Media Planning Users Guide v

Transcription

1 Media Planning Users Guide v Updated 03/30/2017 Page 1 of 32

2 Media Planning & Reporting The creation and execution of a media plan is a detailed mix of media types, vendors, markets, weight levels, schedules and dollars. Media professionals need to be able to present the media plan both internally and externally to clients in a clear, chronological visual that displays how the campaign will be implemented. The Media Planning application in Advantage is designed to deliver all of the following features: Provide a tool to be used as a central repository for all media plan details Tool to design custom media flowcharts based on media plan estimate details input Process to generate new media orders directly from the plan estimates that comprise the media plan Ability to produce client billing based on the specific media plan details with the flexibility to bill by specific periods and manage revisions Reporting datasets that provide a visual comparison of the approved media plan, the actual media orders, the billed amounts and the paid amounts Overview Media Planning Flowchart and Reports Summarized view of the overall media plan by estimate compared to the gross budget Dashboard view with the tools to quickly create pie charts and graphs of the overall media plan and by master plan Grid-entry format for allocating all activity by broadcast or standard calendars by day, date, week, month, quarter or year Plan estimate options for media types including Internet, Magazine, Newspaper, Radio, TV and Out of Home Rate calculation options based on either unit rate, CPM, CPC or CPA Totals at all levels including line, plan estimate and period Grand totals displayed as a percentage of the gross budget Custom color options at both the plan estimate and row levels Tool to export the media flowchart into EXCEL for further fine tuning and customization Behind-the-scenes integration of the media plan, media order, media billing and vendor payables that provide the ability to produce custom reports utilizing media plan datasets Export and Media Order Processes Export the approved media plan details to third party vendors for continued processing (e.g., insertion orders, creative briefs, material instructions, etc.) Generate media orders directly from the approved media plans for all plan estimates Setup The creation of a media flowchart is broken into three basic steps that include (1) opening the new media plan for the specified client and campaign period, (2) setting up and customizing the look of the different plan estimate types with detailed weight levels, dollars and cost efficiencies and (3) exporting the media plan or flowchart into your preferred application for final tweaking and delivery. Updated 03/30/17 Page 2

3 Building blocks for creating a media plan/flowchart Adding the New Media Plan Select Media Planning from the list of Media applications to establish the general information about the media campaign. As media plans are created, this window will serve as the main holding area displaying a list of the plan estimates for each media plan and the overall dollar amounts, billable amounts and ordered status for each plan estimate. User Security settings for limitations of Client/Division/Product and Office are recognized in this module for plan creation and access. Set up the information below to add the new media plan: 1. Description overall title of the media plan that will be displayed in the list of media plans 2. Client - select a client from the client drop down list 3. Division - select a division from the division drop down list 4. Product - select a product from the product drop down list 5. Client Contact optionally select a client contact to be displayed on the media plan 6. Start Date and End Date - add a start and end date for the media plan using either standard or broadcast calendar dates 7. Gross Budget optionally input the overall gross budget of the media campaign 8. Comments - optionally add any comments (unlimited characters) to be displayed on the media plan Sync Estimate Settings During the initial set up of the media plan, the Sync Estimate Setting is not selected by default. The Sync Estimate Setting can be changed up until plan estimates are created. Once estimates are created, the Sync Estimate setting can only be turned Off (unchecked). Updated 03/30/17 Page 3

4 1. Sync Estimate On: When selected, the option allows you to create separate plan estimates under one unified set of headers. This option may be unchecked once the plan estimates have been created to allow for modifications at the plan estimate level. 2. Sync Estimate Off: When unchecked, this option allows you to create stand-alone plan estimates with different headers and options depending on the different media types. This option cannot be changed once plan estimates are created. Media Planning Overall Status and Dashboard Media Plans The main window will present a list of the media plans and the overall status of each plan estimate as they are created. The details will be displayed in two separate, collapsible panels and will be automatically refreshed as the media plan details are input. A summarized list of all media plans will be displayed in this window with the topline information listed below: 1. Description 2. Start Date 3. End Date 4. Client Code 5. Client Name 6. Division Code 7. Division Name 8. Product Code 9. Product Name 10. Master Plan 11. Approval Status 12. Is Inactive Overall Status In addition to the summarized list, the second pane of the window will present the overall status of each of the plan estimates associated with the specific media plan. The order of the plan estimates displayed may be modified in the Change Print Order selection on the Print tab found in the estimate. The details presented for each plan estimate include: 1. Overall Status Bar displays the gross plan budget amount on the bar with a visual, color-coded red, blue or yellow representing the over or under budget status to date 2. ID a unique Estimate ID that updates the Client PO field when a media order is created from the estimate 3. Estimate Code and Name system generated estimate number and plan estimate type including Internet, Magazine, Newspaper, Out of Home, Radio or Television. This field has the option to be user defined 4. Created By - user name of creator 5. Created Date date the plan estimate was created 6. Modified By user that last modified the plan estimate 7. Modified Date date the plan estimate was last modified 8. Ordered - order status of each plan estimate associated with the selected media plan Updated 03/30/17 Page 4

5 a. Green = Ordered b. Red = Unordered c. Green/Red = Partially Ordered 9. Budget Amount optional field used to track the estimate budget against the Billable Amount. The estimate budget is set in the header of each estimate created 10. Dollar Amount gross or net dollar amount by plan estimate based on set up and a grand total across all estimates 11. Billable Amount - client billable amount calculated from the plan estimate dollars and agency fees and a grand total across all estimates 12. Budget Variance tracks the Budget Amount (if used) against the Billable Amount of the estimate 13. Last Changed by User displays the user code associated with the last change that was added to the Change Log 14. Last Changed Date - displays the date of the last change that was added to the Change Log Dashboard Once the media plan details by estimate have been input, use the Dashboard to design customized pie charts and other types of graphs based on any or all of the following data sources: 1. Estimate 2. Media Type 3. Sales Class 4. Billed Amounts 5. Dollars 6. Gross Budgets All charts and graphs in the dashboard can be printed or exported to a pdf, jpg or excel file. Master Plans If the media plan is attached to a master plan(s), select this tab to see the list of master plan(s) and select one for quick entry to view that plan Media Planning Ribbon Bar Options From the main media planning module, there are several options that can be used to create and maintain media plan details Add Click the Add button to create a new media plan. Update Click the Update button to modify the media plan header. Changes can be made to each of the following: 1. Description 2. Client Contact 3. Start Date (only if orders have not been created) 4. End Date (only if orders have not been created) Updated 03/30/17 Page 5

6 5. Gross Budget Amount 6. Sync Estimate Settings (can unsync only if this is checked) 7. Comment 8. Inactive Status Delete A media plan can only be deleted if there are not any plan estimates created. Once estimates are created, a plan can no longer be deleted. Copy The Copy option provides two different methods for copying a new media plan. Once a media plan is copied, if the flight dates are updated to start after the original end date, all data (unit types, rates and dollars) will be cleared along with the dates in the Start/End Date levels and Hiatus Weeks. 1. Copy Select a media plan and click the Copy icon to create a mirror image of the selected media plan including all estimate details 2. Copy with new C/D/P Select a media plan and click on the Copy drop down menu and select With New C/D/P. Select a specific Office/Client/Division/Product from the Product list window and click Select. A new media plan will be created with all estimate details with the new C/D/P. Any media commission assigned at the product or sales class level will be updated based on the new C/D/P Refresh Click the Refresh option to update current statuses including Approved and Ordered along with the updated summary line detail for each plan estimate associated with the media plan. View Select any media plan and click the View button to open the first estimate listed in the plan selected or highlight a different plan estimate and that estimate will open. This is where all of the plan estimate detail is created to produce media flowcharts and orders. View Order Details Once the media order has been created from the plan estimate, select the specific media plan and highlight the plan estimate (e.g., Internet, TV, Radio, etc.). Click on the Estimate View Order Details button to display the current top-line order information for both Ordered and Partially Ordered plan estimates. The window is broken into two collapsible panels that present the following information for each media order line. 1. Estimate Detail Level presents the specific plan estimate row information based on the row levels that were added for each plan estimate type. 2. For each plan estimate row, the right side of the panel displays the specific order detail for each ordered line. The information below is generated from the Create Order process and includes: a. Entry Date b. Order ID (Link ID) c. Order Line ID d. Order Number e. Order Line Number Updated 03/30/17 Page 6

7 Master Plans Plan client products or verticals separately, then bring them together for one view. A Master Plan is created from multiple plans that are joined together for printing and reporting. This feature allows for plans to be attached to more than one Master Plan. View This button is enabled when a media plan is highlighted that is attached to a master plan. Click this to view the master plan details and print 1. Plans a. Available - all plans available that can be attached to a Master Plan b. Selected all plans selected as part of the Master Plan being viewed 2. Estimates list of all the estimates listed by plan description that are part of the Master Plan. Columns include: a. Client/Division/Product b. Plan c. Estimate ID d. Start Date e. End Date f. Ordered Status g. Dollars Amount (column total at the bottom of the page) h. Billable Amount (column total at the bottom of the page) 3. Dashboard - use the Dashboard to design customized pie charts and other types of graphs based on the same data sources as the media plan. All charts and graphs can be printed or exported to a pdf or jpg file. Setup Create Master Plans or view and print from the list of Master Plans already built 1. Add set up the information below to create a Master Plan a. Description b. Comments 2. Save 3. Delete 4. Print print Master Plan by plan order 5. Show Hiatus Dates always enabled to print the entire calendar in the plans. Disable to leave hiatus weeks off the calendar 6. Add Column Headers only available if all Master Plans are synced. Will show column headers on each estimate 7. Group by Media Types select to printed the Master Plan by media types and not by each plan Plan Estimates Once the initial media plan header information is added, the Options tab of the media planning application will open automatically. This is where all of the detailed content of each plan estimate or schedule is input. To open a specific plan estimate from the media planning status list, double click on the specific plan estimate. Updated 03/30/17 Page 7

8 Within the Estimates, there are Actions that relate to the Media Plan located on the left side of the estimate drop down on the ribbon bar. Save Use the save option as you do throughout the Advantage applications to ensure that all changes are saved during the creation and updating of the plan estimates in the media plan. Remember to save often. Update Use the update option to modify the general information of the media plan including the description, client contact, campaign start and end dates (only if estimates are unordered), gross budget amount, comments and inactive status. Approve To approve all plan estimates in the media plan, click the Approve option. The approver employee code and the approval date are displayed when you hover over the Approve option. Media plans may be modified at any time during the process. Edits may still be made to a plan estimate in an approved state. Refresh After changes are made in the grid, use the refresh to update the information it contains. Plan Estimate Setup The main content for each of the plan estimates is input during this stage of the process. The global plan estimate options include: 1. Add a. Media Type - Select from the list of media types including Internet, Magazine, Newspaper, Out of Home, Radio or Television b. Sales Class - Select Sales Class from the drop down list c. Campaign - Optionally select a campaign associated with the specific Client, Division and Product d. Name The estimate name will default to a six digit number followed by the media type (e.g., Internet). The estimate name may be modified and will automatically be displayed above each estimate on the printed reports e. Estimate ID Displays the assigned estimate ID once the estimate is created and saved f. Color - Optionally select a color to be used to represent the activity for this plan estimate on the flowchart g. Buyer Select a buyer from the drop down that will be carried into the order when it is created. h. Gross Est Budget Optional field to be used to track the estimate budget. Overall estimate budget is tracked above the grid as well as in the Overall Status section of the planning home page i. Comment - Optionally add any comments related to this specific plan estimate. The comments will be displayed under the estimate name on the printed media plan 2. Update a. Add or modify the campaign or comments for the specific plan estimate b. Modify the Estimate Name c. Select or modify the Buyer selection Updated 03/30/17 Page 8

9 d. Change the color selected for the overall plan estimate type on the flowchart e. Update the Gross Est Budget 3. Delete a. Deletes the specific estimate open unless it has been ordered 4. Copy a. Creates an exact replica of the plan estimate being viewed with all media activity 5. View Order Details a. Displays the order details for each of the rows in the plan estimate 6. Approve a. Similar to the Approve option at the media plan level, this Approve option provides the ability to approve a single estimate within the media plan b. Once approved, the approver employee code and the approved date will be displayed when you hover over the Approve option 7. Change Logs a. Use this tool to log and track revisions to plan estimate detail. The log will display the Revision Number, User ID, Date Changed and any comments input outlining the specific revision b. On the Media Plan Overall Status pane, the user code and date are displayed for the last change or revision that was added for the Change Log Plan Estimate Details Add a New Plan Estimate 1. Click the estimate Add option to select the initial media type from the list below: a. Internet b. Magazine c. Newspaper d. Out of Home e. Radio f. TV 2. Select the Sales Class for the plan estimate from the list of sales classes set up in Maintenance>Accounting in Advantage 3. Optionally select the campaign for the plan estimate from the list of campaigns set up in Project Management>Campaigns in Advantage. Once Campaign is entered and orders are created from the plan estimate, if Campaign needs to be removed from the order, it will need to be done in the order direct or through Media Manager. 4. The Estimate name will default to an assigned estimate number followed by the media type (e.g., Internet) but may be modified. The estimate name is displayed above the specific estimate on the printed reports 5. The Estimate ID will assign the unique number once the estimate is created and saved. If orders are created from the media plan estimate, the Estimate ID will populate the Client PO field in orders 6. Select the default row color that will be displayed for this plan estimate type on the final media flowchart. This selection is optional and the row colors may also be set for each individual line item of the plan estimate Updated 03/30/17 Page 9

10 7. Optional selection of the media Buyer that will populate the Buyer field on the header of the insertion order 8. The Gross Est Budget is an optional field that will allow for tracking of each estimate budget individually 9. Optionally add comments (unlimited characters) specific to this estimate. The comments will be displayed above the specific estimate on the printed reports Row Field List Options by Plan Estimate Once the plan estimate is added, a template will open displaying a pivot grid with a list of row fields and date options available for display on the media plan flowchart. Select any of the row field options for each of the plan estimates to be input and included in the media plan flowchart. Throughout the media plan creation process you will be able to show or hide any of the fields Updated 03/30/17 Page 10

11 previously selected or rearrange the fields by using your mouse to drag and drop the fields into their new locations. The row fields to select from include: 1. Demo1 and Demo2 target rating points or impressions for primary and secondary demographic targets 2. Units number of units 3. Impressions number of impressions 4. Clicks number of clicks 5. Rate dollars or CPM (Cost-per-thousand) to be used in calculation 6. Dollars net or gross dollars either manually input or calculated from defined entries 7. Agency Fee any type of additional fee that will be added to the planned dollar amount 8. Bill Amount client billable amount Right click on each of the row field options on the left hand side of the pivot grid to display a separate list of additional custom features that may be applied during the building of the media plan. 1. Hide in Grand Totals use this value but do not display as part of the final grand totals 2. Hide Totals select this option to hide or show that column in the column sub-totals of a specified period 3. Hide Value - select this option to hide or show the specific row field value in the plan estimate view 4. Set Caption use this option to add a custom target audience label to the row field (e.g., Adults 25-54) The assigned captions will be displayed in all of the following: a. Main media planning grid b. Data Lines window in View Data c. Allocate Lines window in Add Data Allocating d. Printed reports 5. Hide remove this row field from the plan estimate 6. Show Field List select this option at any time to display the Pivot Grid Field List. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan with one click Period Display Options Each plan estimate will have a defined entry level for all media activity input that may range from the actual day to the specific year. Once selected, the activity entry level will be displayed in the last position above the allocation grid and will also be displayed at the top of the Data Allocation pane when allocating or updating rows on the flowchart. Select from the different period levels listed below and right click on each of the period levels to display the different custom features that may be used during the building of the media plan. 1. Year displays the standard or broadcast year (e.g., 2017) for the plan period defined on the media plan header a. Hide remove this row field from the plan estimate b. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan 2. Quarter displays the standard or broadcast quarter for the plan period defined on the media a. Set Prefix change the prefix that will be displayed for the specific quarter (e.g., Q, Qtr, QTR) b. Hide remove this row field from the plan estimate Updated 03/30/17 Page 11

12 c. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan 3. Month displays the standard or broadcast month number (e.g., 1 for January, 2 for February) a. Hide remove this row field from the plan estimate b. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan 4. Month Name displays the standard or broadcast month name (e.g., January, February) a. Hide remove this row field from the plan estimate b. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan 5. Week displays the standard or broadcast week a. Change Display Type changes the label to one of the following three options: i. Week Number - changes the label to display either the specific calendar or broadcast week number (e.g., week of 08/14/2017 is displayed as 34) ii. Week Start Date (mmyy) displays the week of date (e.g., week of 08/14/2017 is displayed as 08/14) iii. Week Start Day (default) displays the week start date (e.g., the week of 08/14/2017 is displayed as 14) b. Hide remove this row field from the plan estimate c. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan 6. Day displays the actual calendar day (e.g., 08/14/2017 is displayed as 14) if allocation is done by day through Add Data/Allocating or Add Row in View Data. Daily entry is not allowed in the grid directly. If not, than this display will only show weeks on the grid. a. Hide remove this row field from the plan estimate b. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan 7. Date displays the actual calendar date (e.g., 08/14/2017 is displayed as 08/14/17) if allocation is done by date through Add Data/Allocating or Add Row in View Data. Daily entry is not allowed in the grid directly. If not, than this display will only show weeks on the grid. a. Hide remove this row field from the plan estimate b. Show Field List select this option at any time to display the Pivot Grid field list. Drag and drop any of the items into the media plan or click the Add To button to move them all to the media plan Set/Clear Hiatus Selection for Hiatus time periods are only available for Month, Month Name or Week data entry. Right click on the date field and select Set Hiatus to clear the week of any data during non-flight periods. Once the hiatus date periods are set, data entry is no longer allowed in those fields (columns) and the specified week or month header will show as Red. If Set Hiatus is selected and fields in the column contain data, a warning will let you know the data will be cleared if Yes is selected. Select Clear Hiatus to open the fields back up for data entry. Updated 03/30/17 Page 12

13 Copy From When a new plan estimate is added to a media plan, the Copy From option may be used to copy both level and line structure and data from existing plan estimates. Copy From can be accessed from the ribbon bar or from the Manage Levels/Lines pop up. The selection features include all of the following which will be enabled or disabled based on whether the media plan was set up with the Sync Estimate Settings checked or unchecked. 1. Start and End Date select the specific date range to be used to retrieve the specific plan estimates from existing media plans 2. Show Estimates for All Media Types check this option to include all six media types when copying a. If copying estimate details from one media type to a different media type, the Levels Only selection will only be allowed b. If copying estimate details from one media type to the same media type, there are three selections allowed i. Levels Only will only copy the Levels to the new estimate ii. Include Data will copy all level/row detail and the data entered based on the date filter 1. If flight dates are the same, the data will copy 2. If flight dates differ, only the data that falls within the same time frame will be copied a. For example, Plan B has a flight of 11/1-12/31/16 and a new estimate is added. Open Manage Levels/Lines and select Copy From. Estimates will be seen from Plan A that are available to copy to Plan B. Plan A flight dates are 10/1-11/30/16. Only the data entered in Plan A for 11/1-11/30/16 will be copied to the new estimate in Plan B. iii. If both Levels Only and Include Data are unchecked, only the level/row detail will be copied 3. Filter - Select when dates are selected or after Show Estimate For All Media Types is checked or unchecked to populate available estimates 4. Media Plan Estimates Pane (Copy From) displays all of the following information for each plan estimate a. Media Plan Description b. Estimate ID c. Estimate Code and Description d. Sales Class Type e. Sales Class Code and Description f. Start and End Date 5. Levels and Lines Pane (Copy To) displays the specific row levels for the new plan estimate being created. Select some or all lines to copy to the new estimate Updated 03/30/17 Page 13

14 Copy From: Synced Estimate Settings Is Checked When the media plan is initially created and the Sync Estimate Settings option is checked, the Copy From option will be restricted to the same media type estimates in the active media plan. The Start and End Date, Show Estimates for All Media Types and the Filter option will be disabled. For example, when a media plan includes all six plan estimate types and a new Internet estimate is added for the same plan, the Copy From option will allow copying from only the existing Internet plan estimates. When the estimate to copy from is selected, if Include Data is unchecked, only the row level information will be copied. If Include Data is checked, all data in the grid will be copied. Copy From: Synced Estimate Settings Is Unchecked When the media plan is initially created and the Sync Estimate Settings option is unchecked, all options are enabled. Manage Levels and Lines Once the plan estimate, activity criteria and date options have been selected, click on the Manage Levels and Lines option to define and add the specific row labels and detailed information. After the row levels are populated with media activity, double clicking on any of the row level fields will automatically open the Manage Levels and Lines option for easy editing. The row levels defined will be used for all of the following: Updated 03/30/17 Page 14

15 1. Displayed before the media activity in the actual flowchart grid 2. Creating the media flowchart template that will be used for entry of media activity 3. Will define and map the detail information when the Create Order process is used. The information will be included in the media order output file and then imported into Advantage as a media order Adding the Row Levels Select any or all of the row levels to be displayed on the media plan and change the order in which they are displayed by dragging and dropping them into the new location. Add your own description to be displayed. For each level, you will have the option to assign both a tag type and a mapping type. Tag and Mapping types need to be assigned if a media order will be created from the estimate. Deleting the Rows and Row Levels 1. Row Levels to delete a specific row level, right-click on the row level label (e.g., Vendor, Market, Order Description) and select Delete Level. Row levels may only be deleted if the plan has no ordered activity for the specific plan estimate. 2. Rows in Manage Levels/Lines highlight the row and click the X in the lower left hand corner of the pane. Rows may only be deleted if the plan has no ordered activity for the specific plan estimate. Tag Types The tag types listed below retrieve specific information from your agency data tables created in Advantage. The list includes the description, the media order field mapping and whether the field is required to create a media order. Each plan estimate type will display only those tag types that are relevant to the specific media type. For example, the tag type of Internet Type will only be displayed for Internet plan estimates. Once a Tag Type is selected, if a mistake is made, the level will have to be deleted and a new one created. The tag types include: 1. Default (Optional) - user defined tag that allows free form entry. When the Default tag type is assigned to the level, the mapping type may be edited prior to the creation of an order Updated 03/30/17 Page 15

16 2. Market (Optional) - select from the Media Market list defined in Maintenance>Media. When this tag type is selected, the mapping type will automatically default to Market 3. Vendor (Required) - select from the Vendor list defined in Maintenance>Accounting 4. Ad Size (Optional) select from the Ad Size list defined in Maintenance>Media. When this tag type is selected, the mapping type will automatically default to Ad Size Description 5. Internet Type (Optional) select from the Internet Type list defined in Maintenance>Media. When this tag type is selected, the mapping type will automatically default to Internet Type 6. Out of Home Type (Optional) select from the Out of Home Type list defined in Maintenance>Media. When this tag type is selected, the mapping type will automatically default to Out of Home type 7. Daypart (Optional) - select from the Daypart list defined in Maintenance>Media. When this tag type is selected, the mapping type will automatically default to Daypart 8. Start Date and End Date (Optional) select a specific date range within the campaign or flight dates, add a start date and end date level for the row. All media activity input and exported to create an order will adhere to those dates 9. Ad Number (Optional) select from the Ad Number list defined in Maintenance>Project Management. When this tag type is selected, the mapping type will automatically default to Ad Number 10. Job/Job Component (Optional) select from the list of open Job/Components. The job list will include only open jobs with valid job process control statuses. When this tag type is selected, the mapping type will automatically default to Job/Component Mapping Types When a media order is going to be created from the plan estimate, the mapping types can be linked to the specific row levels defined. The list below includes the description, whether the field is required to create an order and how it will be mapped to the specific fields in the Advantage media order. Mapping Types can be updated or changed any time before an order is created from an estimate. Once an order is created, a Mapping Type cannot be changed. Similar to the tag types, the mapping types listed for each plan estimate type may vary based on their relevancy to the specific media type. 1. None (Optional) user defined tag that allows free form entry. If a tag type is not selected, the mapping type may be edited before an order is created 2. Order Description (Required) input a specific order description. If this level is not used, the Order Description will default to the vendor name. The Order Description is mapped to the Order Nbr Description field on all media order types 3. Order Comment (Optional) - input specific free form comments for the order. Comments added will be mapped to Order Comments text box on all media order types 4. Market (Optional) used in conjunction with the Market tag type and will be mapped to the Market Code field on the Main tab of all media order types 5. Ad Size Description (Optional) include the Ad Size Description to be mapped to the Ad Size Description field on Newspaper and Magazine media orders or Ad Size Description will be used in conjunction with the Ad Size tag type 6. Ad Number (Optional) used in conjunction with the Ad Number tag type and will map to the Ad No field of all media order types 7. Headline (Optional) input a headline that will be mapped to the Headline field on Internet, Magazine, Newspaper and Out of Home media orders 8. Issue (Optional) add the specific edition or issue that will be mapped to the Issue field on Magazine orders and the Edition/Issue field on Newspaper orders Updated 03/30/17 Page 16

17 9. Material add specific material information to be mapped to the Material field on Magazine and Newspaper media orders 10. Internet Type (Optional) will be used in conjunction with the Internet Type tag type and will be mapped to the Internet Type field on Internet orders 11. Placement (Optional) input the specific Placement to be mapped to the Placement 1 field on Internet orders 12. Instructions (Optional) input detailed instructions. The instructions will be mapped to the instruction comments text box on the Detail Comment tab on all media order types 13. Out of Home Type (Optional) used in conjunction with the Out of Home Type tag type and will be mapped to the Out of Home Type field on all Out of Home orders 14. Daypart (Optional) used in conjunction with the Daypart tag type. Will be used for future mapping to both TV and Radio orders 15. Start Time (Optional) input the specific start time of day that will be mapped to the Start Time field on both TV and Radio orders 16. End Time (Optional) input the specific end time of the day that will be mapped to the End Time field on both TV and Radio orders 17. Programming (Optional) input the specific program name or programming description that will be mapped to the Programming field on TV and Radio orders 18. Network Code (Optional) input the specific Cable Network code that will be mapped to the Cable TV Network field on TV orders 19. Length (Optional) input the spot length that will be mapped to the Length field on all TV and Radio orders 20. Job/Component (Optional) - used in conjunction with the Job/Component tag type and will be mapped to the Job Number and Comp Nbr fields on the Detail tab of all media type orders 21. Order Copy (Optional) input order copy details to be mapped to the Order Copy comments text box on the Detail Comments tab on all Internet, Magazine, Newspaper and Out of Home media orders 22. Material Notes (Optional) input material notes to be mapped to the Material Notes comments text box on the Detail Comments tab on all media order types 23. Misc Info (Optional) input miscellaneous information to be mapped to the Misc Info comments text box on the Detail Comments tab on all media order types 24. URL (Optional) add the specific URL information that will be mapped to the URL field on Internet media orders 25. Target Audience (Optional) input the specific target audience that will be mapped to the Target Audience field on Internet media orders 26. Position Info (Optional) input order position information to be mapped to the Position Info comments text box on the Detail Comments tab on all Radio, TV, Magazine and Newspaper media orders 27. Close Info (Optional) input order close information to be mapped to the Close Info comments text box on the Detail Comments tab on all Radio, TV, Magazine and Newspaper media orders 28. Rate Info (Optional) input order rate information to be mapped to the Rate Info comments text box on the Detail Comments tab on all Radio, TV, Magazine and Newspaper media orders 29. Section (Optional) input the specific section to be mapped to the Section field on all Newspaper media orders 30. Location (Optional) input the actual location to be mapped to the Location field on all Out of Home media orders 31. Remarks (Optional) input specific remarks to be mapped to the Remarks field on all Radio and TV media orders Updated 03/30/17 Page 17

18 Populating the Row Levels Based on the plan estimate type, the row level selections from the maintenance tables will automatically default to the specific category assigned to the record for columns using a Tag Type. To view all categories, click on the filter (e.g., Daypart Type, Media Type) and select All or uncheck the Category filter in the lower left hand corner of the window. To locate a specific record in the table, click in the Search box and begin typing the code or the description until located and select it or select the specific record from the list and click OK. For Row Levels that are attached to a Mapping Type or no Type at all, the fields can be populated directly. Copying Lines For ease of entry, create one or multiple rows and then use the Copy Lines option to quickly create new rows. This simple feature is a powerful timesaver in that it allows you to easily copy the row levels with or without the actual data. Spell Check Check the spelling of any user populated text level information. This does not check spelling for any data pulled from a maintenance table like Vendor and Ad Size. Move Up/Move Down Once the rows levels are defined you can use the Move Up and Move Down buttons to rearrange the order in which the rows are displayed. Hiding the Row Levels in the Grid Once the row levels are displayed in the grid, right-click on the specific row level and select the Hide option to remove the row level from view during data entry and also from the printed output. The hidden row levels will still be included when orders are created from the plan estimate. To return the row level to both the grid and the output, select the Show\Hide Field List from the right-click menu or click on Show\Hide Field List from the tool bar. Show/Hide Field List Under Grid Options, when the Show\Hide Field List button is enabled, the list can be seen. Date, data fields and levels are housed here when they are hidden from the estimate grid. Drag and drop any of the items into the media plan or highlight an item and click the Add To button to move them all to the plan estimate. Disable the button and the field list will not be shown. Updated 03/30/17 Page 18

19 Date Settings Each plan estimate type selected will initially default to either a Standard Calendar or a Broadcast Calendar upon selection. The date options of Year, Quarter, Month, Week or Day adhere to their respective calendars for media activity entry. The calendar options may be overridden at any time based on preference up until orders are created. Once orders are created, the calendar option is disabled. 1. Standard Calendar: Internet, Magazine, Newspaper and Out of Home will default to a standard calendar. When this option is selected, all drop down calendars will default to the standard calendar month when allocating activity, viewing activity, adding a Start Date level or adding an End Date level. a. Split Weeks (Default for Standard Calendar) When displaying media activity by Week, turn on the Split Weeks option to display both parts of the week that cross two months. For example, the week of January 29, 2017 may be split into two viewing segments including both the Week of 01/29 and the Week of 02/ Broadcast Calendar: Radio and Television will default to a broadcast calendar. When this option is selected, all drop down calendars will default to the broadcast calendar month when allocating activity, viewing activity, adding a Start Date level or adding an End Date level. Copy Hiatus Settings Select this button to copy set hiatus periods from estimate to estimate within the same media plan. The copy is only allowed between estimates set to the same date settings (month, month name or week) and calendar type. Those estimates that are the same will show in the window selection to copy from. If data is entered in any of the fields that will now be set hiatus, a warning will appear before that data is deleted. Media Rates Similar to the date settings, the media rate settings of Gross or Net will initially default to the plan estimate type but may be overridden based on your preference. Internet, Out of Home and Newspaper estimates will default to Net while Magazine, Radio and TV estimates will default to Gross. Totals The Totals option allows selection of specific totals you want to display at both the column and row levels along with the ability to display calculated columns as part of the Grand Totals. The totaling options include: 1. Show or Hide Column Totals click this option and select Grand Totals or Totals a. Grand Totals: Select this option to display the grand totals for each of the media fields in the flowchart including Demos 1 & 2, Units, Rate, Impressions, Clicks, Dollars, Agency Fees and Billable Amounts. b. Totals: Select this option to display the sub-totals for the specific periods defined in the flowchart. For example, if the activity is input at the month level but you are also displaying the quarter, the column total option will display the sub-totals for each of the media fields following each of the quarters. 2. Show or Hide Row Totals click this option and select Grand Totals or Totals a. Grand Totals: Select this option to display a single grand total row at the bottom of the flowchart. The grand totals row will be displayed in a slightly darker shade to make it easier to see the totals row. Updated 03/30/17 Page 19

20 b. Totals: Select this option to display the sub-totals for the specific row levels defined in the flowchart. For example, if your row levels consist of different markets, dayparts and vendors the row total option will display a sub-total row for each of the markets. 3. Total Fields - % of Spending - select this option to calculate and display a single column at the end of the grand totals that calculates and displays the percentage of spending for the entire plan. Selection can be made to have the % of Spending calculate based on Dollars or Billable Amount. This column can be moved within Grand Totals and Set Caption can be used to change the header name. 4. Total Fields/Calculated Columns - select one or all of the calculated columns listed below. Each column can be moved within Grand Totals and Set Caption can be used to change the header name: a. Net Dollars If Gross dollars are input, add a column to display the calculated Net Dollars based on the standard 15% commission b. CPP1 display the cost per point for the Total Demo1 field c. CPP2 display the cost per point for the Total Demo2 field d. CPI display the average cost per impression e. CTR % - display the click through rate based on the total impressions and total clicks entered f. Conversion Rate % - display the conversion rate based on the total clicks and total units (acquisitions) entered g. Total Demo 1 display the total number of rating points or total audience entered in Demo 1 against the total number of units planned h. Total Demo 2 display the total number of rating points or total audience entered in Demo 2 against the total number of units planned Note: If Demo 1 or Demo 2 fields are used for total audience and calculation of CPM is needed in CPP1 or CPP2 field, move decimal three places to the left. For example, if total audience is 22,400 enter it into the Demo 1 field as Select Total Demo 1 field to calculate the total audience against units and the CPP1 field to calculate the CPM. Data Options This feature is designed to provide maximum flexibility when determining and calculating the media dollars and efficiencies on each row of the plan estimate. The Data Options provide the following: 1. Define how the Dollars will be treated when they are input - as a stand-alone entry or as a field that will be automatically calculated based on your defined unit types and rates on each row 2. Define the type of rate you will be using on each of the rows in the plan estimate. The rate may be defined as a CPM (Cost per thousand) or a standard media dollar rate a. If the rate is a CPM, select which of the unit types should be treated as a CPM Each of the Data Options is outlined below and may be used interchangeably in each plan estimate. Manual Input of Dollars the Dollars field at each row level may be input as a stand-alone dollar amount. No automatic calculations will be performed as long as the rate field is not used. % Rate CPM select this option on the ribbon bar when you want the rate input for each row of the plan estimate to be defined as a CPM or Cost/Thousand when the dollars are calculated (e.g., 10,000 impressions x $ = $ ). When you want to define different rates to alternate unit types, check each of the unit types you want to define as a CPM. 1. Units Updated 03/30/17 Page 20

21 2. Impressions 3. Clicks When this option is unchecked, the rate will be treated as a standard dollar rate to calculate the dollars field (e.g., 1,000 units x $ = $250,000) Note: Lines can be set individually by Rate Type or CPM, details in the Media Activity Input Methods section of the User s Guide. Dollars Calculation this will happen automatically when a unit type (Unit, Impression, Click) are used with a Rate. The rate will automatically be multiplied by the first measurement type on the row. For example, if you input 100,000 impressions, 15,000 clicks and a rate of $250.00, the impressions will be multiplied by the rate to calculate the dollars. If clicks are displayed first in the row, the clicks will be multiplied by the rate to calculate the dollars. Other entries allowed: 1. Any unit type (Unit, Impression or Click) can be populated along with Dollars alone. This will not create a calculation on the grid as long as Rate is not used. a. If the unit type has a quantity greater than one, when orders are created for Internet, Newspaper and Broadcast, the rate will be back calculated and populated in the order. 2. Added value can be entered by using any unit type (Unit, Impression or Click) and by leaving rate and dollars blank. When orders are created from the plan estimate, this will create a no charge line including the quantity for Internet, Newspaper and Broadcast orders. Show Days of Week there are three options in this drop down to show the days of the week selected after allocation. 1. As Level - a Days of Week level will be added to the right of all created levels on the grid. Right click on this new level and change the caption if needed 2. Override Data w/merge the days of the week selected will populate under the date fields. If any two months or weeks next to each other have the same days of the week selected, they will merge across all duplicate fields 3. Override Data w/o Merge the days of the week selected will populate under the date fields individually and will not merge with cells next to each other with duplicate fields Media Activity Input Methods There are several methods that may be used interchangeably to input the planned media activity and specific Notes into the media plan allocation grid. Plan Totals - running totals for Gross Budget, Billing Amount and Variance across all plan estimates in the media plan will be displayed above the Grid and will be updated automatically updated as media dollars and fees are input. Order Status visual status of each line on the grid and whether an order has been created. Details of the order information are found in View Order Details or in View Data of the line 1. Green = Ordered Updated 03/30/17 Page 21

22 2. Red = Unordered 3. Green/Red = Partially Ordered Allocation Methods Manual Method manually input media activity into the specified fields or periods defined, click into each of the grids, input the media activity and tab to the next field. The Day or Date grid set up does not allow for manual entry. Add Data - Allocating Options - input new or update existing activity, right click on the row or under the date field and select Add Data Allocating and open the Add Data Lines option window. From this view, your pre-defined date range, period option, row fields and day selections are displayed. The day of the week selections are only available when allocating data by Week and allow for specific day(s) to be chosen for each week by checking the box under each day of the week. 1. Allocation - input the total amounts to be allocated across the date range into each of the available fields defined in the grid. For example, to allocate 150 units per week over a 13 week period, input 1,950 units 2. Update can be used for per time period entry or to update information within a row or specific field in a row. To update a specific field at the row level, right click on the row and select Add Data Allocating. Click the Update button and input one of the following: a. If data is being entered at the entire Row level, this is a per time period entry. e.g., 2 units per week over a 13 week period, input 2 units for a total of 26 units b. To update a specific field within the row level, right click on the specific row and enter the new amount in the specific field. e.g., to change the existing unit rate from $ to $ on all rows, click the Update button, input $ in to the rate field and click OK 3. 4 Week Period Allocation Only available for Out of Home and when the grid is set to Month or Month Name. Enter in your data, then select Allocate or Update and check the box for 4 Week Period Allocation. Select OK and a window will pop up asking how many periods to allocate. Enter the number of periods and select OK. The system will calculate the start and end dates of each period based on 28 days from the first start date. *Note For Day or Date allocation, utilize Add Data Allocating in order distribute units/dollars by day or date. This will then open up the grid to show the exact Day or Date. Updated 03/30/17 Page 22

23 Calculate Qty At times calculations for Internet estimates may need to be done by entering in a rate and dollars to find the total units. If this is the case, use any of the three allocation methods (direct cell entry, Allocate or Update), enter in the rate and dollars only. Once in, select the Calculate Qty button to have the system calculate the unit type. The system is set up to calculate the unit type listed first on the grid. For example, if the grid contains Impressions and Clicks, when rate and dollars are entered and Calculate Qty is selected, the Impressions will be calculated. If the unit type listed second (or third) on the grid is the unit type that needs to be calculated, right click on the line and select % Rate CPM to designate the unit type that should be calculated for that line. Using the example above, if Clicks is shown second on the grid to Impressions and Clicks is what needs to be calculated, right click on that line and select % Rate CPM / Clicks. When the rate and dollars are entered on that line and Calculate Qty is selected, the Clicks will be calculated. Note - After data is entered using Calculate Qty and a revision needs to be made, the revision or update can only be made to the units or rate. Dollars can no longer be changed directly. If orders have not been created, the line can be deleted in View Data and the entry can be made again following the steps above. This feature is only available for Internet estimates. Row Features Right click on a row in the grid anywhere under the levels that were created. Each row has the following options to set or add detail as well as grid settings: Set Note For specific date ranges or for the whole campaign, the Set Note feature allows you to input and display a free form comment that provides additional details on the type of activity that will occur during that period. Fields may contain both activity and notes. Set/Clear Blank Cells For specific date ranges or for the whole campaign, the Set Blank Cells feature allows you to clear the display of the activity from the selected date range. Print a flowchart displaying only the colored or blank cells without the actual media totals (e.g., impressions, rate, dollars, etc.) To return or toggle back to the display of the actual media activity, select the Clear Blank Cells option. Note: If "Override Data" is selected under Show Days of the Week, the days of the week will not show in the cell(s) if Set Blank Cell is selected. Updated 03/30/17 Page 23

24 Show/Hide Field List Select the Show Field List option to display the Pivot Grid Field List and add fields to the grid or remove fields from the grid. When finished, select Hide Field List to remove the Pivot Grid Field List from view. Row Color Similar to the Row Color option available when the plan estimate type was added, when you right click on the row and select Row Color, you can select a new row color that is specific to this row of media activity. % Rate CPM Like the % Rate CPM on the ribbon bar, this feature allows for each line to be set to calculate on the selected unit type using either a flat rate or a CPM. Use multiple unit types in a plan estimate, but designate each line to calculate based on the unit type needed. Select a unit type and for that line only, the dollars will be calculated using that specific unit (units, impressions or clicks). When highlighting a unit type, a CPM selection is also available. Leave it off for regular unit x rate calculation or turn it on for a CPM calculation. This setting will override any setting selected using the % Rate CPM setting on the ribbon bar. View Data Options When View Data is selected, the Data Lines pane is opened and all media activity is displayed by row in an easy-touse grid format. The window header includes both the line description and the date range selected. The details are displayed for each row and include the following columns: 1. 4 Week only available for Out of Home set to Month or Month Name. If this box is checked, the row or rows within the line have been created as 4 week periods. The system stores the end date so when orders are created, each line in the order will use the 4 week period start and end dates. If this box is unchecked, than there is only a start date for that line and the end date will be based on the grouping option selected when orders are created. Updated 03/30/17 Page 24

25 2. Start Date 3. Media Data displays the specific media fields populated for each of the rows and may include units, impressions, clicks, rate, dollars, agency fee or billable amount 4. Notes 5. Days of the Week only available for grid set by Week 6. Media Order Detail including Order ID, Line ID, Order Number ID and Order Number Line ID Select All/Deselect All - each of these options provides two methods to select or deselect the days of the week defined for each media activity row. Click on the Select All or Deselect All buttons to select all days of the week for each row. Click on the drop down arrow on each of the buttons to select a specific day of the week. Copy - create a new row of activity, select the specific row and click Copy. A new row of media activity will be added for the next date available. Leave the date or change it by selecting the drop down to select from the calendar. Hiatus periods will be skipped. Add Row add a new row of activity to the line by selecting this option. A new row of media activity is added with the next date available. Select an available date and add the data detail. If daily data entry is needed, use this option to quickly add days to the grid opening up the option to view the grid by Day or Date. Update 4 Week Start Date this is only available for Out of Home and when Month or Month Name are set on the grid. Highlight the 4 Week Period allocations in View Data and select this button to update the period start and end dates for the entire line all at once. Select the new start date and then OK for the system to update all periods within that line only. Allocation Methods in View Data There are three options available for adding or modifying media activity by row. Allocation allocate new media activity across a single row or multiple rows, right click on the specific row and select View Data to open the Data Lines window. This view provides you with a streamlined snapshot of the grid by specific entry date and offers multiple input options: 1. Data may be manually updated by clicking into the field and inputting the new amount 2. Click the Allocate menu and select All Rows from the drop down. Input new activity into any or all of the grid fields and click OK to update all of the rows 3. To allocate the media activity on a single row, select the specific row and click the Allocate menu and click on Selected Rows. Input new activity into any or all of the grid fields and click OK Update update the media activity for a single row or multiple rows, right click on the specific row and select View Data to open the Data Lines window. This view provides you with a streamlined snapshot of the grid by specific entry date and offers three input options: 1. Data may manually input into specific fields by clicking into the field and inputting the new amount Updated 03/30/17 Page 25

26 2. Click the Update menu and select All Rows from the drop down. Input new activity into any or all of the grid fields and click OK to update all of the rows 3. To update the media activity on a single row, select the specific row and click the Update menu and click on Selected Rows. Input new activity into any or all of the grid fields and click OK Printing When you are ready to preview and put the finishing touches on the final media flowchart, the Printing features offer a wide array of options for designing your output including: 1. Previewing a single plan estimate or all plan estimates 2. Exporting or ing your final media flowchart in your preferred report format 3. Showing or hiding the Hiatus Dates 4. Displaying the column headers above each of the estimates in a media plan or at the top of the media plan for synced estimates. 5. Changing the print order of how the estimates appear on the flowchart 6. Save Print Settings in the Page Setup so page formatting does not have to be done each time Print Option Select the Print option when you want to preview or print the details of the specific plan estimate currently in View or export the media plan to Excel. The following information will be automatically retrieved and displayed as part of the report: 1. Media Plan Header Details including: a. Plan Description b. Client name c. Division name d. Product name e. Client contact (only if populated) f. Start and End Date g. Gross Budget h. Billing Amount i. Variance j. Comments (only if populated) 2. Plan Estimate Details including: a. Plan estimate name b. Comments (only if populated) c. Planned activity for the selected plan estimate Updated 03/30/17 Page 26

27 Print Full Report Select the Print Full Report option when the media flowchart consists of multiple estimates. 1. Media Plan Header Details including: a. Plan Description b. Client name c. Division name d. Product name e. Client contact (only if populated) f. Start and End Date g. Gross Budget h. Billing Amount i. Variance j. Comments (only if populated) 2. Plan Estimate Details including: a. Plan estimate name b. Comments (only if populated) c. Planned activity for all plan estimates Show Hiatus Dates Remove the set hiatus dates from the flowchart when printed. All dates will print unless the button is turned off Add Column Headers to All Estimates When a media plan is synced and all estimates have the same column headers, this option may be used to display the column headings above each of the separate estimates in the media flow chart or as a single set of column headings across all estimates. This option is disabled for unsynced media plans. Change Print Order When using the Print Full Report option to print multiple estimates, the initial order of the plan estimates displayed on the flowchart is based on the order displayed on the Overall Status pane. This option may be used to change the plan estimate order by selecting the plan estimate and clicking the Move Up or Move Down options. The last order selected will be saved and will also be reflected on the Overall Status pane. Header/Footer Images In addition to the Printing options, this option allows you to turn your media flowchart into a Media Plan Authorization form that includes your standard company logo, authorization signature line or any other standard comments you want to have displayed on the final output. Updated 03/30/17 Page 27

28 Click on the Manage option to display the Images Maintenance window. All of your agency logos and other report images can be added and stored here for display on your media flowcharts. The information displayed for each of the images stored includes: 1. Image file name with file format extension 2. User defined description for the image 3. User code of the creator 4. Created date Three options are available: 1. Add - click the Add button and locate the image you want to make available for display on the header or footer of your media plan flowchart 2. Delete - highlight the image you want to delete and click the delete option. This allows you to easily remove old images and replace with the most current images 3. View - highlight any of the images in the list and click the View button to display the actual logo or image Reporting Tools In addition to the media flowcharts and dashboard options, there are two datasets that may be used to create media reports that include the media plan details along with the media order, billed and paid amounts. The two report writer datasets are available under the Media Reports Category include: 1. Media Plan includes all fields from the media plan header and estimate details 2. Media Plan Comparison Summary includes all of the summary information for both the media plan header and estimates along with the related media order, media client billing, media vendor payment amounts and the variance calculations. Media Plan Estimates must be approved in order for the planned information to generate on this report Process: Export The Export process is designed to allow you to create your own customized templates to be used to export the detailed information from the selected plan estimate. Use to send to third party applications to generate insertion orders, creative briefs, material instructions or custom reports, etc. Templates Manage - select the Templates Manage option to begin the process by first creating a standard Media Export Template with all fields or specific fields included. Both CSV and Fixed format templates may be created. Preview - select the Media Plan Export template from the drop down list and click the Preview button to display the details of the plan estimate. In Preview mode, perform any of the following actions: 1. Select All selects all plan estimate lines 2. Deselect All deselects all plan estimate lines Updated 03/30/17 Page 28

29 Auto Fill - use the two options below to update the Vendor Code, Start Line Date or End Line Date for all lines or selected lines. 1. Update from New a. Vendor select a specific vendor from the vendor list and click the Update button to change the vendor on all selected rows b. Start Line Date and Start End Date click on the calendar widget and select the specific date range for the selected lines 2. Update from Selected - select specific lines and modify the three fields below using the Previous, Next, Last navigator buttons to scroll through the lines making changes a. Vendor select a specific vendor from the vendor list and click the Update button to change the vendor on all selected rows b. Start Line Date and Start End Date click on the calendar widget and select the specific date range for the selected lines Refresh - click the Refresh button to return the data to its original state prior to updates. Clear - click the Clear button to clear the selected template, filter and selected options. Process: Create Orders Use the media plan details and the process features below to isolate the specific media plan activity by date range or by specific day to create media orders. The Create Order workflow involves the steps outlined below: 1. Create the Plan Estimate - add a plan estimate for each media type that will be used to create a media order in Advantage 2. Mapping Types - in Manage Levels/Lines, in addition to the tag type that is assigned to create a media flowchart, a specific mapping type will be assigned to each row level. These fields are user-defined and include fields that will be generic to all media types (like Order Description and Order Comment) and others that specific to a media type (like Out of Home Type, Programming and Location). Mapping types need only be assigned when the plan estimate is to be converted to a media order. Once a plan estimate is Ordered, the mapping type can no longer be changed. (Refer to pages for details of tag and mapping types) 3. Media Activity - add the media activity to the plan estimate 4. Approve the media plan (not required) 5. Create Order click the Create Order option on the Process menu and define your Create Order Criteria 6. Click Save to create the order for Internet, Magazine, Newspaper and Out of Home Create Order Criteria Open the specific plan estimate to be converted into a media order in Advantage. Click the Create Order option and confirm the Create Order Criteria. The selections include each of the following: 1. Start Date and End Date default from the first entry date and last entry date of the plan estimate activity Updated 03/30/17 Page 29

30 2. Grouping Options The grouping options define how the activity will be broken out in the media order. Grouping Options are available to select for the entire estimate at the top of the Create Order Criteria popup or they can be selected individually by Level/Line at the bottom of the popup which allows for flexibility when ordering. Once an estimate has been ordered, the Grouping Option will be set for all future orders processed from that estimate. If a Level/Line has not been ordered with the rest of the group, when it is time, select the Grouping Option for that line from the drop down. a. Based on the Media Type, the following Grouping Options are available: i. Internet Full Flight, By Month or By Day ii. Magazine and Out of Home By Week or By Month 1. For Out of Home allocated using the 4 Week Period Allocation, use the By Month Grouping Option to create orders using each period s start and end date. A line per period will be created in the order iii. Newspaper By Day, By Week or By Month iv. TV and Radio By Day or By Month 1. For the By Month selection, if the plan estimate grid is created with Weekly spot entry, an order line per month will be created distributing the spots in the correct weeks for that month (found on the detail line in the Spot Info tab in orders). Assigning the Order IDs and Line Numbers Once the criteria have been selected, click OK to open the Create Orders staging area. The staging area provides a detailed view of each of the plan estimate detail rows that will be converted into a media order. The Order ID s and Line Numbers will be assigned automatically based on the grouping option or options that were selected. All of the following columns will be displayed in the staging area and will be populated with the information defined in the media plan and plan estimate. Any required fields will be denoted with a red X in the staging area and must be valid prior to creating an order. Updated 03/30/17 Page 30

31 Fields required to create a media order include: 1. Order ID the system will assign an Order ID in the staging table. This ID is used to create the Advantage media order and will be displayed in the Link ID field on all media orders 2. Line Number the system will assign an order line number to each of the plan estimate rows in the staging table to be created in the media order 3. Order Description order description for the media order that will be displayed in the Order Nbr field on all media orders. If the description is left blank, the Order Description will default to the Vendor Name 4. Client - Client Code defined in the media plan header 5. Division Division Code defined in the media plan header 6. Product Product Code defined in the media plan header 7. Vendor Vendor Code 8. Start Date activity start date defined in the media plan header or for the specific row 9. End Date activity end date defined in the media plan header or for the specific row 10. Net or Gross Net or Gross indicator 11. Net Rate Net Rate Amount 12. Gross Rate Gross Rate Amount 13. Quantity - based on Clicks, Impressions or Units input for the specific plan estimate row. Media orders that require quantity include the following: a. Internet Orders will require the Quantity for all Types except N/A. Cost Per Click (CPC) will map to the required Guaranteed Clicks field, Cost Per Thousand (CPM) will map to the required Guaranteed Impressions field and Cost Per Acquisition (CPA) will be mapped to the required Guaranteed Acquisitions field b. TV and Radio orders will require units/spots 14. Cost Type defined media cost type for specific plan estimate type (e.g., CPM, CPC, CPI, and CPA) 15. Sales Class Code defined at the estimate level and used to determine the specific media order type that is created. Can we used to establish markup or rebate if an override is set up in the Client/Product Maintenance 16. Cost - purchased dollars from the plan estimate 17. Media Net Amount 18. Rate Type Updated 03/30/17 Page 31