — as the basis for your report to the Künstlersozialkasse. You or your tax advisor will make the report itself.
• Reverse Charge: If the author is based in another EU country and holds a valid VAT ID (entrepreneur), the credit note is issued with 0% and a reverse charge notice — the publisher owes the VAT. Without a VAT ID (private individual abroad), enter the rate manually.

Dashboard

• A publishing house's dashboard shows revenue per magazine by week, month, quarter, and year, compared to the previous period.
• With AIRIS, you can ask for your figures in the chat, e.g., which ads in an issue still need documentation, what the occupancy rate is, or who has canceled.

• Subscription Invoices: all recurring invoices of your publishing house, including those for reader subscriptions (DivineFinance). Pauses, cancellations, and collective subscriptions of reader subscriptions only change the subscription invoice as set in "Reader Subscriptions".
• Email Sequences: multi-stage email sequences, e.g., for follow-ups with advertisers after topic plan acquisition. Structure and start are in the chapter DivineMail under "Campaigns & Sequences"; you only send promotional emails to contacts with consent.
• Reader Subscriptions: paid newsletters, digital subscriptions with paywall and e-paper, as well as print subscriptions are covered in the dedicated chapter "Publishing House: Reader Subscriptions & Paid Newsletters".