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Media Buy Insertion Order document sample
Document Sample
Media
Chapter 5 MEDIA
5-4 Overview
5-7 The Media Menu
5-8 Media Work Flow
5-10 Media Calendar
5-12 Media Briefs (Campaigns)
5-14 Media Estimates
5-16 Broadcast Media Plans
5-18 Print Media Plans
5-20 Insertion/Broadcast Orders
5-22 Adding Broadcast Orders
5-24 Adding Insertion Orders
5-26 Adding Interactive Orders
5-28 Adding Outdoor Orders
5-30 Media Traffic
5-32 Stations
5-34 Publications
5-36 Make Goods
5-37 Media Billing Goals
5-38 Media Reports
5-40 Media Link
5-2
Introduction Clients & Profits X has built-in full-featured media planning, buying, and tracking
capabilities. These media functions seamlessly integrate with job tickets, job cost-
ing, and client billing. The media system lets you build detailed broadcast, print, in-
teractive, and outdoor media orders based on TV, newspaper, magazine, and alterna-
tive media buys, as well as simple media estimates. Clients & Profits X keeps a list
of publications, media companies, and stations, as well as the available ad sizes and
program times that are most commonly used. By using these lists, you can create
media plans with little rekeying. In this chapter you’ll learn about:
■ creating lists of stations/programs and publications/ad sizes
■ adding broadcast and print media plans
■ adding and printing media estimates
■ making insertion and broadcast orders automatically from plans and estimates
■ adding and printing broadcast orders and insertion orders
■ tracking materials due and space closing dates
■ printing media plans, estimates, and reports
■ automatically import media buys from SmartPlus, Strata, and TAPSCAN
For help using any part of Clients & Profits X, click the button from any
window to open the on-line user guide. This web-based user guide features
step-by-step instructions, explanations, tips, demonstrations, and links to
FAQs, tech notes, and tutorials from www.cnp-x.com/support. The web site is
continually updated, so it’s more timely and helpful than a printed user guide.
5-3
Overview: How Clients & Profits X
Manages Media
The media functions in Clients & Profits X are designed to replace the reports, for easy reference. Each publication ad size has a standard rate. In
database or spreadsheet-based custom systems that most shops now use addition, you can set up contract rates for each client. This option lets you
to plan, buy, and track media. It doesn’t try to replace high-volume media specify special ad sizes and rates that are only available to a client. So when a
buying systems like SmartPlus, TAPSCAN, or Strata. Instead, it is designed for print buy is added for a particular publication, the client’s special rate will be
shops that buy a relatively small amount of media—and whose planning and used instead.
analytical needs are simple.
Stations, programs, and contract rates
Although it can create broadcast buys, Clients & Profits X is optimized
for print media planning, buying, and tracking. It works best in shops that The Stations/Programs/Contract Rates window lists the stations you most
primarily buy business-to-business media, instead of consumer broadcast commonly use, as well as the programs/times for each station. You can enter
media. That’s because it doesn’t import and process ratings data from media a virtually unlimited number of stations. And each station can have hundreds
services like Nielsen and Arbitron. Instead, you’ll set up and maintain your of different programs and times. A station can have a set of programs, each
own station, publication, program, ad size, and rate information. It’s a big job with its rating and a standard cost. Or, you can set up contract rates for spe-
to maintain these files, so it’s only practical if the number of media plans you cific programs and clients. Each client can have its own table of contract rates
do is small. for each station. So when a broadcast buy is added for a particular station, the
client’s special contract rate will be used automatically.
There are two ways to buy media with Clients & Profits: media plans and
media estimates. Media plans are elaborate and automatically lookup ad Insertion orders, broadcast orders
rates, while media estimates are simple and added manually. They both print
a professional-looking report for your client to sign, authorizing your media Insertion orders can be added manually into the Insertion Order window, or
buys. Otherwise, they have different purposes. created automatically from print media plans or media estimates. When creat-
ed automatically, there’s no rekeying—the media buy’s publication, ad name,
Media estimates vs. media plans position, cost, and other details are copied directly to the insertion order. You
can make insertion orders from media plans and estimates on demand; the
Media plans use the station and publication data (which you’ll set up) to entire process takes less than a minute. Once the insertion order is saved, you
automate the planning process—so there’s no rekeying information from the can review it, make changes, then print it for the publication.
rate table to the media plan. Media estimates skip the planning process—in-
stead, you’ll simply type in the details about the media buy each time you Broadcast orders can be added manually into the Broadcast Order window, or
need one. There are also specially-designed media windows and forms for created automatically from broadcast media plans. When created automati-
broadcast and print plans. cally, the media buy’s station, rating, number of spots, and other details are
copied directly to the broadcast order. Once the broadcast order is saved, you
Media estimates, however, are free-form. You can customize the information can review it, make changes, then print it for the station.
on media estimates as needed. Every media estimate you do could conceiv-
ably have different labels and headings, depending on the different kinds of Interactive orders, outdoor orders
media that you buy. Since there’s less to set up, creating a media estimate is
much faster than creating a media plan (which may be reason enough to use Clients & Profits X can print interactive orders specifically designed to buy
them). on-line advertising. Outdoor orders are designed especially for buying media
space on billboards, buildings, and other out-of-home locations. Interactive
If you don’t need a planning system, or use another system (like a spread- and outdoor orders are added like print and broadcast orders; they get job
sheet or Tapscan) to plan your buys, consider using only media estimates. numbers and job tasks, are costed from vendor invoices added in Accounts
Once the media estimate is added, it can easily create insertion orders Payable, and can be billed in one step in Accounts Receivable.
automatically without rekeying. This saves lots of time and effort, as well as
keeps your insertion orders more accurate.
Media estimates
Publications, ad sizes, and contract rates
If you buy mostly print media (magazines and newspapers) for your clients
The Publications/Ad Sizes/Contract Rates window lists the publications and you’re planning needs are basic, use a media estimate. Adding a media
you most commonly use, as well as the various ad sizes available for each estimate is similar to adding a job: the media estimate has a number, a client,
publication. Each publication can have dozens of ad sizes, each with details a description, and line items just like a job has tasks.
about its position, commission, space close, and materials close dates. These
production specifications are carried over to the media plan and to media Media estimates are very customizable. Each media estimate has five column
labels (e.g., publication name, issue date, close date, ad caption, and ad size)
5-4 How Clients & Profits X Manages Media
Media Features
Feature How it works, how it’s used
Media Calendar Clients & Profits X features an integrated media calendar. The calendar, which convenient-
ly appears whenever users work with media, lists upcoming space closing and material due
dates as well as user-defined calendar “tickler” entries. These scheduled entries can be
automatically e-mailed to media planners, buyers, and vendors.
Publications/ad sizes/media The names, addresses, and phone numbers of the most commonly-used publications and
companies tables their various ad sizes (including prices) can be set up before adding print media plans.
The information entered for each publication and ad size is copied automatically to new
print plans, saving time and reducing data-entry errors. The publications table can be
updated any time as information changes.
Stations/programs tables The Stations table lists the name, address, and account details for hundreds of different
radio, television, and cable stations. The Times/Programs table contains descriptions and
costs of the time slots offered by each station. This information is used automatically by
broadcast media plans, and is copied to broadcast orders.
Media estimates Simple, quick media estimates can be created for clients showing them a schedule of
media buys for any number of publications or stations. The printed media estimate looks
like a job estimate, and includes a client approval signature line. Insertion orders can be
made automatically from media estimates.
Broadcast media plans Detailed broadcast media plans can be created that show scheduled radio, television,
cable, buys, including the number of spots, rating, cost per point, and more. Broadcast
orders can be generated directly from broadcast media plans.
Print media plans Complete print media plans can be made that show schedule ad placements for daily
newspapers, weekly periodicals, or monthly magazines. Insertion orders can be created
from print media plans without rekeying.
Insertion orders, broadcast Orders can be created automatically from broadcast and print media plans. Orders can be
orders placed any time using the information already saved on the media plan, saving time and
eliminating rekeying errors. Orders are saved directly in the Media Orders table, where they
can be proofed, printed, then billed—without retyping.
Media billing Once insertion and broadcast orders are created from media plans, they can be easily and
quickly billed. Orders can be pre-billed directly from the Insertion/Broadcast/Interactive/
Outdoor Orders window (choose Edit > Pre-bill) one-by-one, or billed together in batches
by client in Accounts Receivable. Insertion and broadcast orders remember the client’s
invoice number, so it’s easy to keep track of unbilled media.
Media WIP accounting Media accruals for work in progress are posted automatically from media billing. The net
cost of the insertion or broadcast order is used for accrual journal entries, which update a
special WIP accrual G/L account. When the media vendor’s invoice is entered, it reconciles
the actual cost of the media with the accrued cost then makes the automatic reversing
entry.
Media reconciliation In Accounts Payable, the actual number of broadcast spots or ad placements is reconciled
with the planned spots from the insertion or broadcast order. Each order keeps its own
running balance of planned cost vs. actual cost, making it easy to bill clients accurately.
Importing SmartPlus, TAP- The built-in Media Link imports broadcast orders from MRP’s SmartPlus, TAPSCAN, and
SCAN, Strata. Imported buys appear automatically in the Broadcast Orders window, where they
and Strata media buys can be billed like other broadcast orders. A “standard media interface” lets any other
media buying system export buys to Clients & Profits X using a simple-to-program import
file format.
Media Features 5-5
Overview (con’t)
that you can change for different kinds of media buys. You can enter a long insertion or broadcast order so it can’t be billed twice.
description, a campaign code (for post-buy tracking), a standard disclaimer,
and up to three approval names. These details appear on the printed media It’s also easy to bill many insertion or broadcast orders at once. The media
estimate. billing option in Accounts Receivable displays a window listing the client’s
unbilled insertion or broadcast orders. You can select one, many, or all orders
Media estimates don’t affect job tickets until the insertion orders are created. for billing by clicking on the checkbox next to the order line item. The media
billing invoice has a different layout than regular job billings; it shows the
Print and broadcast media publication or station, ad name, ad
plans size, issue date, and gross cost.
On the media plan for a client, enter Media preferences
a plan number, name, and other
details, then add separate buys for Your media preferences let you
each station or publication. standardize some of the information
seen on insertion and broadcast
Print media plans can be set up for orders. This information, such as the
monthly, weekly, or daily publica- disclaimer, logo, and print copies
tions. For magazines, these periods are copied to orders automatically
can represent months during the to save time. You can even order
year. For newspapers, they can rep- media under a different name and
resent different weeks. Since these address, which is ideal for in-house
periods are customizable, they can agencies. You can customize how
handle any kind of time range; how- insertion and broadcast orders are
ever, the periods you enter apply to automatically numbered, including
every buy on the media plan. entering the next order number.
Adding media buys is like adding
tasks to jobs. You’ll enter the pub-
lication or station code, which behaves like the task code. You can see the Media and the General Ledger
publication’s ad sizes (or the station’s programs/times) from a pop-up Lookup
List. Double-clicking on an ad size (or program) enters it onto the media plan. There is no direct link between media plans and the General Ledger. Adding a
Most importantly, the rate is copied to the media buy automatically. For media plan doesn’t affect jobs. The job ticket is updated when an insertion or-
broadcast buys, you’ll enter the number of times the spot will run—and the der is created from a media plan; the job task’s Net and Gross total increases
total cost and rating points are calculated automatically. You can add many to show that you’ve ordered something. Insertion orders, like purchase orders,
different buys for many different publications (or stations) onto the same don’t affect the General Ledger either. The General Ledger is only affected
media plan. when the station or publication’s invoice arrives or the insertion is billed.
When the media plan is printed, the buys you’ve entered are grouped You can account for insertion orders made during the month with general
together by publication (or station). journal entries to a media G/L account. A list of insertion orders added during
the month can be printed from the Media Reports window; this total would be
Media billing added as a journal entry, then reversed next month. The difference between
the month’s insertions is your actual media cost.
There are two ways to bill media in Clients & Profits: pre-billing an individual
insertion (or broadcast) order or summary billing one or more orders.
An insertion or broadcast order can be easily and quickly pre-billed directly
from the Insertion/Broadcast Order window. It’s simple: find the order, then
choose Pre-bill Order from the Edit menu. The order’s details are copied in-
stantly to a special pre-billing invoice. The invoice is numbered automatical-
ly. You can see pre-bill invoices on the proof list, make any needed changes,
then post them. Once posted, the pre-bill invoice information updates the
5-6 How Clients & Profits X Manages Media
The Media menu
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1 The Media Calendar displays for a client media campaign. 7 The Media Traffic window
all of the month’s space clos- Broadcast plans can be created lists space reservation deadlines
ings (from media plans and es- for any broadcast month and and dates for materials due by
timates) and material due dates can contain buys for dozens of week for the next four weeks.
(from insertion and broadcast different stations.
orders). 8 The stations table lists
5 Print Media Plans are used media stations and their times
2 Media Briefs are like creative to make detailed plans for and programs. Both are used
briefs for media plans and space buys in magazines, news- on broadcast media plans and
estimates. They organize the papers, billboards, and other orders.
objectives, goals, and budgets print media. Print plans can be
for a client’s media buys. created by day, week, month, 9 The publications table lists
or year. media publications and their
3 Media Estimates are simple space buy details (such as ad
summaries of the media buys 6 Insertion/Broadcast Orders size). Both are used on print
that you place for a variety of take buy details from estimates media plans, media estimates,
publications and a range of and plans to create orders for and insertion orders.
dates. It’s the quickest way to media vendors. Media orders
show a client all of the buys you can also be added directly, 10 The optional Media Billing
plan to make on their behalf. bypassing the media estimate Goals window lets you plan
and media plan steps. They a year’s worth of billings by
4 Broadcast Media Plans are update jobs and tasks, and are type of media (e.g., broadcast,
used to make detailed plans of the start of the job costing and interactive, etc.) for all clients.
spot tv, cable, and radio ads billing process. Media analysis reports will
compare actual media billing
with these goals.
The Media Menu 5-7
Media Work Flow
TV / RADIO / CABLE MAGAZINES / NEWSPAPERS
1. 1.
Add stations, programs, and cli- Add publications, ad sizes, and client
ent contract rates contract rates
2. 2.
Add broadcast media plan Add print media plan
3. 3.
Add media buys for broadcast Add space buys for print plan
plan
4.
4. Print the print media plan for review
Print the broadcast media plan
for review 5.
Make revisions, then print the
5. print media plan for client approval
Make revisions, then print the
broadcast media plan for client 6.
approval Make insertion orders
6. 7.
Print station’s broadcast work- Pre-bill insertion orders or
sheet create Media billing
7.
Make broadcast orders
8.
Pre-bill the broadcast orders
or create a Media billing
5-8 Media Work Flow
INTERACTIVE OUTDOOR
1. 1.
Add media companies and stan- Add media companies and stan-
dard, client contract rates dard, client contract rates
2. 2.
Add interactive media estimate Add outdoor media estimate
3. 3.
Print the interactive media esti- Print the outdoor media estimate
mate for client review for client review
4. 4.
Make revisions, then print the Make revisions, then print the
final media estimate for client final media estimate for client
approval approval
5. 5.
Generate the interactive media Generate the outdoor media
orders from the estimate orders from the estimate
6. 6.
Pre-bill the interactive orders Pre-bill the outdoor orders
or create a media billing or create a media billing
Media Work Flow 5-9
Media Calendar
The Media Calendar window is a useful tool for managing media. Media calendar entries can be entered at any time
to help users remember important media-related dates, such as client presentations, vendor meetings, confer-
ences, and planning sessions. Double-clicking on any date in the Media Calendar window will open the Day-at-
a-Glance window. This special window shows a listing of all the calendar entries for the selected date with their
priority level conveniently color coded. To view all the details of a calendar entry, just double-click on it.
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Media calendar entries keep track of important media dates. Tickler entries can be
scheduled for any future date and can be automatically e-mailed when they’re due.
1 Use the calendar pop-up 5 Use the description field to 7 Specify an automatic lead
menu to choose which calendar further describe the details of time warning e-mail in days
to add the media calendar entry the media action/event. prior to a media action/event.
for.
6 You can determine the 8 A media calendar entry can
2 Date and time tells when the importance/urgency level of the be added for any client.
media event will happen. media event using the priority
pop-up menu. In the Day-at-a- 9 A status can be assigned to
3 Location describes where Glance Calendar, each media the media calendar entry.
the media calendar entry will event will be designated as
happen. high, normal, or low priority 10 The added by field shows
with a colored icon (red for the initials of the person who
4 The action/event is a short high, yellow for normal, and added this media calendar
description of the media event. green for low) so users can eas- entry.
It will appear on the Media ily see the priority level.
Calendar window, so it should
be meaningful to other users.
5-10 Media Calendar
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The Media Calendar keeps your media staff informed by letting them see at-a-glance
what important media events are fast approaching.
1 Use these toolbar buttons media calendar entries, click on
to scroll through the previous the show today link.
and next months of the media
calendar. 5 Use the month and year
pop-up menus to choose which
2 You can create a media month of the media calendar
calendar entry by clicking on you want to view. The media
the add button. calendar allows you to create
entries for three years.
3 To get a hard-copy printout
of the media calendar, click on 6 Click on a date in the Media
the print calendar button. Calendar window to open the
Day-at-a-Glance Calendar. This
4 Enter a date here to find window will allow you to view
media calendar entries for a the details of a media calen-
specific date. To jump to today’s dar entry, as well as add new
entries.
Media Calendar 5-11
Media Briefs (Campaigns)
A media brief is a worksheet that the media department can use to define and document the media process your
agency follows to purchase media. It helps outline what needs to be accomplished by the media purchased; they fo-
cus on what needs to be done to start buying media; and track the necessary, minute details of the media buying pro-
cess. The media brief can be printed with all its important planning details to be distributed to the AEs and clients.
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Use media briefs to keep the media department and the AE’s on the same page about
media planning, ordering, targeting audience, budget, etc.
1 Media briefs can be easily 2 To print media reports, click the sort order by clicking on any
added, cloned, edited, and on the print reports button. To of the column headings.
deleted. To add a new media print a hard-copy printout of the
brief, click on the add button. media brief, click on the print 6 Media briefs are displayed
Or use the clone button to clone brief button. with their client code, campaign
a media brief into a new one. ID number, campaign name,
Cloning copies all of the details 3 Click on a tab pane to switch start date, end date, and status.
from an existing media brief, between pending media briefs, Double-click on a campaign to
then lets you edit it. To change killed media briefs, and ap- view its details.
the media brief’s details (i.e., proved media briefs.
target group, objective, media 7 The objective for a selected
budget, etc.), click on the edit 4 To find a media brief, enter a media brief appears here for
button. Media briefs are flexi- client code here. reference.
ble so they can be edited at any
time. To delete a media brief, 5 Media briefs are listed in
click on the delete button. order by client. You can change
5-12 Media Briefs (Campaigns)
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Add a media brief to keep track of all your important details (i.e., target age, media
schedule, supporting exhibits, etc.) for a campaign in one easy to find place.
1 Each media brief is entered 6 Campaigns can be given an to enter in the details for the
for one client only. optional AE. Custom reports campaigns target age, target
can analyze campaigns by AE. gender, target occupation,
2 The campaign ID code is target lifestyle, media recom-
usually a combination of the 7 The added by initials are mendations, media schedule,
client code and a number. the person who added this and supporting exhibits.
campaign.
3 The campaign name should 10 A media budget can be
briefly describe the campaign. 8 An objective can be added entered for the campaign. It is
to explain the primary goal of broken out by media type (i.e.,
4 The start date and end date this campaign. It appears in broadcast, cable, radio, etc.).
note when the campaign was the Media Brief window so it
opened and when it will close. should be clear and meaningful 11 An optional status can be
to other users. used to track campaigns from
5 The media rep is the person start to finish using the same
responsible for planning and 9 Use the details pop-up menu Status Table as jobs.
buying this campaign’s media.
Media Briefs (Campaigns) 5-13
Media Estimates
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The media estimate provides a simple way to show clients how and where their ads will
be placed. There’s no limit to how many media estimates you can add for a client.
1 Use these toolbar buttons to commission, etc.), click on the on the add buy button. Media
scroll through the previous and edit button. Media estimates buys can be deleted at any time
next media estimates. are flexible so they can be before they are ordered (that
edited at any time. To delete is, an insertion order has been
2 Media estimates can be eas- a media estimate, click on the created for it). To remove a
ily added, cloned, edited, and delete button. media buy, click on the remove
deleted. To add a new media buy button.
estimate, click on the add but- 3 The media estimate is
ton. Or use the clone button to incomplete without media buys. 4 Insertion orders can be cre-
clone a media estimate into a The buys indicate exactly which ated automatically from your
new one. Cloning copies all of ads are running on each publi- media estimate by clicking on
the details and buys from an cation. A single media estimate the make order button. You can
existing media estimate, then can contain one or many media make an insertion order for one
lets you edit it. To change the buys from one or many different selected space buy, or for all
media estimate’s key details publications. To add a media space buys on the media esti-
(i.e., client, approvals, date, buy to the media estimate, click mate. One insertion order will
5-14 Media Estimates
A media estimate is added in two parts, much like adding a job ticket. First, open the
new media estimate, which includes the estimate number, client, campaign name,
and description. Next, add media buys for each time an ad will run for this estimate.
be created for each publication. marked as closed after its buys newspaper, outdoor, or other
have been ordered. Placing a media this buy is being ordered.
5 To print media reports, click media estimate on-hold makes
on the print reports button. To it inactive, but keeps it open for 15 The issue date shows when
print a hard-copy printout of the future use. Closed and on-hold the ad will run.
media estimate, click on the orders don’t appear on media
print estimate button. status lists and traffic reports. 16 The ad number, caption,
and size describe the ad space
6 Enter a media estimate 11 Category is the media kind that will be ordered from this
number here to find a media that has been selected for the estimate. These details appear
estimate. Or use the find more media estimate’s vendor. It is on the printed insertion order
link to find media estimates used on some media reports to and the client’s media billing.
by sequence, number, client, group media estimates together.
description, date, or campaign. 17 Gross cost is the amount
12 The description can contain you’re charging the client for
7 Use the history pop-up menu any kind of notes, specifica- this ad. The commission is cop-
to jump to a previously viewed tions, objectives, or strategies ied from the client, and is used
media estimate. that should appear on the to calculate the ad’s net cost.
printed media estimate. The Net cost is the amount you’ll
8 A media estimate is opened description is changed by click- pay the publication for the ad.
for only one client. This would ing on the Edit button.
be the client who will be re- 18 If the selected media buy
sponsible for authorizing these 13 A media estimate can has already been ordered on an
media buys. contain dozens of individual insertion order, the IO number,
buys, which represent different date, and actual order amount
9 Media estimates are num- dates in which an ad will run. will appear here for reference.
bered automatically by client, The column headings for media
like job tickets. The estimate buys are customizable—each 19 Media estimates can be
number is the combination of media estimate can have differ- tracked from start to finish by
the client number and its next ent labels, for flexibility. They status on reports. The status
estimate number. You can enter can be changed by clicking the is optional, and is completely
any kind of estimate number edit button. customizable. It is not related
you like. to the job production/billing
14 The publication code status codes.
10 A media estimate can be indicates from which magazine,
Media Estimates 5-15
Broadcast Media Plans
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Most of the information entered on a broadcast media plan is included on the printed
broadcast plan that the client will approve. It can be revised and reprinted many times.
1 Use these toolbar buttons to details (i.e., client, approvals, the add buy button. Broadcast
scroll through the previous and flight dates, commission, etc.), buys can be deleted at any
next broadcast media plans. click on the edit button. Broad- time before they are ordered
cast media plans are flexible so (that is, a broadcast order has
2 Broadcast media plans they can be edited at any time. been created for it). To remove
can be easily added, cloned, To delete a broadcast media a broadcast buy, click on the
edited, and deleted. To add plan, click on the delete button. remove buy button.
a new broadcast media plan,
click on the add button. Or 3 The broadcast media plan is 4 To print media reports, click
use the clone button to clone incomplete without spot buys on the print reports button.
a broadcast media plan into a for times and programs. A Click the print worksheet button
new one. Cloning copies all of separate spot buy should be to print the Broadcast Work-
the details and buys from an added for each time or program sheet which shows the plan’s
existing broadcast media plan, during which the ad will run. buys in detail by station and the
then lets you edit it. To change To add a broadcast buy to the total number of spots, cost, and
the broadcast media plan’s key broadcast media plan, click on
5-16 Broadcast Media Plans
Broadcast media plans can be created for many kinds of radio, television, cable, or
even Internet-based media buys. A broadcast media plan is similar to a job ticket:
it is opened for one client, has a number to track it, can be changed many times as
needed, and printed for a client’s approval.
rating for each station and for a brief description of the plan’s clicking on a spot buy displays
the entire plan. To print a hard- objective. The broadcast plan’s its complete details.
copy printout of the broad-cast flight schedule is customizable.
media plan, click on the print These are the days on which the 15 The station is who you
plan button. spots will run. bought the broadcast buy to run
during a time or program.
5 Broadcast orders can be 9 A broadcast media plan can
created automatically from your be marked as closed after its 16 Market shows where the
broadcast media plan by click- buys have been ordered. broadcast buy’s spots will run.
ing on the make order button.
You can make a broadcast order 10 Placing a broadcast media 17 Dates shows when the
for one selected broadcast buy, plan on-hold makes it inactive, broadcast buy’s spots will run.
or for all broadcast buys on the but keeps it open for future use.
broadcast media plan. One Closed and on-hold orders don’t 18 The time/program field
broadcast order will be created appear on media status lists contains the name of the time
for each station. and traffic reports. or program the broadcast buy
will run.
6 Enter a broadcast media 11 The buyer initials are
plan number here to find a copied as the person adding 19 Length describes how long
broadcast media plan. Or use the media plan, but can be the broadcast buy’s spots will
the advanced search link to find changed. run. Spots shows the number
broadcast media plans by se- of times the broadcast buy will
quence, number, client, name/ 12 The broadcast media plan’s run during the time or program.
title, start date, or campaign. total spots, rating, cost, and Rating shows what the time or
other summary totals appear program’s rating is.
7 Use the history pop-up menu here for easy reference. The
to jump to a previously viewed CPP is the cost per rating point 20 Gross/Each shows how
broadcast media plan. and the CPS is the cost per much each spot run for the
spot. broadcast buy will cost.
8 Each broadcast media plan
is tracked by a media plan 13 The campaign code is dis- 21 The status field can be used
number. Media plans are num- played here for easy reference. to track broadcast media plans.
bered automatically by client. The media plan’s optional bud- It appears here for reference,
Each client has its own number- get, if entered, appears here. but it can be edited in the Edit
ing sequence for easy tracking. Broadcast Media Plan window.
A media plan’s number can’t 14 The broadcast media plan’s
be changed. Broadcast media spot buys are listed by station.
plans are opened for a single Each spot buy contains a sta-
client. The client number will tion name, the time/program
be copied from the media plan name during which the spots
to broadcast orders and, even- will be running, the length of
tually, to media invoices. The each spot, the number of spots,
media plan’s name/title appears total rating points, and the spot
here for reference and is usually buy’s total gross cost. Double-
Broadcast Media Plans 5-17
Print Media Plans
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Print media plans can be created for three kinds of periods: daily (for newspapers),
weekly (for newspapers, journals, etc.), and monthly (for magazines).
1 Use these toolbar buttons to campaign, start date, end date, dozens of different publica-
scroll through the previous and approvals, kind, etc.), click on tions, or many buys for the
next print media plans. the edit button. Print media same publication. To add a
plans are flexible so they can be space buy to the print media
2 Print media plans can be edited at any time. To delete a plan, click on the add buy
easily added, cloned, edited, print media plan, click on the button. Space buys can be
and deleted. To add a new delete button. deleted at any time before they
print media plan, click on the are ordered (that is, an insertion
add button. Or use the clone 3 The print media plan is order has been created for it).
button to clone a print media incomplete without buys for ad To remove a space buy, click on
plan into a new one. Cloning space. Space buys indicate the remove buy button.
copies all of the details and exactly which ads are running
buys from an existing print on each publication during each 4 Insertion orders can be cre-
media plan, then lets you of the plan’s twelve months, ated automatically from your
edit it. To change the print weeks, etc. One print media print media plan by clicking on
media plan’s key details (i.e., plan can contain space buys for the make order button. You can
5-18 Print Media Plans
The print media plan is incomplete without buys for ad space. One print media plan
can contain space buys for dozens of different publications, or many buys for the same
publication.
make an insertion order for one The name/title is a brief de- 11 The campaign and budget
selected space buy, or for all scription of the plan’s objective, are displayed here for easy
space buys on the print media market, or product. It appears reference. The optional budget
plan. One insertion order will on the printed media plan, so can be used to show the
be created for each publication. clients see it. amount expected for the total
of the print media plan’s space
5 To print media reports, click Each print media plan is buys.
on the print reports button. To tracked by a unique media plan
print a hard-copy printout of the number. For easy tracking, each 12 The media plan’s space
print media plan, click on the client has it’s own numbering buys are listed here by publica-
print plan button. sequence. The media plan tion code. Double-clicking on a
number is a combination of the space buy displays its complete
6 Enter a print media plan client account number and its details, including the day, week,
number here to find a print special media plan number. A or month in which the ads will
media plan. Or use the find media plan’s number can’t be run.
more link to find print media changed.
plans by sequence, number, 13 The pub code and publica-
client, name/title, start date, or The print media plans kind ap- tion indicated the publication
campaign. pears here for reference. Print from whom you’re buying the
media plans can be created for space to run the ad.
7 Use the history pop-up menu three kinds of periods: daily (for
to jump to a previously viewed newspapers), weekly (for weekly 14 Market shows where the
print media plan. newspapers, trade journals, space buy’s ads will run.
and weekly periodicals), and
8 Use the specifications link monthly (for magazines). Daily 15 The ad number/caption
to view the print media plan’s print media plans let you plan identifies the ad on the printed
details. Use the vendor info buys for a single seven-day pe- media plan, insertions orders,
link to view or edit the vendor’s riod. Weekly print media plans and media invoices. Any kind
address. Use the delivery info let you buy space for any twelve of description text or ID code
link to enter special delivery periods. Monthly print media can be used.
instructions for the print media plans let you place ads for up to
plan. Use the periods link to twelve months. 16 The ad’s gross cost (i.e.,
view or edit the buy periods for the amount the client will pay,
the print media plan. 10 A print media plan can be including your commission)
marked as closed after its buys appears here for reference. The
9 Print media plans are opened have been ordered. Placing a ad’s net cost will be calculated
for a single client, just like a print media plan on-hold makes using the gross cost and plan’s
job ticket. The client number it inactive, but keeps it open for media commission.
will be copied from the media future use. Closed and on-hold
plan to insertion orders and, orders don’t appear on media 17 An optional status can be
eventually, to media invoices. status lists and traffic reports. used to track print media plans
from start to finish using the
same Status Table as jobs.
Print Media Plans 5-19
Insertion/Broadcast/Interactive/Outdoor Or-
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Orders can be revised has many times as you want. To make the first revision and
start the revision counter, simply enter a “1” in the Description/Status window.
1 Use the previous and next or brand. Click the delete but- 3 Click the add buy button to
buttons to scroll through inser- ton to delete an order. Once an add new amounts to an order.
tion and broadcast orders. insertion or broadcast order has The remove buy button deletes
been invoiced by the vendor or one or more selected costs
2 Insertion and broadcast pre-billed to the client it can’t from an order. Only line items
orders can be easily added, be deleted—even if it was only that haven’t been invoiced by
cloned, edited, or deleted. partially invoiced. Like jobs, the vendor or pre-billed to the
Click the add button to add a this feature prevents billable client can be deleted. Once a
new insertion order. (To add orders from being inadvertently line item is removed, it is gone
a broadcast order, go to Edit deleted and, therefore, not forever: its net cost and gross
> Add > Broadcast Order). Or billed. Always let Clients & amounts are deducted from the
click on the clone button to Profits X automatically number job task permanently. However,
make an exact copy of an exist- the next media order to avoid if needed, the same line item
ing order. Click the edit button confusion from using the can be added back to the order
to edit the order’s key details, numbers of deleted orders over later.
such as the vendor, campaign, again.
5-20 Insertion/Broadcast/Interactive/Outdoor Orders
Insertion orders and broadcast orders have separate preferences. The agency name, address, disclaimer,
auto-numbering, copies to names, and logo can be different. (This is especially useful for in-house agen-
cies that need to maintain a separate identity from the corporation in order to get agency discounts.)
4 Any insertion or broadcast order’s description/status, cast order to a different address the order to the vendor.
order can be pre-billed using vendor information, or options for the same vendor. An order
the pre-bill button. Pre-billing and to view the vendor diary. can include only one vendor; if 18 Use the make goods link to
automatically creates an invoice The description/status window you’re buying something from add a make good to this inser-
for the order’s gross amounts can be used to edit the order’s multiple vendors, each vendor tion or broadcast order. Make
and shows the job and task details, such as the campaign, gets its own insertion or broad- goods are compensation for
like any other invoice. The brand, or status. The vendor in- cast order. ads that either never ran or ran
pre-billing invoice is unposted, formation window can be used incorrectly.
so it can be proofed, posted, to customize the vendor’s name 13 The due date shows
and then printed with other and address on this insertion or when the buys are due to be 19 The order’s current revision
invoices. There are two options broadcast order only. The op- delivered. The balance amount number increments auto-
available when pre-billing an tions window contains the cop- shows the amount remaining matically each time someone
order. The show totals only ies to names and disclaimer for on the order that has not been edits the order. To start the
option combines all of the the insertion or broadcast order. invoiced to vendor invoices. automatic revision numbering,
order’s amounts together, so The vendor diary window can When the insertion or broadcast a “1” must be entered into the
that the invoice shows only be used to view, add, or edit order is closed, the balance revision box in the specifica-
one billing amount. The show diary entries for the insertion or amount will automatically tions window.
item-by-item detail creates a broadcast order’s vendor. change to $0.00.
separate billing amount for
every line item on the order. 9 Use the view>point pop- 14 The order will be closed 20 The status is user-defined
Also, the order’s billing can be up menu to view the order’s automatically when applied to note that describes the order’s
added to an existing unposted invoices. a payable for the full balance current progress and appears
pre-billing invoice by entering due. If an order needs to be on the printed order. Insertion/
the number of the existing pre- 10 Every order has a unique closed for any reason, click on Broadcast Order reports can
billing invoice into the pre-bill number. New orders are the closed box. be printed showing only orders
dialog box. numbered automatically, but with a certain status (i.e., on-
custom, user-defined numbers 15 The insertion or broadcast hold, change order, etc.).
5 The print reports and print can be entered instead. order’s buys are listed here by
order buttons are used to print line number. Double-clicking 21 If an order has been ap-
insertion and broadcast order 11 The order date is the date on a media buy opens the Edit proved, the approver’s initials
reports and forms. the insertion or broadcast order Media Buy window. and date appear on the Inser-
was added. The client number tion/Broadcast Order window.
6 If you know the insertion or does not show on the printed 16 Some of the media buy’s Once approved, insertion and
broadcast order number you order; there is an option in details are listed here for easy broadcast orders can’t be
want to find, simply enter the Preferences to show the client reference. For insertion orders, edited. Only the user who ap-
number into the find order name. The ordered by field the media buy’s issue date, ad proved the order can unapprove
field. Use the find more link to shows the initials of the person size, ad#/caption, space close the order.
find one or more insertion or who added the order. Insertion date, materials due date, net
broadcast orders by sequence, and broadcast orders can be cost, and gross cost will appear.
vendor, number, date, or job. printed in batches by user. The For broadcast orders, the media
amount is the total amount of buy’s broadcast month, market,
7 The history pop-up menu can the order’s line items. ad name, product, materials
be used to jump to a previously due date, net cost, and gross
viewed insertion or broadcast 12 The vendor’s name and cost will appear.
order. address are copied to the order,
but can be changed. This lets 17 A lengthy description pro-
8 Use these links to edit the you send an insertion or broad- vides a detailed explanation of
Insertion/Broadcast/Interactive/Outdoor Orders 5-21
Adding Broadcast Orders
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Radio, cable, and broadcast tv spots ordered on behalf of a client should be tracked
with broadcast orders. They can be created one-by-one or from broadcast media plans.
1 The number identifies a that owns the station (or it copied from the vendor, and is
broadcast order on windows, might be the station itself). used to calculate the buy’s net
reports, and forms. Broadcast The vendor’s name and address cost.
orders are numbered auto- appear on the printed broadcast
matically when added or when order, but can be customized on 5 Every insertion order needs
saved, based on your prefer- each order. a job and task for accurate cost
ences. Or, you can number accounting. The broadcast
your orders manually. 4 The order date is the date order’s cost will update the job
on which the order was added. task’s Net POs total.
2 Use the template pop-up It appears on the printed
menu to select a template. broadcast order. Ordered by is 6 The flight dates are when the
Choosing a template copies the the initials of the person who programs will run.
template’s default details to the added the insertion order. Later,
new broadcast order. broadcast orders can be printed 7 Campaign and brand are
in batches by these ordered optional fields that are used by
3 An order has only one vendor by initials. The commission is media analysis reports.
which is usually the company
5-22 Adding Broadcast Orders
Once the Add Broadcast Order window is saved, you can add media buys to the broad-
cast order. Media buys contain the specific details about each spot that will run on the
broadcast order. A separate media buy should be added for each combination of run
dates, times, and programs. A broadcast order can have dozens of media buys on it.
8 The body of the broadcast or-
der is completely customizable.
The standard field labels are
designed for broadcast orders.
The default labels are broadcast
month, ad name, market, and
product. Information added for
these user-fields appear on the
printed broadcast order.
9 The materials due date is
used by traffic reports and ap-
plies to first spot on the broad-
cast order. It can be customized
for each media buy.
10 The description field is a
long text block. The label itself
is customizable for flexibility.
Any kind of notes or details
can be entered here. This text
appears in the heading of the
printed broadcast order.
11 The special instructions
field provide a space for details.
It prints on the broadcast order
below the line items.
12 The Media Buyer and
Media Rep OK fields create
approval lines on the printed
broadcast or order along with
the rep instructions.
Adding Broadcast Orders 5-23
Adding Insertion Orders
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Insertion orders are essential for accurate job costing. They allow media costs to be
committed to a job before the publication’s invoice is posted.
1 The order number identifies might be the publication itself). cost will update the job task’s
an insertion order on windows, Net POs total.
reports, and forms. IOs are 4 The order date is the date
numbered automatically when on which the insertion order 7 The publication name is
added or when saved, based on was added. It appears on the copied from the Publications
preferences, or manually. printed insertion order. table, which links the pub’s ad
sizes with insertion orders.
2 Use the template pop-up 5 Ordered by is the initials of
menu to select a template. the person who added the inser- 8 The campaign code can
Choosing a template copies the tion order. Later, insertion or- be used to categorize media
template’s default details to the ders can be printed in batches expenses. The brand name
new broadcast order. by ordered by initials. helps to identify the product
line being advertised. Both are
3 An IO has only one vendor. 6 Every insertion order needs optional.
It is usually the company that a job and task for accurate cost
owns the publication (or it accounting. The insertion’s 9 The issue date shows the
5-24 Adding Insertion Orders
Any kind of ad space ordered on behalf of a client should be tracked with insertion or-
ders. An insertion order can have one or dozens of different media buys for one vendor.
Each media buy can specify a different ad to run, another set of run dates, or a special
space buy for a certain ad and will appear as a separate line on the printed order.
week, month, or period of time 14 The bill net, not gross op-
each media buy runs. The tion lets you pass the ad’s true
ad/caption describes the spe- cost along to the client, without
cific advertisement that’s being any agency commission.
run for this space buy. The
ad name/size is a combination
of the ad/caption and ad size
fields, but can be changed. It
appears on media billings.
10 Space close is the date on
which you must place this order
with the publication.
11 Materials due is the date
on which the ad’s film, disk, or
other materials must reach the
publication.
12 Position is a customizable
text field that can store notes or
special instructions that appear
on the printed insertion order.
13 Gross cost is the amount
you’re charging the client for
this ad. The commission is cop-
ied from the client, and is used
to calculate the ad’s net cost.
Net cost is the amount you’ll
pay the publication for the ad.
Adding Insertion Orders 5-25
Adding Interactive Orders
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Interactive orders can be used to buy advertising space on web sites, digital kiosks,
point-of-sale locations—anything that’s electronic.
Internet Advertising is are ads an interactive order on windows, 4 The order date is the date
that appears on websites. As reports, and forms. Orders are on which the interactive order
the on-line population rapidly numbered automatically when was added and appears on the
grows, so does the placement added or when saved, based on printed order.
of ads on the world wide web. preferences, or manually.
One advantage it has over 5 Ordered by is the initials of
traditional advertising is that 2 Use the template pop-up the person who added the inser-
enables clients to interact with menu to select a template. tion order. Later, orders can
the advertisement, so with a Choosing a template copies the be printed in batches by these
mouseclick anyone on-line can template’s default details to the initials.
get more information about a new order.
product, subscribe for news and 6 Every interactive order needs
updates, or purchase it right 3 An interactive order has a job and task for accurate cost
then and there. only one vendor, which is the accounting. The order’s cost
company that owns web site or will update the job task’s Net
1 The order number identifies network. POs total.
5-26 Adding Interactive Orders
Internet ads also provides advertisers with an opportunity to precisely target its audi-
ence, enabling them to deliver advertisements that are customized to each consum-
er’s particular interests and tastes.
7 The website/network name is 8 The campaign code can note any unique information
copied from the Publications/ be used to categorize media or specific details about how
Media Companies table, which expenses. The brand name this interactive ad should be
links the media company’s ad helps to identify the product run. They appear on the printed
sizes with interactive orders. line being advertised. Both are interactive order.
The run dates show the days, optional.
weeks, or months the interac- 13 Gross cost is the amount
tive ad will appear on the site. 9 The # impressions shows the you’re charging the client for
The ad/caption describes the number of time the ad will be this ad. The commission is cop-
specific advertisement that’s seen by readers per month. It is ied from the client, and is used
being run for this space buy. used to calculate the ad’s cost to calculate the ad’s net cost.
The banner size is the size of per thousand (CPM). Net cost is the amount you’ll
the ad in pixels. To see a list of pay the publication for the ad.
ad sizes, leave the banner size 10 Space close is the date
empty then press tab. A lookup on which you must place this 14 The bill net, not gross op-
list will appear listing the order with the media company. tion lets you pass the ad’s true
media company’s ad sizes that Materials due is the date on cost along to the client, without
have been added into Publica- which the digital artwork must any agency commission.
tions/Media Companies table. reach the media company.
You can then choose an ad size
from the list or type in your own 11 File size the media compa-
size. The linking URL indicates ny how large the digital artwork
to the media company the web will be when it is sent.
page should be opened when a
viewer clicks on the ad. 12 Use special instructions to
Adding Interactive Orders 5-27
Adding Outdoor Orders
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Outdoor media orders are used to place any kind of out-of-doors advertising, such as
billboards, mass transit signage, kiosks, building walls, and more.
Outdoor advertising can reach windows, reports, and forms. 4 The order date is the date
a lot of people and build a Orders are numbered auto- on which the outdoor order
strong identity within a local matically when added or when was added and appears on the
market. Each board is assigned saved, based on preferences, or printed order.
to a location, which displays manually.
it’s message to a percentage of 5 Ordered by is the initials
the population. You can project 2 Use the template pop-up of the person who added the
your message on one or numer- menu to select a template. outdoor order. Later, orders can
ous boards, to reach a total Choosing a template copies the be printed in batches by these
number of impressions that template’s default details to the initials.
equal a percentage of the area’s new order.
population. 6 Every outdoor order needs a
3 Each outdoor order has only job and task for accurate cost
1 The order number identi- one vendor, which is the media accounting. The order’s cost
fies an interactive order on company that owns or manages will update the job task’s Net
the billboard, signage, etc. POs total.
5-28 Adding Outdoor Orders
The outdoor locations you buy most often can be added to the Publications/Media
Companies table with specifications and rates, which will be copied to new outdoor
orders automatically.
7 The size/number identifies 9 Materials due is the date on and is used to calculate the
the specific ad space or location which the digital artwork must ad’s net cost. Total net is the
being ordered for this media reach the media company. amount you’ll pay the media
buy. To see a list of the media company for the placement for
company’s ad sizes/numbers, 10 Space close is the date on the full contract term. Total
leave the field empty then press which you must place this order gross is the total amount your
Tab. with the media company. client will pay for the ad’s entire
run.
Illuminated indicates whether 11 Use special instructions to
the outdoor advertisement is note any unique information or 14 The bill net, not gross op-
lighted and, if so, how many specific details about how this tion lets you pass the ad’s true
hours it is lit. The type/location outdoor ad should be present- cost along to the client, without
describes the specific location ed. These notes appear on the any agency commission.
that this advertisement will ap- printed outdoor order.
pear. Posting date shows when 15 Special charges are op-
the media company will install 12 Contact term tells the tional additional costs above
or present the outdoor ad. media company how long (in and beyond the outdoor ad’s
months) this outdoor ad will contract rate. They are one-time
8 The campaign code can run. It is the rate basis for the charges that are added to the
be used to categorize media ad’s cost. total gross the client will pay.
expenses. The brand name Special charges are commis-
helps to identify the product 13 Monthly rate is the amount sionable, so the net charge will
line being advertised. Both are you’re charging the client for be added to the orders’t total
optional. this ad per month. The commis- net.
sion is copied from the client,
Adding Outdoor Orders 5-29
Media Traffic
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The Media Traffic window gives media planners and buyers a one-stop place to check
upcoming deadlines for space closings and materials due.
1 Use the prev week and next 4 The space closing list shows
week toolbar buttons to scroll upcoming space deadlines
through the four weeks of from broadcast and print media
media deadlines available to be plans. The space closing date
viewed. can be entered separately for
each buy on a media plan.
2 To print a hard-copy printout
of the Media Traffic window, 5 The materials due list shows
click on the print report button. upcoming traffic deadlines from
actual insertion and broadcast
3 The Media Traffic window orders.
can list space closing and mate-
rial due dates for the next four
weeks by using the show week
pop-up menu. Only one week
can be viewed at a time.
5-30 Media Traffic
Media Traffic 5-31
Stations
Clients & Profits keeps a detailed table of the stations you use on broadcast media plans. A broadcast media plan is com-
posed of different spot buys for a two-week period. Each program/time is added as a separate spot buy on a broadcast
media plan, along with the number of spots that will run each day of the flight. When you’re adding a spot buy, you’ll
select a station from the Stations lookup list—which links the media buy with the station’s programs, times, and rates.
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The Stations window shows both your stations (television, radio, and cable) and their
programs/times. There’s no limit to how many stations and programs you can add.
1 Use the station toolbar but- for each program or time slot, programs/times and standard
tons to add, edit, and delete TV, as well as special program/rate rates. Double-clicking on a
radio, and cable stations as well combinations for each client. station ID opens the Stations
as print a station list. When a broadcast media plan window, where you can make
is created, the right rate will changes to its details.
2 Use the time/program toolbar be copied to the spot buy au-
buttons to add, edit, and delete tomatically. Selecting a client 5 The times/programs and
programs, times, and contract from the pop-up menu displays standard rates for the selected
rates for the currently selected that client’s special contract station are listed here. Double-
station. You can also print a rates. The program/times/rate clicking a time/program record
list of programs/times by click- table needs to be frequently up- opens the Times/Programs/Con-
ing the Print button. dated as the rates and programs tract Rates window, where you
change. can change the spot’s details.
3 Each station can have doz-
ens of different programs/times. 4 Your stations are listed here,
You can set up standard rates sorted alphabetically. Clicking
once on a station displays its
5-32 Stations
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Anyone using Clients & Profits can see and update the station’s information, including
the ad representative’s name, address, and phone number.
1 Each station must be as- 3 The station’s name and 7 The publication’s market
sociated with a vendor in the address are entered here and can be entered here for future
Vendor table. The vendor and appear on printed media orders. reference.
the station can be the same,
but must be added separately. 4 An ad rep for the station
One vendor can have many can be entered here with their
stations. phone number, and fax number.
2 The station code is used for 5 The commission rate will
sorting and sub-totaling media be copied to broadcast media
buys on reports and client plans when this station is used.
invoices, so clients will see
it. Each station code must be 6 Any notes about the publica-
unique. The code is customiz- tion can be entered here. They
able and user-defined. don’t appear on media reports.
Stations 5-33
Publications/Media Companies
Clients & Profits X keeps a detailed listing of the publications you use for media print buying and media companies
you use for outdoor advertising. Each pub and media company belongs to a vendor in the Vendor table. One vendor
can have dozens of publications, each with its own collection of various ad sizes and rates.
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The Publications/Ad Sizes/Media Companies window shows a detailed listing of all
the publications and their ad sizes that you use for media print buying.
1 Use these toolbar buttons to sort direction the ad sizes are on the publication heading.
add, edit, and delete publica- listed in. Clicking once on a publica-
tions as well as print a publica- tion displays its ad sizes and
tion list. 3 A publication can have standard rates. Double-click-
Use these arrow toolbar buttons dozens of ad sizes/rates. You ing on a publication opens the
to change the sort direction the can set up standard rates for Publication window, where
publications are listed in. each ad size, as well as special you can make changes to the
size/rate combinations for each publication’s information.
2 Use these toolbar buttons client. Selecting a client from
to add, edit, and delete ad the pop-up menu displays that 5 The ad sizes and standard
sizes and contract rates for client’s special contract rates. rates for the selected publica-
the currently selected publica- tion are listed here by ad size.
tion. You can also print a list 4 Your publications are listed To sort the list by gross cost,
of ad sizes/rates by clicking the here, sorted alphabetically by click on the gross cost heading.
print button. Use these arrow publication code. To sort the Double-clicking on an ad size
toolbar buttons to change the list by publication name, click opens the Print Ad Size window,
where you can change the ad’s
details.
5-34 Publications/Media Companies
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Anyone using Clients & Profits X can see and update the pub/media company’s infor-
mation, including the ad representative’s name, address, and phone number.
1 Each publication/media com- 3 The commission rate will be 6 An ad rep for the publication
pany needs to be associated copied to media estimates and can be entered here with their
with a vendor in the Vendor print media plans when this phone number. It is optional,
table. The vendor and the pub- publication is used. but appears on printed media
lication/media company can be orders.
the same, but must be added 4 The publication and media
separately. One vendor can have company’s name, address, 7 The publication’s market
many publications. phone number, and fax number can be entered here for future
are entered here and appear on reference. The market is copied
2 The publication code is used printed media orders. to orders added for this publica-
for sorting and sub-totaling me- tion or media company.
dia buys on reports and client 5 The publication’s issue date,
invoices, so clients will see it. close date, and circulation 8 Any notes about the publica-
Each publication code must be can be entered here for future tion can be entered here. They
unique. The code is customiz- reference. don’t appear on media reports.
able and user-defined.
Publications/Media Companies 5-35
Make Goods
Make goods are compensation for ads that either never ran or ran incorrectly. 2 Click once to highlight the media buy wasn’t run or run incorrectly.
There are many different ways a print ad or radio/tv spot can be compro-
mised, providing less value for your client. For example, you ordered for a
3 Click the link or choose Edit > Add Make Good.
guaranteed position in a magazine, but the ad actually ran in a different, less
desirable place. Or, you placed a radio spot to air during a certain show, but
The Add Broadcast Make Good window opens, prompting you to enter the
the ad ran during a different program. In these situations, the publication or
make good’s details. The media buy’s details are copied to the make good
station will either offer to run the ad or spot again, credit the entire amount
line item except for the date, time, and program.
of the ad’s cost, or issue a partial credit.
4 Enter the dates, days, time,
Make goods need to be added
and program for which this
to the original insertion order
make good spot will run.
or broadcast order so that the
shop’s job costing is accurate.
The dates, days, etc. is based
If make goods aren’t entered
the compensation negotiated
as they happen, your job costs
with the station.
won’t match up with your com-
mitments.
5 Enter the rate, spots,
amounts, and other details
It’s the media buyer’s respon-
for this make good, then click
sibility to match the station’s
Save.
affidavits or the publication’s
tear sheets to verify that the
ads or spots that actually ran To add a make good
match what the shop ordered. for an insertion order
Any discrepancies needs to be
noted on the client’s broadcast 1 Find the insertion order
or insertion orders by adding that needs the make good.
make goods.
2 Click once to highlight the
Make goods are simply additional media Editing a broadcast media media buy wasn’t run or run incorrectly, then click the
buys appended to an insertion order or buy. Broadcast orders are link or choose Edit > Add Make Good.
broadcast order after the ads or spots added, edited, revised,
have been run. They’re functionally no printed, and billed like pur- 3 Enter the issue date, ad caption, and ad size for which this make good ad
different from an order’s regular media chase orders and insertion will run, based the compensation negotiated with the publication.
buys—each make good line item includes orders. Dozens of separate
details about the dates, times, programs, media buys can be added 4 Enter the space close and materials due dates for this make good, then
etc. of the affected print ad or radio/tv spot. for the same station on a
click Save.
Make goods will have a negative cost amount broadcast order.
if the station/publication is offering a credit;
otherwise, free make good ads will have a no Reprinting the revised broadcast or insertion order
cost at all.
Once the make good is saved, the broadcast or insertion order can be
When make goods are added, they update the job’s commitment totals just reprinted and faxed to the station, if necessary. For clarity, the reprinted order
like the original order. They appear on media reports just like other media will show the original media buys plus the make goods.
buys. When the station or publication media invoice is added into Accounts
Payable, they are reconciled along with the order’s original media buys. 1 Choose File > Print Orders then follow the prompts.
To add a make good for a broadcast order
1 From the Insertion/Broadcast Orders window, find the broadcast order that
needs the make good.
5-36 Make Goods
Media Billing Goals
The Media Group Performance - Trend Analysis report compares actual media spending for each kind of media (e.g.,
broadcast TV, radio, etc.) with the media department’s billing goals. For these reports to work properly, the shop’s
billing goals for each media kind must be entered in the Media Goals window. Media billing goals, which are based on
gross amounts on broadcast and print insertion orders, can be entered for each quarter of the calendar year.
q
w
e
r
These media billing goals can be edited any time. They are used only for media reports,
and don’t affect job tickets, media plans or estimates, job costing, or the General Ledger.
The Media Billing Goals window 1 Click print to get a report of will summarize media billings
allows the agency to record the year’s billing goals by media by vendor, sub-totaling by the
media spending goals per kind and quarter. vendor’s media kind setting.
media type, per fiscal quarter,
and also calculates a total for 2 The media kind is used to 3 Enter the billing goals for
each media type, quarter, and categorize different types of each kind of media for each
year-to-date. In media analysis media (e.g., tv, radio, news- quarter of the year.
reports, these amounts are paper, etc.) and is a vendor
measured against actual gross setting. When media perfor- 4 The quarterly and media kind
amounts derived from media mance reports are printed (see totals are calculated as you tab
spending. Snapshots > Media), C&P X between fields.
Media Billing Goals 5-37
Media Reports
Clients & Profits prints two kinds of media reports: status and traffic. Status
reports are used by media buyers and the media department to track open
media plans, media estimates, media deadlines, and unbilled media. Traffic
reports allow you to see the scheduled buys based on space closing and
materials due dates, which are entered for each line item on a media plan or
estimate.
To print media reports
Media reports can be
printed from the Media
Estimates, Broadcast
Media Plans, or Print
Media Plans windows.
1 Choose File > Print
Media Reports.
Media reports are
grouped together by
category (i.e., Status or
Traffic). Each category
has a collection of
media reports that can
be printed. Only one
report can be printed at
a time.
2 Select a report
category to show the
reports that can be
printed.
Media reports help different
3 Choose a report by clicking on departments manage clients.
a report name. Status and traffic reports track
the day-to-day media plans and
4 Enter a range of dates and estimates. Post-buy reports help
select any available options. media buys track what’s been
ordered. Account service can use
Status and traffic reports are client spending reports to analyze
based on media plans and each client’s media spend-
media estimates, so the date ing. Group performance reports
range entered will select summarize how well the media
plans or estimates based on department manages spending
the date they were added. trends, client media profitability,
and spending volumes.
5 Click Print.
■ Any print or broadcast media plan that is marked as “closed” or “inactive”
will not be included on media status reports or media traffic reports.
5-38 Media Reports
Media Reports
Status Reports
Media Estimate List The Media Estimate List lists all media estimates for a range of dates.
Media Estimate Status Report The Media Estimate Status Report lists open media estimates sorted by status, which is
user-defined.
Media Plan List The Media Plan List prints all broadcast media and print media plans for a range of dates.
Media Plan Status Report The Media Plan Status Report lists open broadcast media and print media plans sorted by
status, which is user-defined.
Unbilled Media The Unbilled Media Report lists all insertion orders and broadcast orders that have not been
billed to the client. The orders are grouped by client and sorted by order number.
The Client Media Calendar lists media buys by billing period, which is based on your ac-
Client Media Calendar counting periods. Media buys are grouped by client, then subtotaled by month. The month’s
media buys are then sorted by close date and issue date. Each media buy shows its publica-
tion, issue date, ad name, ad size, space closing date, and materials due date.
Traffic Reports
Space Closings The Space Closings Reports lists the selected space closing dates of media estimate buys,
sorted by media buyer and date. It can be printed for planned or ordered media buys.
Material Due The Materials Due Reports lists the selected material due dates of media estimate buys,
sorted by media buyer and date. It can be printed for planned or ordered media buys.
Media Job List The Media Job List shows the job number, job name, AE, job due date, status, and status
note for each job with a media estimate, and sorts it by client.
Media Reports 5-39
Media Link
The Media Link imports broadcast orders, print insertion orders, and vendor invoices into Client & Profits X from lead-
ing media buying systems, including SmartPlus, TAPSCAN, Strata, and other systems that support the Standard Media
Interface. .
q w e
r
t y
u
Media Link imports broadcast orders, print insertion orders, and vendor invoices into
Clients & Profits from media buying system that support the Standard Media Interface.
Media buying systems that sup- Strata. The media buying sys- X to look for any export files
port SMI export media orders tem exports a copy of the order inside the media_buys folder
from media plans into specially- or invoice into a designated then import them.
formatted text files, one for media_buys folder on your file
each broadcast order, insertion server. The Media Link looks 2 Click the clear log button to
order, or vendor invoice. These for these media buy files then erase the Media Link activity
files the order details (e.g., imports them into your C&P X log. Clearing the log deletes the
station ID, run dates, number database as broadcast orders, entries permanently.
of spots, rating, cost, etc.) or insertion orders, or vendor
invoice needed by Clients & invoices—just as if you’d typed 3 Click the print button to get
Profits X for job costing, billing, them in yourself. These orders a hard-copy report of the Media
and media accounting. can be billed to clients just like Link’s log entries.
any other media order. Imported
How it works: A media buyer invoices appear in Accounts 4 The database name is
enters broadcast orders, inser- Payable. shown for reference. If you use
tion orders, and vendor invoices multiple databases, be sure
into SmartPlus, TAPSCAN, or 1 Clicking import tells C&P
5-40 Media Link
Media Link really pays off when you’re buying large amounts of broadcast or print me-
dia. Rekeying dozens of buys each week into Clients & Profits would be tedious and
probably error-prone. There’s no double-entry and no missing data.
to double-check the database
name—otherwise you might im-
port media buys into the wrong
database.
5 The Media Link Log tab
displays your recent activity.
Each time an order or invoice is
imported, a log entry is created.
q
6 The Preferences tab (see
right) offers settings and op- w
tions that let you control how
some parts of e
the Media Link will behave.
These settings let you turn on
r
and off certain functions. t
y
7 For each imported order
you’ll see the date/time it was
imported, the order number (as
entered into the media buying
system), the initials of the
person who imported the order,
and the order’s import status.
The status notes any problems
with the imported media order.
Media Link imports media buys from leading media buying systems, such as Smart-
Plus, Strata, TAPSCAN, and other systems that support the Standard Media Interface.
1 Click the Preferences tab to the standard 15%. The gross use the Clients & Profits com-
edit the Media Link’s options amount will be recalculated mission rate. If it is already
and settings. The changes you during the import using the exporting the gross cost at the
make are saved automatically commission rate entered in lower commission then leave
and take affect immediately. client’s Billing Info window. the setting at your media buy-
ing system.
2 Choose your media buying 4 If your shop doesn’t charge
system from the import media media commissions to clients, 5 Uncheck the enable log op-
buys from pop-up menu. check the always bill net op- tion if you don’t need to record
tion. This forces all imported the Media Link’s activity.
3 If you bill a different com- orders to be billed at net cost
mission rate than that in your instead of gross cost. But make 6 Use the notify option to send
media system, select “Clients sure your media buying system an e-mail to any staff member
& Profits” from the use BO or is not already exporting at this (such as a bookkeeper) when-
IO commission from checkbox. lower gross cost, otherwise you ever a new order or invoice is
This is usually done if you bill will incorrectly reduce your imported automatically.
at a lower commission than billing amount if you choose to
Media Link 5-41
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