Media Process Digital Media

1 Create a job using “digital media” type

2 When a digital type job is created, the tasks in the default planning template are loaded into the job i.e. the planning window is updated with the tasks;

3 Enter the number of hours and value against the tasks in the planning TAB. A client invoice is not created from these tasks. Staff record time against these tasks

4 Create a media plan for the external work;:

• create a PO for the external supplier but do not approve the PO because a digital media plan is always amended.

at month-end or at the end of the campaign (whichever is earlier), the PO is deleted

the plan is amended to reflect what really happened

a new PO is created and approved

and this PO will match the supplier invoice

5 Create a media plan for the internal work i.e. the inhouse hours spent on production work eg design, copy, etc. Change the status of this plan to “booked”. A purchase order is not required because it is an internal process.

6 At month-end, amend the media plan and PO to match the amount spent on the digital platform. The PO will be equal to the supplier invoice received from the digital platform

7 Use the “Create invoice” tab in the media planning module to create an invoice for the work completed.

8 Repeat process for the next month

1 Create the job

2 Default tasks are automatically loaded into planning TAB

3 Enter the number of budgeted hours

4 Enter time against the task

5 Planning TAB after time was entered

6 Financial TAB after time was entered

1 Click on Media Planning TAB

2 Create two phases

Create a phase for media and for internal production costs

3 Create a plan for internal production work

4 Create a plan for digital media campaign

5 Media plan with two lines

One line is for digital media and another line is for internal production work,

Right-click on the “production line” and mark it as “booked”

The “production line” is an internal cost and does not require a supplier PO - therefore it is marked as “booked”

Media plan with “production line” with status “booked”

Note: Digital campaigns usually do not progress according to the initial plan. They are amended when required. Therefore do not approve PO until either month-end or the end of the campaign whichever is earlier.

1 Click on

2 Select a plan and click on to create PO

3 Unapproved PO

Leave PO as “unapproved” till the end of the campaign or month end

4 Financial TAB now shows unapproved PO

1 If the plan was amended, cancel the PO

2 Amend the media plan for external work to reflect realoity

3 Create a new PO and approve the PO

4 Click on to create client invoice

5 Test client invoice

6 Financial TAB after client invoice is logged

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