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Strata Sync - StrataLink Guide

The Workamajig Way For Handling Media Using Strata

NOTE: Strata has recently changed its Outdoor Module. They now allow you to create "date range" client invoices for Outdoor billing. Because you can select a date range the invoice may cross/overlap cycles or months. Workamajig does NOT support this feature. For billing purposes, we use the line "insertion date" to connect orders to billing. To sync with Workamajig, you must continue to create billing based upon "insertion date" for your Outdoor orders.

IMPORTANT: If you are running the hosted version of Strata, you will need to contact your Strata Rep and ask that they also publish Workamajig's Stratalink Tool on your hosted account for each Strata login account that needs to run the Stratalink Tool.

Table Of Contents

Overview

SBMS Setup

Configuring Workamajig

Let's Test Your Settings

Ready For Production

Confirming Transactions

Overview

The Strata Link tool allows you to easily import broadcast and print orders and invoices from the Strata SBMS media buying system into Workamajig. The tool will import and update orders and invoices created within SBMS. The sync process will also synchronize several setup files between the systems to make it easier to add new clients and vendors.

All Orders and Invoices and changes to Orders and Invoices should be made in SBMS prior to using the StrataLink Tool. You should NEVER edit these transactions in Workamajig, all changes must come from SBMS. The StrataLink sync process matches transactions across both systems. if there is a difference, Workamajig will create these changes in Workamajig automatically. If you edit in Workamajig, it creates a difference between the systems that Workamajig will try to correct.

NOTE: The link tool will not delete any information in Workamajig. So if you need to delete an order, you will need to delete it in both places.

You can download the latest version of the Strata Link tool here. If you access Strata Online, do NOT download the tool. Contact your Strata Representative to setup StrataLInk in the Strata Citrix window

The following are synchronized between the two systems:

Media Types:

  • Markets
  • Clients
  • Products
  • Vendors
  • Stations
  • Publications (At this time, Workamajig will use publications to identify all Print, Outdoor and Interactive orders)

NOTE: If you are using the web-based version of Strata, please make sure to tell your Strata Representative that you are using Workamajig and thus will need the StrataLink Tool on your account. Strata will set up the link to the tool in the Strata app window. Because this runs in a virtual environment over the web, you are able to access the site using Mac or Windows. For troubleshooting purposes, we will ask you to send us the log files from your sync. 

Configuring SBMS And Setup

Additional configuration is required in SBMS to enable the successful synchronization of orders and invoices.

Please review this Strata supplied guide on their setup in addition to this guide:

  • SBMS Link with Workamajig

Converting From Other Management System to Workamajig

Please contact your Strata rep to talk about your transition away from your old system. They will be able to guide you as to the timing and best method to move forward with Workamajig.
From Workamajig, we will still set up a call to go over methods that best fit your workflow and what will need to be done in Strata to achieve this goal.

CONFIRM ROUNDING CALCULATIONS

NOTE: This setting MUST be set in SBMS or your orders will not sync properly into Workamajig.Your Strata instance may already have the following set to "True" by default.

This setting only affects Print/Outdoor Orders and Broadcast Orders.

Digital Orders are not affected by this setting as there is no Rounding calculation.

In order to ensure buy lines are rounded the same in both SBMS and Workamajig, the �Round Buyline Cost option MUST be set to 'True'�� in the Database Settings screen in SBMS.

In SBMS:

1. Open Database Management menu.

2. Open Application Settings screen.

3. Select the Key Field: RoundBuylineCost.

4. On the right side of the screen, select "True" for Spot Module Value, Print/Outdoor Module Value, and Digital Module Values.

5. Click the Close button.

roundbyline1.jpg

BROADCAST MEDIA NAMES

Broadcast media names are specified when creating a broadcast estimate. The media names are already pre-configured in your SBMS system and no additional setup is required. To successfully synchronize broadcast orders, broadcast media names must first be synced to Workamajig.

Refer to using the Workamajig StrataLink tool below for how to set up the sync

The broadcast media names will be synced as Workamajig broadcast items.

WORKAMAJIG BROADCAST ITEMS

Workamajig Broadcast Items are found via Menu>Admin/Manager>System Setup>Media: Broadcast Items.

NOTE: If the Media Name in SBMS matches the Broadcast Item in Workamajig prior to initial import, you will get an error. Add a 1 to the end of the Broadcast Item ID or delete the items in Workamajig and try the sync again.

SS_Media.JPG

SBMS PRINT MEDIA CODES

Print media codes are specified when creating a print estimate. To successfully sync insertion orders, print media codes must be synced first. The print media codes are designated as Print Items in Workamajig.

NOTE: If the Print Media Code in SBMS matches the Print Item in Workamajig prior to initial import, you will get an error. Add a 1 to the end of the Print Item ID or delete the items in Workamajig and try the sync again.

Depending on the version of SBMS you are using, print media codes are entered differently.

If you are using SBMS version 18 or higher:

1. Select SBMS Print/Outdoor.

2. Click on the Filing Cabinet icon.

3. Double-click the Print and Outdoor Media Types menu option.

4. Select each media type to be synced and enter a Billing Code. NOTE: If a Billing Code is not entered, this media type will not be synced.

 

WORKAMAJIG PRINT ITEMS

Print Items in Workamajig are found via Menu>Admin/Manager>System Setup>Media: Print Items.

SS_Media.JPG

SU_Media_Print.JPG

Select each Print Item and enter the appropriate information regarding Billing Item, Expense Account and Sales Account. If your company must track Sales Tax on print items, make sure you check Tax 1/Tax2 Applies. Failure to set up these fields will cause an error when trying to post Vendor Invoices and Client Invoices.

INTERACTIVE AND OUTDOOR MEDIA

Interactive Media will sync to Workamajig as Print Items. Use the same setup procedures as Print Media above.

WORKAMAJIG INTERACTIVE AND OUTDOOR ITEMS

Interactive Media from SBMS will be synced to Workamajig as Workamajig Print Items above.

MARKETS

Markets are not required to sync broadcast or insertion orders but can be used in Workamajig to group stations and publications in listings, media mass billing and on client invoices. If you have made the decision to use Markets, you will need to set up the Markets with a market code so they can be synced to Workamajig. You MUST also set the appropriate Market on the Station/Publication record in Strata so orders will be synced with the correct market.

NOTE: If unrated markets are used, a unique three character market code must be entered to successfully sync these markets.

1. Select SBMS Spot or Print/Outdoor.

2. Click on the Filing Cabinet icon.

3. Double-click the Markets menu option.

4. Select the Show All Columns option to display the Market Code Column.

5. Select each Market to be synced and enter a 3-character Market Code. NOTE: If a Market Code is not entered, this market will not be synced. 

6. You will now need to go to the Station or Publication record and set it with the appropriate Market

 

WORKAMAJIG MARKETS

Workamajig Markets can be found via Menu > Admin > System Setup > Media > Markets.

SS_Media.JPG

SU_Media_Markets.JPG

Following the sync of markets from Strata, there is no further setup needed within Workamajig.

SBMS CLIENTS

Additional setup is required to enable clients to sync successfully to Workamajig. Clients must be set up to sync broadcast and insertion orders to Workamajig. To set up a client to sync to Workamajig, you must enter a Billing Code for the client. The SBMS Billing Code will become the Workamajig Client ID. If Clients are already in Workamajig, the sync will match them by matching the SBMS Billing Code to the Workamajig Client ID.

1. Select SBMS Spot or Print/Outdoor.

2. Click on the Filing Cabinet icon.

3. Double-click the Clients menu option.

4. Select each client to be synced and enter a Billing Code. NOTE: If a Billing Code is not entered, this client will not be synced.

WORKAMAJIG CLIENTS

Workamajig Clients can be found via Menu>Billing>Clients.

Open the Client Company record and edit as needed. If you synced Clients from SBMS, you should see the Company Name, Client ID and Address prefilled in the record. (see Client Company Record Setup)

SBMS VENDORS/STATIONS

Workamajig uses both Vendors and Stations. Workamajig Broadcast Orders are associated to Vendors. Though designating a Station is optional on a Broadcast Order, it can be used to identify orders in Media Mass Billing and as a grouping option on Client Invoices. Additional setup is required to enable Vendors and Stations to sync successfully to Workamajig. 
NOTE: Broadcast Vendors must be synced to Workamajig before Broadcast Orders and Vendor Invoices can be successfully synced.

To set up a vendor to sync to Workamajig, you must enter a Billing Code. The SBMS Billing Code will become the Workamajig Vendor ID. If Vendors are already in Workamajig, the sync will match them using the SBMS Billing Code and the Workamajig Vendor ID.

To set up a station to sync to Workamajig, you must enter a Billing Code in a specific format of a Vendor ID and Station ID separated by a semi-colon. NOTE: There should be no spaces on either side of the semi-colon. Example:

Vendor ID; Station ID

NOTE: Do NOT use a colon (:) to separate. This will cause duplicate vendors to be created in the system.

This format allows the sync to associate a station to a specific vendor in Workamajig. The second half of the SBMS Billing Code will become the Workamajig Station ID. If stations are already in Workamajig, the sync will match them using the second half of the SBMS Billing Code and the Workamajig Station ID.

1. Select SBMS Spot.

2. Click on the Filing Cabinet icon.

3. Double-click the Vendors menu option.

4. Select the Vendor using the Find Vendor option or by locating the vendor name in the list on the left

5. Click on the Billing tab button

6. Enter the appropriate Billing Code (VendorID or VendorID; StationID)

7. Save

8. (if needed) If you are using Market: click on General tab and select the appropriate Market for the Station.

 VendorID only example:

VendorID;StationID example:

SBMS VENDORS/PUBLICATIONS

Workamajig uses both Vendors and Publications. Workamajig Insertion Orders are associated to Vendors. Though designating a Publication is optional on the Insertion Order, it can be used to identify orders in Media Mass Billing and as a grouping option on Client Invoices. Additional setup is required to enable vendors and publications to sync successfully to Workamajig. 
NOTE: Publication Vendors must be synced to Workamajig before insertion orders and invoices can be successfully synced.

To set up a vendor to sync to Workamajig, you must enter a Billing Code. The SBMS Billing Code will become the Workamajig Vendor ID. If Vendors are already in Workamajig, the sync will match them using the SBMS Billing Code and the Workamajig Vendor ID.

To set up a Publication to sync to Workamajig, you must enter a Billing Code in a specific format of Vendor ID and Publication ID separated by a semi-colon. 
NOTE: There should be no spaces on either side of the semi-colon. Example:

Vendor ID;Publication ID (correct method)

Vendor ID ;Publication ID (wrong method)

Vendor ID; Publication ID (wrong method)

NOTE: Do NOT use a colon (:) to separate. This will cause duplicate vendors to be created in the system.

This format will allow the sync to associate the Publication to a specific vendor in Workamajig. The second half of the SBMS Billing Code will become the Workamajig Publication ID. If Publications are already in Workamajig, the sync will match them using the second half of the SBMS Billing Code and the Workamajig Publication ID.

1. Select SBMS Print/Outdoor.

2. Click on the Filing Cabinet icon.

3. Double-click the Outdoor Vendors or Publications menu option.

SU_Media_Pub.JPG

4. Select a Publication or Vendor from the Publication or Vendor drop-down

5. Enter the appropriate Billing Code (VendorID or VendorID; PublicationID)

6. If needed: if you are using Markets, select the appropriate Market for the Publication

7. SAVE and click Close

Vendor only example:

VendorID;PublicationID example:

Transactions

ESTIMATES

Depending on how Workamajig is configured, estimates may require additional setup before orders can be successfully synced. In SBMS, Broadcast and Insertion Orders do not have a client directly entered. The orders will require either a Media Estimate or a Project. It is through the Media Estimate or Project that the Client is specified. Which method you use will depend on how your Media Department or Person places orders and how you want to track them in Workamajig.

USING MEDIA ESTIMATE

Using the Media Estimate link allows you to easily create an estimate for a particular client, create orders associated with the Estimate and sync to Workamajig for Vendor payment and Client Invoicing purposes. All costs are tracked to the client but are not associated with any client project. This is generally used when your media buy is a pass-through cost, so there is no need to track it at the project level.

However, due to lack of project control media buys could be placed and billed without possible input from the Creative/Production side of the agency.

If Workamajig is configured to link to the client using media estimates, no further setup is required.

USING PROJECT LINK

This is the recommended method for syncing with Workamajig.

Using the Project link allows you to create an SBMS estimate and track it to a Client Project in Workamajig. This will allow you to incorporate all of the controls and reporting functionality surrounding a project for your media buys. This includes tracking time taken for traffic, control of who can enter orders, and more precise Client P&L information. It also allows your media and production teams to see when buys are being run and match production deadlines accordingly. We recommend you create a task with a TaskID = Media. This allows you to simply provide the Workamajig Project Number to your media buyer, as the TaskID will be consistent across all projects. You may decide, due to the length of the media run, that you create a specific Media project with a Media Task, for tracking media orders, and a Traffic Task, for tracking time, for the Client.

In general, most will use a single project to track all media purchasing for the year. Because the orders will all be coded to a particular Workamajig Media Estimate, as well as, a particular Media Item and an insertion/broadcast date, you can use the Workamajig reporting functions to provide a split up of media buys. If your team prefers a more "campaign" granularity, you can create a single project per campaign. You may wish to look at the Workamajig Campaign feature for seeing all of your projects in one location.

If Workamajig is configured to use projects to link to clients, the Estimate Job # (Estimate Billing Code, in SBMS.Net version) field must be entered in the following defined order:

Project Number;Task ID;Class

NOTE: If you are not using any of the entries, you may still need to include the surrounding semi-colon with no space in between. The settings for GL Company and Office will be predefined by the Project that you have selected. There is no further setup needed for these.

Project Number Only:

          ProjectNumber

If Workamajig is configured to require tasks on expenses:

ProjectNumber;TaskID

If Workamajig is configured to require Task and Class:

          ProjectNumber;TaskID;Class

 

If Workamajig requires Class Only:

          ProjectNumber;;Class

NOTE: Do not forget the surrounding semi-colons for unused entries!

SBMS Estimate

1. Open the Estimate Information screen

2. In the Estimate Billing Code field, enter the appropriate Workamajig formatted Project number (see above)

SBMS Broadcast Orders

After all of the setup files have been successfully synced, orders can be synced. Only two criteria have to be met for the order to be synced:

1. Buy lines must be in a (B)illed status. NOTE: If revisions are made to the Order, SBMS resets the status. You must reset the status to (B)illed to sync.

2. The flight week must fall within the date range specified in the Broadcast Date range.

SBMS

1. From the Main Menu, select the appropriate section: Spot

2. Select Buying Options>Schedule Status

3) Select the Order lines and click "Bill" located along the bottom of the screen.

These order lines are now available to sync to Workamajig.

SBMS Vendor Invoices

After orders have been synced, invoices can be synced. Only two criteria have to be met for the invoice to be synced.

1. The invoice must be reconciled and in a (C)leared for Payment status.

2. The invoice date must fall within the date range specified in the Broadcast Date range.

SBMS

1. From the SBMS Invoice Status screen, select Broadcast

2. Select the invoice lines you want to sync

3. Click "Clear for Payment" button located along the bottom of the screen.

The selected vendor invoices are now ready to be synced to Workamajig.

SBMS Insertion Orders

After all of the setup files have been successfully synced, orders can be synced. Only two criteria have to be met for the order to be synced:

1. Buy lines must be in a (B)illed status. NOTE: If revisions are made to the Order, SBMS resets the status. You must reset the status to (B)illed to sync.

2. The insertion date must fall within the date range specified in the Insertion Date range.

NOTE: StrataLink syncs the SBMS Space Closing Date to the WORKAMAJIG User Defined 1 date and the SBMS Materials Close Date to the WORKAMAJIG User Defined 2 date. In order for these dates to appear on WORKAMAJIG insertion order line item form, you will need to set up the fields in Workamajig via Menu>Admin>System Setup>Global Options: Customize Terms>under Publication Dates section enter Space Close for User Defined 1 and Space Close for User Defined 2. This may already be set up by default.

For example, to bill the two insertions in this flight, you would enter 05/01/2006 through 05/01/2006 as the Insertion Date range. Any lines that need to be synced must be in a status of (B)illed.

SBMS

1. From the Main Menu, select the appropriate section: Print/Outdoor

2. Select Buying Options>Schedule Status

3. Select the Orders lines you want to sync to Workamajig

4. Click "Bill" button located along the bottom of the screen

This will now allow these order lines to sync to Workamajig. NOTE: Any changes you make to these lines will place the line in a Revision status. In order to sync the changes, you must select the lines and "Bill" them again. 

SBMS Insertion Invoices

After orders have been synced, invoices can be synced. Only two criteria have to be met for the invoice to be synced:

1. The invoice date must fall within the date range specified in the Insertion Date range.

2. The invoice must be reconciled and in a (C)leared status.

SBMS

1. From the SBMS Invoice Status screen, select Print/Outdoor

2. Select the invoice lines you want to sync

3. Click "Clear for Payment" button located along the bottom of the screen.

The selected vendor invoices are now ready to be synced to Workamajig.

Interactive And Outdoor Orders And Invoices

Workamajig does not have an Interactive/Outdoor section at this time. Interactive and Outdoor Orders are treated the same as Insertion Orders.
NOTE: Strata has recently changed its Outdoor Module. They now allow you to create "date range" invoices. Because you can select a date range the invoice may cross/overlap cycles or months. Workamajig does not support this feature. For billing purposes, we use the line "insertion date" to connect orders to billing.

Configuring Workamajig

Certain settings in Workamajig have an impact on how the sync tool handles the imported transactions from SBMS.

Workamajig System Setup

 Menu > Admin/Manager > System Setup

There are two sections in Workamajig System Setup area that will impact how transactions are imported using the StrataLink Tool:

> Account Information > Transaction Preferences>click Show Advanced Options>

Media> check Using Media

 

Strata Tab: 
 

WMJ_SSU_TransPref.JPG

Auto Approve External Orders: If this setting is selected, synced orders will automatically be marked as approved. As orders placed via SBMS have already been approved, we recommend that this is checked, as adding an additional approval step at this stage is unnecessary.

If the setting is unchecked, synched orders must be approved in order to be available for Client Invoicing.

Auto Approve External Invoices: If this setting is selected, synced Vendor Invoices will automatically be marked as approved. As Vendor Invoices received via SBMS have already been approved, we recommend that this is checked, as adding an additional approval step at this stage is unnecessary. You will still need to Post these invoices to General Ledger to have an impact on your financial reporting.

If this setting is unchecked, synched Vendor Invoices must be approved in order to be available for Client Invoicing.

Posting Date of Vendor Invoices: (Strata Only): You have several option timing the Synced Vendor Invoices. Use invoice Date, Use Clear Date or Use Invoice Month.

The date used will depend on the transaction:

Digital: Update Date on the Invoice Status screen. This date also populates with status changes, not just cleared.

Print/Outdoor: Status Date on the Invoice Status screen. This date populates with any status change for the invoice, not just cleared.

Spot: Clr Date on Invoice Status

Close Bottom Line Invoices: If this option is checked, synced Strata invoices will balance the purchase order to the invoice.

> Insertion Order Tab/Broadcast Order Tab

NOTE: If you are using SBMS for both Insertion Orders and Broadcast Orders, we recommend that both sections in Workamajig be set up in an identical fashion to prevent misunderstandings and issues with the import process.

WMJ_SSU_TransPrefOrderSU.JPG

The main settings we require in this section are below:

Required Link To Client: This setting indicates how orders are associated with clients: Using Media Estimate or Using Project Link

Allow Changes After Client Invoices: By default, Workamajig does not allow changes to order lines that have been billed.

If the preference is to keep order lines unchanged after they have been billed so they match the client invoice, keep this setting unchecked.
If the preference is to allow changes after billing, so that the order lines reflect the current status of the buy lines in SBMS, check this option. This can be desirable when you want to ensure orders are closed after all of the invoices have been applied.

Auto Generate Revisions For Prebilled Lines: If selected, Workamajig will auto-generate a revision line on the order as part of the sync process with SBMS.

Optional Settings:

 Client Commission Client Costing/Client Gross

Use SBMS Client Net (StrataLink Only): when selected, Workamajig will use the Client Commission and Client Costing/Client Gross feature from Strata to calculate the Gross that is synced over to Workamajig. NOTE: If selected, the Workamajig Client record: Client Setup>Project Defaults>Prebill Insertion Orders/Prebill Broadcast Orders MUST be set to GROSS.

PLEASE NOTE: There are 3-4 different ways to set the Client Gross % (STN_CLT_WEIGHT is the field in the database) for broadcast. STRATA provides help documentation on Client Costing in their Knowledge Base that goes into the details of Client Costing.  
The Workamajig Stratalink Tool uses the Client Net Cost in SBMS when Client Costing option is enabled in Workamajig under System Setup > Global Options > Transaction Preferences. For more information on client costing, please contact your STRATA representative.

I selected Link To Client = Through Project

NOTE: The following setting is only for those using the Require Link To Client= Through Project

Menu>System Setup>GL Settings>GL Tracking Options > select Show Tasks on Expenses. This will refresh the screen for the selection of Require Tasks on Expenses

This box is checked by default.

WMJ_SSU_GLSet_TrackOpt.JPG

Workamajig StrataLink Tool

Go to the StrataLink Tool guide to download the latest version of the sync tool.

The Workamajig StrataLink Tool allows you to sync Clients, Vendors, Stations, Publications, Broadcast Orders, Insertion Orders, and Vendor Invoices into Workamajig. The orders and invoices can then be tracked to specific client projects and ultimately used for billing and tracking costs related to the Client.

The StrataLink Tool will only work on a Microsoft Windows-based OS. The Tool will work on either 32-bit or 64-bit systems.

NOTE: For those using the Strata Online/Hosted version. The StrataLink Tool is provided as a link from the Strata interface. Please ask your Strata Representative for details.

THINGS TO DO PRIOR TO SETTING UP STRATALINK TOOL

Prior to setting up the StrataLink Tool, you want to confirm the following settings:

  1. Check your Client ID setup in Workamajig and set that in the Billing Code field for each client record in SBMS.
  2. Check your Vendor ID setup in Workamajig and set that in the Billing Code field for each station/publication record in SBMS. Remember, Workamajig allows a separation between vendor and station/pub. You will need to set the Billing Code to have: vendorID;stationID (there's a semi-colon needed between the vendor ID and Station ID).

STRATALINK TOOL SETUP - Freewheel/SBMS Online version

1. Contact your Strata Rep to add the StrataLink Tool to your Citrix Main page

STRATALINK TOOL SETUP - Local Hosted SBMS version

1. Download the StrataLink Tool from HERE.

2. Extract the .zip file to your preferred location. NOTE: The StrataLink Tool is a stand-alone application. All files contained in the folder must remain in the folder for the Tool to work properly.

3. Go to the StrataLink Tool folder, right-click on StrataLink.exe icon> select Create Shortcut. NOTE: The file name may be different. NOTE: If you do not have your system set up to show file extensions, you will select. "StrataLink2", as the .exe will be hidden.

4. Click and drag the StrataLink.exe-shortcut to your desktop or launch menu. You may want to rename the shortcut by right-clicking on the icon and select rename.

Using The Strata Link Tool: First Time

1. Open StrataLink Tool

2. Go to Settings Tab

3. In the Workamajig Login section, enter the User ID, Password and Website Address you use to access Workamajig (ex. https://app.workamajig.com)
NOTE: If you are using a Workamajig server, DO NOT add /platinum to the URL. Ex.: USE>>https://app.workamajig.com NOT https://app.workamajig.com/platinum

4. Click Connect to confirm that StrataLink Tool is able to connect to Workamajig

WMJ_SLT_Settings.JPG

5. In the Strata SQL Database Connection Parameters section enter the Server location, Database name, User ID and Password. If you do not know this information, please contact your SBMS representative.

6. Click Test Connection, to confirm that StrataLink is able to connect to the SBMS database.

7. Click on Modules Tab

NOTE: It is important that you run the Sync process in the following order to ensure that no errors are encountered.

8. Uncheck all boxes on the screen

9. Check Markets, Clients + Add Only, Broadcast Vendors + Add Only, Print Publication Vendors + Add Only, and Interactive Vendors + Add Only

10. Click Sync. The screen will auto-jump to the Sync Results tab.

11. Open/Login to Workamajig to confirm that everything has imported correctly.

12. Return to StrataLink Tool. Return to the Modules tab, uncheck all boxes.

12. Check Broadcast Items, Print Items, and Interactive Items

13. Click Sync. The screen will auto-jump to the Sync Results tab.

14. Open Workamajig to confirm that everything has imported correctly.

You are now ready to follow the instructions below to test the sync of an order and vendor invoice.

Using Workamajig StrataLink Tool: Sync Orders & Invoices -First Time

The setup of Workamajig and SBMS is now complete and you are ready to begin syncing orders and invoices between the two systems. The following is an outline of procedures that should be taken to sync transactions from SBMS to Workamajig. If you have questions regarding SBMS, please contact your SBMS Representative.

Following the initial setup, the boxes on the left side of the Module screen can be left unchecked.

We recommend that you perform the sync in 2 steps: 1) Orders; then 2) Invoices

This will ensure that all Orders are accounted for in Workamajig, prior to bringing in matching Invoices. This 2 step process will also allow you to confirm that the sync process is working correctly.

NOTE: If you are not using Vendor Invoices in SBMS, you need only sync Orders to Workamajig. When you enter the Vendor Invoice in Workamajig, make sure you match the Order to the Invoice. If there is a difference between the Order and the Invoice, you must create revision line(s) in the Order in SBMS, and then sync the Order to Workamajig again, prior to entering the Invoice.

WMJ_SLT_Mod_Order.JPG

SYNC ORDERS

You will need to test the sync of each order type, to confirm that the information that is being added to Workamajig is correct.

1. Uncheck all boxes

2. From Sync Orders For, select one Client from the dropdown list and enter one Strata Estimate number in the Sync a Specific Estimate field

3. Check the appropriate box that corresponds to the selected estimate: Broadcast Orders, Print Orders, and Interactive Orders

4. Set the beginning Date and Through Dates

NOTE: Typically the Begin date is set to the beginning of time, to ensure all prior orders are being synced, and Through Date is set to the future 1-3 months, to allow you to pre-bill the Client for future placements.

5. Click Sync. The screen will auto-jump to the Sync Results tab

6. Open/Login to Workamajig. Confirm the order(s) were synced correctly.

This would include:

  • Did the Media Estimate sync into Workamajig with the correct number and number of vendor orders connected to it? Typically, one estimate line in Strata equals an Order in Workamajig
  • Did the Order sync? Are the Vendor, Station/Publication, Market, Order Dates, and Gross and Net amounts correct on the order

NOTE: The Order in Workamajig will display a Link ID number on the General tab. This confirms that the order came from Strata.

7. If correct, return to Step 2. Change the Sync a Specific Estimate and Client ID and check the appropriate Order type >> Click Sync. Repeat this step for each order type.

SYNC INVOICES

1. Uncheck all boxes. Pick one Client

2. Check Broadcast Invoices, Print Invoices, and Interactive Invoices.
NOTE: If you use Bottom Line Invoicing, make sure to check the Include Bottom Line Invoices.

  • BOTTOM LINE INVOICES:  Bottom-line vendor invoices MUST NOT cross broadcast months for the revision lines to be created properly during the sync. If you wish to ignore these settings see below.
  • Ignore Dates for Bottomline Invoices: When checked, this will support the sync of bottom line vendor invoices across multiple months. This does not need to be checked if the bottom line invoice being cleared is for a single broadcast month.

3. Set the beginning Date and Through Dates

NOTE: Typically the beginning date is set to the beginning of time, to ensure all prior invoices are being synced, and Through Date is set to end of this billing period. 4. Click Sync. The screen will auto-jump to the Sync Results tab.

5. Open/Login to Workamajig. Confirm the Vendor Invoice(s) were synced correctly.

NOTE: The Invoice in Workamajig will display a Link ID number on the General tab. This confirms the invoice came from Strata.

After you have completed this test cycle, open Delete the vendor invoices, then delete the orders. You have now completed the setup.

If you have any error messages or have questions about this process, please do not hesitate to contact your Workamajig Account Manager at support@workamajig.com.

Let's Test Your Workflow

Prior to using the StrataLink Tool in a production setting, we recommend you conduct the following test:

  1. Check your Client ID setup in Workamajig and set that in the Billing Code field for each client record in SBMS.
  2. Check your Vendor ID setup in Workamajig and set that in the Billing Code field for each station/publication record in SBMS.  Remember, Workamajig allows a separation between vendor and station/pub.  You will need to set the Billing Code to have: vendorID;stationID (there's a semi-colon needed between the vendor ID and Station ID).  You can just make up a station/pub ID that will be synced over to Workamajig as a station or pub.
  3. Run the StrataLink Tool and make sure no orders or invoices options are checked on the right-hand side of the Modules tab, but keep everything checked on the left-hand side.  Now run the sync so it can add the items and stations, etc. over to Workamajig.
  4. Have someone in accounting double check the Broadcast Item and Print Items in System Setup - Media menu to make sure they're linked to the correct sales and cost accounts.
  5. Now, create a test media estimate in SBMS and in the Estimate Billing Code field, make sure that you enter Workamajig's project#;TaskID (i.e.. 12-abc-1234;media).  Make sure that you Bill the schedule so that the orders are visible to the StrataLink tool.
  6. Now, set the Estimate Number in the Modules tab of the Stratalink Tool and enable the Broadcast Orders to sync just the orders for that estimate.  Make sure that the date range is wide enough to include the spots you want to sync over.
  7. You can now go to Media - Media Estimates menu to look up all the orders that just got synced over to make sure that the net and gross is correct.

You can go further if you want and bill those orders in Billing - Mass Billing - Media and adjust your invoice layout settings.

Once you're done, you can delete the client invoice, delete the orders in Workamajig and cancel/delete the media estimate in SBMS.

That completes the testing. You are all set to begin using StrataLink to sync real media estimates into Workamajig.

Ready For Production

The setup and testing in SBMS and Workamajig is now complete. You have synced over all of your clients, vendors, items, orders and invoices. Now, it is time to put this into your agency workflow.

The timing of the sync is left up to you. We usually recommend that it coincide with your normal billing routine, to ensure all billable transactions from SBMS are available for Client Invoicing. However, due to the nature of the sync process, you are able to run the StrataLink Tool at any time.

Here are typical workflows that have provided the best success:

We Prebill Orders

This method is always billing order lines. A vendor invoice line is seldom/never used in billing.

  1. From StrataLink tool, checkbox Orders only. Set first date field to blank and second date field well into the future, ex. Year: 2047. This is to ensure that all new and adjusted order lines are being brought into Workamajig.
  2. Create Client Invoices: The billing should pull in all order lines through your selected date. This will include new prebill lines and any adjusted order lines from the previous period.
  3. After Billing cycle is complete, from sync tool, check box Vendor Invoices. This will allow Workamajig to match vendor invoices to the correct Order and Revision lines, and close these lines.
  4. Pay Vendor Invoices as per your normal payment cycle

Why do I wait to sync vendor invoices? As part of the sync process, Workamajig is looking at the previously synced order lines in the system and comparing them to what is being added/changed during the current sync cycle. In Strata, you will be adjusting future order lines, adding new order lines and you will match current vendor invoices to your order lines. When you match the vendor invoice to your order lines in Strata, this will automatically update the actual order lines in Strata. You want to ensure that these "adjusted" or revision order lines are synced to Workamajig. By billing the revision lines prior to syncing the vendor invoice designates these revision lines as being billed. This is very helpful, as when you sync the vendor invoice from Strata, Workamajig will see the connection between the original line and the revision line on the order, connect both of them to the single vendor invoice line and close out both order lines automatically.

You can sync over the vendor invoices without first billing the adjusted order line. However, Workamajig is not able to connect the revision line to the vendor invoice. So you will need to bill the revision line and then manually close the order line.

We Do Not Prebill Orders/We only bill Vendor Invoices

This method is always billing the vendor invoice.

  1. From sync tool, checkbox Orders and Vendor Invoice. Set first date field to blank and second date field well into the future, ex. Year: 2047. This is to ensure that all new order lines are being brought into Workamajig.
  2. Create Client Invoices: The billing should pull only vendor invoices through your selected date.
  3. Pay Vendor invoices as per your normal payment cycle

Since the orders do not come into play with this method, when you connect the vendor invoice to the order line in Strata and sync, Workamajig will first update the order line then bring in the vendor invoice. This will connect the vendor invoice to the order line and close the order line automatically. No revision lines will be created on the order, because there is no billing connected with the order. 

 

Confirming Transactions

Following the sync process and/or following your billing process, we recommend that you run the Menu>Reports>Media Report>Media Discrepancy report to review the Orders, Vendor Invoices and Client Invoices associated with your Media Estimates or Media Orders. This report can also be used for Purchase Orders.

HOW THE SYNC PROCESS WORKS

When you run the StrataLink Tool, it will try to confirm and sync information in the following order:

1. Items

2. Markets

3. Clients

4. Vendors

5. Orders

6. Invoices

WARNING: Once you begin using the StrataLink tool and start syncing between Strata and Workamajig, you must NEVER delete spots or lines in SBMS. You must zero out or cancel the spots and lines, instead. If you delete a spot/line, it will cause major issues to the sync process and may also cause issues with the information in Workamajig.

1. Items:The system will first sync Print Items, Broadcast Items and Interactive Items. As these seldom change, these can remain unchecked to speed up the sync process.

NOTE: If an Item ID is not found in Workamajig it will cause an error.

2. Markets: Markets are not required to sync broadcast or insertion orders but can be used in Workamajig to group stations and publications in listings, Media Mass Billing and on client invoices. As these seldom change, this can remain unchecked to speed up the sync process.

3. Clients: Additional setup is required to enable the link tool to associate an SBMS client with a Workamajig client. Clients must exist in Workamajig before orders can be successfully synced. See SBMS Clients for details on setting up SBMS clients to be synced. As these seldom change, this can remain unchecked to speed up the sync process.

NOTE: Clients do not have to be synced from SBMS to Workamajig in order to successfully sync orders. As long as the SBMS clients Billing Code matches the Workamajig Client ID, the orders will sync properly.

ADD ONLY setting: by checking this setting along with the Clients checkbox, it will Only Add Clients to Workamajig that do not exist already. Any clients that already exist in Workamajig will not be updated.

WARNING: If you select Clients and do NOT select Add Only, the sync process will overwrite any information in Workamajig with the new information from SBMS. For example, if the client address is blank in SBMS, following the sync, the address in Workamajig will also be blank.

We recommend that you always check the Add Only box if you are syncing clients, as most Accounting Departments will setup billing information in Workamajig for clients, so there is no need to sync information from SBMS.

Client Divisions (if they exist) and products will be synced automatically after clients are synced.

4. Vendors: Additional setup is required to enable the link tool to associate SBMS Vendor (see above) and Media information with Workamajig.

Vendors must exist in Workamajig before orders can be successfully synced.

As these seldom change, this can remain unchecked to speed up the sync process.

Vendors do not have to be synced from SBMS to Workamajig in order to successfully sync orders. As long as the SBMS vendors Billing Code matches the Workamajig Client ID, the orders will sync properly.

ADD ONLY setting  by checking this setting along with the Vendors checkbox, it will Only Add Vendors to Workamajig that do not exist already. Any Vendors that already exist in Workamajig will not be updated.

WARNING: If you select Vendors and do NOT select Add Only, the sync process will overwrite any information in Workamajig with the new information from SBMS. For example, if the Vendor address is blank in SBMS, following the sync, the address in Workamajig will also be blank.

We recommend that you always check the Add Only box, as most Accounting Departments will setup payment information in Workamajig for Vendors, so there is no need to sync information from SBMS.

5. Orders:StrataLink allows you to set the date range for syncing Broadcast Order, Insertion Orders and Interactive Orders from SBMS. Insertion Orders and Interactive Orders will be synced into Workamajig as Print Orders.
NOTE: In order for order lines to sync to Workamajig, they MUST be marked as (B)illed or Cancelled (B) status in Strata.

You can check the Orders and Invoice boxes in the same sync. The system will first sync Orders then Invoices. However, many will run the sync for orders only several times during the billing period to ensure billing availability and accuracy of project costs. This also will speed up the sync process.

How the orders are synced is based upon settings in SBMS:

Broadcast Orders - Broadcast orders are synced at the buy line/flight period level. Each buy line in SBMS becomes a broadcast order line in Workamajig. All of the individual spot counts for each flight period on a buy line can be individually synced and updated. NOTE: The buy line must be marked as (B)illed or Cancelled (B)  for the individual flight periods to be synced. If you create a revision or change the line, you must re-mark as (B)illed.

The date range entered in the Broadcast date fields determines which of the buy lines flight periods are synced. For example, if an estimates flight was from January 02, 2006 through June 02, 2006, the first 4 weeks of the flight could be synced by entering the date range 01-02-2006 through 01-29-2006.

A flight period can be synced an unlimited number of times which keeps it in sync with SBMS. NOTE: The Workamajig system Transaction Preferences  'Allow Changes After Client Invoices'�� impacts how the sync handles pre-billed flight periods. This option must be set to allow changes to occur to a flight period after it has been added to a client invoice. If it is not enabled, an error will be reported when an attempt is made to update a previously billed line.

Print/Interactive Orders:Print/Interactive orders are synced at the buy line level based upon the SBMS Insertion Date. Each buy line in SBMS becomes a insertion order line in Workamajig. All of the buy lines for each flight can be individually synced and updated. NOTE: The buy line must be marked as (B)illed or Cancelled (B)  to be synced. If you create a revision or change the line, you must re-mark as (B)illed.

The date range entered in the Insertion Date fields determines which of the buy lines are synced. For example, if an estimate's flight was from January 02, 2006 through June 02, 2006, the first 4 weeks of the flight could be synced by entering the date range 01-02-2006 through 01-29-2006. A buy line with an Insertion Date in this range will be synced as long as they are in a 'Billed' status.

A flight period can be synced an unlimited number of times which keeps it in sync with SBMS. NOTE: The Workamajig system Transaction Preferences 'Allow Changes After Client Invoices' impacts how the sync handles pre-billed flight periods. This option must be set to allow changes to occur to a flight period after it has been added to a client invoice. If it is not enabled, an error will be reported when an attempt is made to update a previously billed line.

6. Invoices: StrataLink allows you to select the date range for syncing Vendor Invoices from SBMS to Workamajig. There are three criteria that must be met in order for an invoice to sync successfully: 1) The invoice must be reconciled and in a cleared for Payment status; 2) The invoice date must fall within the specified date range, and; 3) The order that the invoice is tied to must exist in Workamajig for the sync to be successful.
NOTE: BOTTOM LINE INVOICES:  Bottom-line vendor invoices MUST NOT cross broadcast months for the revision lines to be created properly during the sync.
BE AWARE: When you match the vendor invoice to the order lines in Strata, Strata automatically updates the order lines. Because Orders lines are always synced over prior to vendor invoices, Workamajig will sync over the changes and create a revision line or update current line, depending on if the order line was prebilled or not.

Thing To Never Do!

Once you begin using the Workamajig link for processing buys from Strata, there are a number of things you should NEVER do after you have actually synced the Estimate/Buys to Workamajig. 
1) Adjust Estimate Flight Dates: If you adjust flight dates after the buy has already been synced, the order buy lines will be given a new line order number. Because of this, Workamajig will see them as brand new lines and thus create new order lines in Workamajig. The original lines will become orphaned and we will no longer see a connection between Strata and Workamajig.

Instead:

a) zero the buys in the date range that you will no longer be ordering for, or
b) delete the orders and estimate in Workamajig, after adjusting, resync the estimate.

2) Delete Order Lines: if you delete the order line in Strata, there is no further communication with Workamajig for this order line, so it will be orphaned.

Instead:

a) zero the buys on the dates you will no longer be ordering.

 

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