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Frequently Asked Questions About the Initial Audit Process for Magazines

To assist new consumer magazine member applicants in navigating the initial audit process, ABC’s Publisher Relations department recently created a comprehensive initial audit guide. The guide covers popular topics such as primary contacts at ABC, an overview of the initial audit process, a checklist of documentation needed for the initial audit and publicizing your membership. The initial audit guide is posted on ABC’s Web site and is also available in an easy-to-print PDF format.

Below are some of the most frequently asked questions about this process.

What happens during the initial audit process?

As part of the initial audit, the auditor will:

• Conduct an audit of your circulation to ensure compliance with ABC rules, policies and guidelines.
• Request any documentation necessary to complete the audit.
• Expect timely receipt of documentation.
• Inquire about your circulation, distribution and accounting practices.
• Inquire about any analysis or discoveries resulting from their review of the documentation.
• Expect timely responses to all inquiries regarding the audit.
• Collaborate with you and the audit manager to resolve any audit concerns uncovered during the audit process.
• Discuss any question or concerns you have about ABC rules, qualification requirements and report formats.
• Provide feedback regarding any potential record keeping improvements or other improvements that may result in a more efficient audit.
• Present a draft audit report and summarize all final audit discoveries and decisions.
• Require a signature on the draft circulation audit report.

More detailed information about the initial audit process is posted on ABC’s Web site.

What documents do I need for the initial audit?

The type of documentation needed for your initial audit varies depending on your circulation mix. An ABC audit focuses on the following four areas:

1. Order
2. Delivery
3. Classification
4. Payment

You should be ready to provide an ABC auditor with any records surrounding the above categories. Once you begin filing twice-yearly Publisher’s Statements, you will also need to provide the auditor with any records that were used to compile the data on the Publisher’s Statement.

For a more detailed checklist of audit documentation, visit ABC’s Web site.

When can I begin using the ABC logo?

The release of your Initial Audit Report signals that the application process is complete and your membership in ABC is official. Once the initial audit is released, you may begin using the ABC logo and small space ads to promote your membership.

ABC logos and small space ads are available for download on ABC’s Web site.

Until your Initial Audit Report is released, you may publicize that you are an applicant for ABC membership using one of the following phrases:

• “ABC membership applied for”
• “ABC member applicant”
• “Applicant for ABC membership”

Who do I contact at ABC with questions?

During the initial audit process you may come in contact with several ABC departments.

Accounting – The accounting department is your primary contact for any inquiries regarding your account balance, charge or credit transactions, invoices, and future anticipated charges (for budget planning).

Marketing – The marketing department provides prospective members with general information about an ABC circulation audit, including estimated cost of membership and the application process. They can also provide you information about additional ABC services such as Rapid Report, Web site traffic audits and e-Data tools.

Publisher Relations – The Publisher Relations department assists and educates publisher members about ABC’s rules, policies and procedures. They handle your day-to-day inquiries about anything from promotions to rule interpretation. The Publisher Relations department also provides training for ABC publisher members. A complete list of Publisher Relations mangers is posted on ABC’s Web site.

Audit Managers – The audit managers develop audit plans for each audit, make management decisions about audit findings, discuss audit results and manage the field auditors. A complete list of audit managers is posted on ABC’s Web site.

Field Auditors – More than 140 field auditors are responsible for executing the audit plans for each of our publisher members. Field auditors will contact you to schedule your initial audit, provide a list of advance audit documentation and answer any questions about the audit process.

Technical Review and Report Processing (TRRP) – The TRRP department processes and releases all ABC reports. They are charged with reviewing all documents submitted to ABC for quality and accuracy, including your Initial Audit Report and subsequent reports. A complete list of TRRP managers is posted on ABC’s Web site.

For more information on who to contact with specific ABC-related questions, visit ABC’s Web site.

How can I learn more about the initial audit process?

ABC is holding an initial audit workshop on Thursday, June 12 in New York. Participants will learn how to prepare for their first audit and will be able to discuss their publication’s specific circulation components. The workshop will be held at ABC’s New York office beginning at 9 a.m. ET and will run about three hours. Cost to attend the workshop is $99. Interested attendees can register on ABC’s Web site.

Related Links:
Initial Audit Guide
Initial Audit Guide PDF
Initial Audit Prep Workshop
Publisher Relations/Audit/TRRP Manager Contacts
General ABC Contact Information

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