The sectoral ledgers are the ledgers in which newspapers record the information relating to every printed issue forming the basis of the right to publish official announcements. Under Article 37 of the Regulation on Official Announcements and Advertisements this information must be recorded in the relevant ledgers on İLANBİS.
Four ledgers
| Ledger | Content |
|---|---|
| Paper ledger | The entry of paper obtained against invoice for consumption in printing and the exit of paper used in printing each issue; by weight or by sheet according to the printing technique |
| Print ledger | On the basis of the print dockets or equivalent documents and invoices coming from the printing house: the total, clean and defective print figures for each issue, the place, time and technique of printing, and the number set aside for the relevant administration |
| Subscription ledger | The subscriber’s name/title, trade name if any, address, subscription start and end dates, and the date and number of the subscription invoice whether or not the fee has been collected |
| Sales ledger | How many copies of each issue were given to newsagents to be offered for sale at final-point newsagents, invoice information on how many were returned unsold, and the number of subscribers for whom an invoice has been issued, if any |
Read together, the four ledgers form a chain: paper comes in, becomes print, goes out to distribution and is sold or returned. On inspection the consistency of that chain is sought — consumption in the paper ledger must match the figures in the print ledger and the distribution in the sales ledger.
Two exceptions
- Paper ledger: where it is documented that the paper used in printing is supplied under a contract by the commercial organisation carrying out the printing, this ledger need not be kept.
- Subscription ledger: newspapers with no subscribers are not obliged to keep it.
Timing: daily, 10 days for returns
Article 37(3) determines the timing of recording: all information to be recorded in the ledgers other than return quantities is entered daily. Return quantities are recorded within 10 days at the latest.
| Information | Recording period |
|---|---|
| Paper in and out | Daily |
| Print figures, place, time, technique | Daily |
| Subscription information | Daily |
| Copies given to newsagents | Daily |
| Return quantities | 10 days at most |
The 10 days allowed for returns follow from the nature of the distribution chain: unsold newspapers take time to come back from the newsagent. There is no such flexibility for the other items; the daily recording requirement excludes making retrospective bulk entries.
Why so detailed?
The sectoral ledgers are the direct basis of the additional indicators. The printing additional indicator (Art. 49) requires at least 5,000 clean copies daily in each province — that information comes from the print ledger. The sales additional indicator (Art. 51) requires daily actual sales and the part achieved through newsagents — which comes from the sales ledger.
The ledgers are therefore not merely a recording obligation but the evidence for the additional indicators that will enlarge your quota. See the printing indicator guide and the indicator guide.
The difference from accounting books
The sectoral ledgers do not replace commercial books. Article 28 imposes a separate obligation: newspapers and online news sites must arrange their accounts on the balance sheet basis.
Two separate arrangements therefore run together: balance-sheet accounting for tax purposes and the sectoral ledgers on İLANBİS for the official announcement legislation. The accounting obligation is covered in the bookkeeping guide.
They are sought on inspection
The sectoral ledgers are among the first items looked at in an inspection board inspection. Records having been kept daily and the four ledgers being consistent with one another is the point at which an inspection passes most quickly. Missing or bulk-entered records lengthen the examination.
Conclusion
The sectoral ledgers are four ledgers kept on İLANBİS — paper, print, subscription and sales — containing the information relating to every printed issue forming the basis of the official announcement right. All information other than return quantities is recorded daily; returns within 10 days.
They are the evidence base of the printing and sales additional indicators, and they do not replace balance-sheet accounting. What is sought on inspection is covered in the documents guide.