Insertion Orders are like Purchase Orders used to place orders to Publications. Insertion Orders are entered using the gross amount and a commission percentage to determine the net amount. Insertion orders also allow you to track user definable dates on each line item of the order.
Each insertion order must be approved before it is sent to a vendor. If you print an unapproved insertion order, the system will place an unapproved watermark across the page. Each person is assigned a specific ordering limit which allows them to approve insertion orders under that dollar amount. If you're purchasing limit is zero, you will not be able to approve any insertion orders. As you enter line items onto a insertion order, the system will try and determine if you have the right to approve the insertion order and that dollar limit. If you do not have the right, the system will use the default approver from the transaction preferences screen. If this person has an approval limit greater than the amount of the insertion order, the system will automatically assign them as the approver. If this person or the person entering the insertion order does not have sufficient limits to approve the insertion order, the insertion order will be assigned to no one. When an insertion order is assigned to no one for approval, anyone in the company with approval limit above that of the insertion order will be able to approve it. When the insertion order is set for approval, everyone with that approval limit will receive an email. Once the insertion order is approved, the person entering an insertion order will receive an email back.
Once an insertion order is approved, you cannot edit it. If you need to edit the insertion order, you will need to unapprove the insertion order. Doing so will increase the revision number on the insertion order. Once you have completed the revision of a insertion order, you will need to either approve it or resubmit it for approval. A vendor invoice can only be applied against approved insertion orders. Once a vendor invoice is linked to the insertion order, you will not be able to unapprove the insertion order. The vendor Invoices tab shows a list of the vendor invoices that have been applied to this insertion order.
From Menu > Admin > System Setup > Account Information > Transaction Preferences there is section for Insertion Orders, that lets you determine the default Approval process, along with other system level setup aspects of the IO process.
Main Input - New Insertion Order
Once the Insertion Order is saved, the rest of the information on the Order Info tab is available and the rest of the tabs are available to the user. On save, the user is taken to the Line Items tab to enter information into. The order will need to be approved before any vendor invoices can be applied or if the order is to be prebilled. Anyone with an IO purchasing limit greater than or equal to the net amount on the IO can approve it, by default the user who creates the IO will be the approver. Once approved, IOs are usually prebilled to the client either by clicking on the Prebill Order action or by clicking on the Prebill Line button on a line.
Order Info Tab
This allows the users to link in specifications from other projects. Multiple specifications can be attached to the PO to be sent to the vendors. These specifications will be printed on the top of the PO.
Linked specifications are setup via Menu > Admin > System Setup > Tracking>Define Spec Sheets. The specification sheet is then created and filled in a project associated with the media buys. You are then allowed to associate these spec sheets with the order(s).
Send Order Copies To
This pop up window allows you to select several contacts from the selected vendor to send copies of this order to. Select the appropriate names from the lookup list and press Add Selected Users. This will cause the system to print one copy of the order and specification sheets for each person in the list. The person's name will replace the contact name from the header of the order on the print out. When the order is printed, there is one copy for each person selected. When emailed, if the person has an email address in the system, they will be sent a notification email.
IO Approval Process
An IO can be approved by anyone who has the IO purchasing limit of greater than or equal to the net amount on the IO. You can set different approval limits for each person to control the maximum amount that a person can approve. Once an Insertion Order is sent for approval, the person who is approving the IO will receive an email and the person creating an IO will receive an email once it is approved or rejected. A person whose IO limit has been reached cannot approve but still will be able to unapprove an IO.
Address / Instructions Tab
Line Items Tab
The Line Items tab enables the user to enter the item detail information about each ad for which an IO is being placed. Some of them are defaulted from the header and can be changed on each line.
Prebilling Insertion Order
When you create an insertion order, it is quite normal to prebill the client for the insertion after the order has been approved. In order to prebill an insertion order, you must:
Have the security right to create new invoices
Have a client assigned to the project that appears on the header of the order.
When you prebill an order you have the option to prebill either the entire order (if no line items have previously been billed) or you can prebill a specific line item.
To prebill the entire order, select the appropriate insertion order and click the Prebill Order at the top of the page.
To prebill a specific line item, select the insertion order and then select the line item you would like to bill. Then click the Prebill Line button
The system will then take you to the invoice that was created. All invoices are created as a one line invoice with all line items from the order attached to this single order. It can be viewed under the Client Invoices tab of the Insertion Order and would be as follows. The Client Invoice can be edited from here by clicking on the pencil icon.
Any vendor invoices that have been applied against this IO will show up under the Vendor Invoices tab and can be drilled down to by clicking on the pencil icon.
NOTE: Client Invoices would only appear here if you pre-bill the order. If you bill the Vendor Invoice instead, then you will need to open the Vendor Invoice to locate the Client Invoice. The Media Discrepancy Report will help to manage media orders (for both insertion and broadcast) to include: order amounts, vendor invoice amounts, and amounts billed to the client.