When the magazine is published (every two months):
Stick a label, marked ‘Invoice Copy’, to the magazine and pass it to Keith. He will decide how much to pay each contributor to the magazine for their article and write the relevant amount by the article.

When the magazine has been returned, information should be recorded for certain advertisements and contributors. For advertisements for Miss Dance of Great Britain and International Dance Theatre Awards, note the following:

• Page number(s)
• Number of pages, for example ½, 1, 1½, or 2
• Mono or colour (if unsure of colouring check how similar advertisements in previous issues were recorded in the spreadsheet – see below)

For articles by contributors, note the following:

• Page number(s)
• Contributor’s name
• Amount to be paid
• Article title

In Dance International Adverts (in Paul’s Shared directory):

In the Miss Dance tab for the year, currently called Miss Dance 2014-15, enter the following details:

• Advertisement size (column A)
• Advertisement colouring (column C)
• Month of the magazine (column E)
• Page number(s) from the magazine (column G)

The International Dance Theatre Awards tab is currently called Int Dance Theatre 2012-15.

If entering details for the first time for a particular year’s awards:

• Copy the previous year’s summary (columns A:J) → Right click → Insert → Copied Cells
• Change the year in cell A1

Enter the following details:

• Advertisement size (column A)
• Advertisement colouring (column C)
• Month of the magazine (column E)
• Cost of the advertisement – available from Martin (column G)
• Page number(s) from the magazine (column I)

In DI Contributors (in Tim’s Shared directory):

DI Contr. pymts

• Copy columns A:J → Right click → Insert → Copied Cells
• Change the month in cell B5

Payment is usually made by BACS, but some contributors are paid by cheque, for example, if we do not know their bank details.

Enter the following details for those contributors being paid by BACS first, followed by those being paid by cheque:

• Contributor’s name (column A)
• Amount to be paid (column E)
• Asterisk in column F if payment is by cheque, otherwise leave blank
• Page number from the magazine (column G)

It may be necessary to amend the formulae for the totals or sub-totals in cells E17, E21 and E22 if there are payments made by cheque or a lot of contributors.

• Set the print area A1:F39. This does not include the page number from the magazine (column G), which is for information only.
• Print

Remittance Advices
Enter the following details for each contributor:

• Payment method (rows 14-16) – cross out the irrelevant lines depending on the method of payment. For BACS payments strike through rows 14 and 15 and leave row 16 as normal. For cheque payments strike through row 16 and leave rows 14 and 15 as normal. To add or remove strikethrough, select the cell(s) and press Ctrl and 5.
• ‘Dance International’ and the month and year (row 20)
• ‘Contributor’ and the name of the article (row 21)
• Amount to be paid (row 21)
• Address (row 40 plus a few rows above depending on the length of the address)

There is enough room on each page for two advice slips, so when the details have been updated for each contributor:

• Set the print area for each pair of advice slips, for example for the first pair the print area is A1:U40
• Print
• Repeat for the other advice slips

When all advice slips have been printed:

• Edit → Move or Copy Sheet → Create Copy
• Before Sheet: next sheet after Remittance Advice (month of previous magazine)
• OK
• Rename the tab with the month and year of the magazine
• Separate remittance advices (two per page)
• Attach a window envelope with a paper clip to each remittance advice
• Attach all remittance advices to summary sheet (from DI Contr. pymts) and pass, together with Invoice Copy of magazine, to Martin for payment

When payment has been authorised:

• Put each remittance advice in a small window envelope and pass to Colin to send
• File the Invoice Copy of magazine