Configure Publication Charges Processing

Some Open Access publications may require that Authors pay Article Processing Charges (APC) to submit their work. Publication charges are typically made payable upon acceptance of the manuscript for publication.

For Author information, see Open Access Publication Charges.

For Editor and Publisher role information, see Publication Charges Processing.

Publications may enable the Publications Charges feature to integrate the handling of payment requests through Editorial Manager. EM handles publication charge processing with third-party payment systems (via an Application Program Interface (API)).

Processing of publication charges includes three stages in EM:

1. Estimate: This stage is triggered when the Author clicks Build PDF for My Approval button during submission process.
2. Payment Due: This stage is triggered when the Author is notified of a selected decision or when final disposition is set to Accept, Accept and Transmit, or Accept for Extraction (depending on configuration). May be triggered as a submission production task (for publications using production tracking). Editor and Publisher roles (with permission) have access to a Resend Payment Request link to retrigger manually.
3. Complete: This stage is triggered when EM updates the submission record with information from the external payment system that the publication has been paid, waived, or otherwise resolved. (EM runs twice-daily batch process updates.)

Publication charges are configured by Article Type as either required or optional. Depending on configuration, the Author is presented with a Required Open Access Article or Optional Open Access Article page after clicking Build PDF for my Approval.

A publication may require Authors to view the publication charges before enabling them to complete the submission process. After viewing the estimate, the Author may agree or decline to submit.

When publication charges are configured as required, the Author cannot proceed to build the PDF without agreeing to the charges. If an Author does not wish to submit the manuscript for Open Access publication but the publication requires that a publication charge be applied, the Author may click Cancel and use the Remove Submission link to terminate the submission.

The Publication Charge Payment Due Request may be set to trigger when the Author is notified of a selected decision or when final disposition is set to Accept, Accept and Transmit, or Accept for Extraction (depending on configuration). For publications using production tracking, the request may be triggered as a submission production task.

Note: Each time a new Publication Charge Payment Due Request event is triggered, the Publication Charges record for the submission is updated. A submission does not have multiple, separate open Payment Due records.

When the Publication Charge Payment Due event is triggered, letters may be sent to notify the Author, the Special Relationship Editor, and Editor Roles in the Editor Chain (if configured).

TO CONFIGURE:

To enable the feature, contact your Aries Account Coordinator.

Go to PolicyManager > Submission Policies > Configure Publication Charges Processing. On the Configure Publication Charges Processing page:

Select an Editorial Event to Trigger the Publication Charges Payment Due Event: This setting defines which ActionManager event will trigger the APC Payment Due request. Use the radio button to select an option.

• Notify Author of selected decision(s): [Highlight the decision term(s) in the selector menu].
• Set the final disposition to Accept, Accept and Transmit, or Accept for Extraction.
• None (Publication Charges Payment Due must be triggered by assigning a Task) This option is primarily for publications using production tasks (ProduXion Manager) or editorial tasks (Task Manager). For more information, see Configure Tasks for Use with Publication Charges Processing.

Notify the Payment System: These settings enable the EM system to notify the external payment system when the assessed publication charges will not be paid, due to a change in the submission's status.

1. Check the box to automatically notify the external payment system.
2. Click the Select Update Events link to identify workflow events that will trigger EM to send an update notification to the payment system.
3. On the Select Publication Charges Update Events page check the box next to each event that should cause EM to send the update.
4. When finished, click Submit (to save selections and return to the Configure Publication Charges Processing page).

Configure Publication Charges Processing Metadata: Optional. This setting maps Additional Manuscript Detail (AMD) fields to pre-defined JSON fields to transmit data to the external payment system. AMD fields must be defined before they appear in the drop-down list here. Two JSON fields are available for mapping. Configure AMD fields with corresponding data types. For details on configuring AMDs, see Additional Manuscript Detail Field.

• promotionCode: Used to transmit Promotion Code data to the payment system. This JSON field may be mapped to a Text-type AMD field.
• targetPublicationDate: Used to transmit First Publication Date of the article to the payment system. This JSON field may be mapped to a Date-type AMD field. AMD date format should be set to ISO format yyyy-mm-dd.

To add new mapping:

1. Select a JSON field name from the drop-down list. This list includes JSON fields that are not currently mapped.
2. Select an AMD from the drop-down list. This list includes available AMDs in the system whose data type matches that of the selected JSON field.
3. Click the Add link

Mapped AMD and JSON field pairs appear above the selector drop-down lists. A mapping may be removed by clicking the Remove link next to the pair. Once removed, both items are available again in the drop-down lists.

Prevent Submission if the Author does not view the Publication Charges: This setting requires the Author to view publication charges before completing the submission process. Check the box to enable this option.

Customize Publication Charges Instructions for the Author: Use the text boxes to enter any customized text and instructions for Authors. (Default instructions appear in the text boxes.)

When finished with all configurations, click Submit.

Publication charges must be configured by Article Type as required or optional (or hidden). Go to PolicyManager > Submission Policies > Edit Article Types. Select the Article Type from the list and click the Edit link (or click the Add button to create a new Article Type).

1. On the Add/Edit Article Type page, go to the Fees and Charges section.
2. Apply Publication Charges: Use the drop-down list to select Required or Optional. (Selecting Hidden suppresses the publication charges steps in the Author submission interface.)
3. When finished, click Submit.

For details on Article Type configuration, see Configure Article Types.

To configure letters, go to PolicyManager > Email and Letter Policies > Edit Letters. Create letters in the Publications Charges family to notify Author and Special Relationship Editor and/or any Editor in the chain for the submission.

%APC_EXTERNAL_LINK% is available for use in letters (for the Publication Charges Payment Requested event) to Authors and Editors in the submission's Editor chain. It will also populate in letters (for the Notify Author event) to Authors if the submission is an Article Type configured with publication charges and the author has agreed to pay the charges. (Otherwise the merge field displays no link.)

Associate the applicable letters as configured above with the ActionManager events:

• Publication Charges Payment Requested
• Publication Charges Payment Complete

For details on letter configuration, see Create Letters.

To include publication charges information on a Details page layout, go to PolicyManager > General Policies > Define Details Page Layouts. Click the Edit link next to the applicable layout.

1. On the Add/Edit Details Page Layout page, click the Select Items to Display link.
2. On the Select Items to Display page: go to the Key Workflow Dates and Status Information section and check the box next to the item, Publication Charges Status.
3. Click the Close button to return to the Add/Edit Details Page Layout page.
4. When finished, click Submit.

For additional information, see Configure Details Page.

To include publication charges information on the transmittal form, go to PolicyManager > Transmittal Policies > Select Manuscript Metadata Fields, and check the box next to Publication Charges Status. When finished, click Save.

For additional information, see Configure Transmittal Form.

Editor and Publisher roles must be granted permission to view information related to publication charges. Go to RoleManager > Editor/Publisher Role. Select the appropriate role and click Edit. On the Edit Role Definition page, go to General Searching and Viewing section, check the box next to the appropriate permission(s), and click Submit.

Three permissions are available:

• View Publication Charges: Allows the user to view publication charges while editing a submission. Also allows Editor (with Proxy for Authors permission) to use the Action links View Publication Charges and Pay Publication Charges while operating in proxy mode for an Author.
• View Publication Charges Status: Allows the user to see a submission's payment status/status icons.
• View Publication Charges Correspondence and Links: Allows the user access to letters in the Publication Charges family on the submission's History page.

Send additional metadata to payment system

Custom metadata IDs can be used to transmit information about a submission to the external payment system. Additional Manuscript Details (AMD) configured with a custom metadata ID are sent to the external payment system as well as any Custom submission questions configured to be included in Publication Charges metadata with a corresponding custom metadata ID. Example use case: If the publication offers discounts under certain circumstances, a custom submission question may be configured to collect information about an available discount and then sent to the payment system for consideration.

Note: The Publisher is responsible for instructing individual publications regarding the custom metadata ID to be used to identify a specific custom question or AMD. If individual publications within the Publisher's enterprise use different values for the custom metadata ID to identify a custom question or AMD intended for use by the payment system's pricing engine, the Publisher must communicate this to the payment system; there is no programmatic mapping of different custom metadata IDs for different publications within Publication Charges Processing in Editorial Manager.

When a custom question is configured to be included in Publication Charges metadata, the following information is sent to the payment system at the Estimate and Payment Due stages:

• Custom metadata ID
• "Parent" question custom metadata ID (used for follow-up questions if configured)
• Custom question text
• Custom question response
• First name
• Last name
• ORCID iD (if available)

If the question was also presented to Co-authors, their names and responses are sent to the payment system.

When an Additional Manuscript Detail (AMD) is configured to be included in the Publication Charges Metadata and has a Custom Metadata ID, the following information is sent to the payment system at the Payment Due phase:

• Custom Metadata ID

• Additional Manuscript Detail Description
• Additional Manuscript Detail Value

Since AMDs are not associated with the Author of the submission and are not versioned, all AMDs with a custom metadata ID configured to be included in the Publication Charges metadata are sent to the payment system.

TO CONFIGURE:

Configure custom questions for inclusion.

Go to PolicyManager > Questionnaire Policies > Create Custom Questions.

On the Create Custom Questions page, click the Edit link next to the applicable question (or click the Add Question button to create a new question. On the Add/Edit Custom Question page:

1. Go to the Integration Options section and check the box next to the setting, Include in Publication Charges Metadata.
2. Enter a Custom Metadata ID in the text box (if there currently isn't one associated) or use the Select Custom Metadata ID link to open a pop-up window and choose the ID.
3. For multi-part questions: Set the initial (parent) question as described in steps 1 and 2. Then go to the follow-up (child) question's section of the page (if necessary, click the + to expand the section). Enter a Custom Metadata ID in the text box (if there currently isn't one associated) or use the Select Custom Metadata ID link to open a pop-up window and choose the ID.
4. When finished, click Save and Close.

Each question (parent, child, grandchild, etc.) must have its own custom metadata ID to be included in the metadata sent to the payment system.

Custom questions configured to be included in Publication Charges metadata must be associated with a questionnaire, and the questionnaire must be linked to an Article Type configured for Publication Charges Processing.

For details on configuring questions/questionnaires, see Questionnaires.

Configure Additional Manuscript Detail fields for inclusion.

Go to PolicyManager > Additional Data Policies > Add/Edit Additional Manuscript Detail Fields.

1. Click the Edit link next to the AMD to be included.
2. On the Edit Additional Manuscript Detail Field page:
3. Check the box next to the setting, Include in Publication Charges Metadata.
4. In the Options section of the page, enter a valid Custom Metadata ID in the Transmittal Form row of the grid in the text box (if there currently isn't one associated) or use the Select Custom Metadata ID link to open a pop-up window and choose the ID.
5. When finished, click Submit.

For details on configuring AMDs, see Additional Manuscript Detail Fields.

For details on working with Custom Metadata IDs, see Define Custom Metadata IDs.

 

For related information, see:

Configure Waiver Request Processing

Configure Read & Publish Processing

 

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