New Manual Broadcast Order
Broadcast Orders are like Purchase Orders used to place orders to Stations for broadcasting. Broadcast Orders are entered by spots for each ad, either on a weekly, daily or summary basis using the gross amount and a commission percentage to determine the net amount. Broadcast orders also allow you to track user definable dates on each line item of the order.
- Each Broadcast order must be approved before it is sent to a vendor/station. If you print an unapproved Broadcast Order, the system will place an unapproved watermark across the page.
- Each user is assigned a specific ordering limit which allows them to approve Broadcast Orders under that dollar amount. If you're purchasing limit is zero, you will not be able to approve any Broadcast orders.
- As you enter line items onto a Broadcast Order, the system will try and determine if you have the right to approve the Broadcast 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 Broadcast Order, the system will automatically assign them as the approver. If this person or the person entering the Broadcast Order does not have sufficient limits to approve the Broadcast order, the Broadcast order will be assigned to no one.
- When a Broadcast order is assigned to no one for approval, anyone in the company with approval limit above that of the Broadcast order will be able to approve it. When the Broadcast order is set for approval, everyone with that approval limit will receive an email.
- Once the Broadcast order is approved, the person entering an Broadcast order will receive an email back.
- Once a Broadcast order is approved, you cannot edit it. If you need to edit the Broadcast order, you will need to unapprove the Broadcast order. Doing so will increase the revision number on the Broadcast order. Once you have completed the revision of a Broadcast order, you will need to either approve it or resubmit it for approval.
- A vendor invoice can only be applied against approved Broadcast orders. Once a vendor invoice is linked to the Broadcast order, you will not be able to unapprove the Broadcast order. The vendor Invoices tab shows a list of the vendor invoices that have been applied to this Broadcast order.
Main Input - New Broadcast Order
Process Flow
Once the Broadcast 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 line items tab of a BO is different from that of an IO or a PO. Based on the Flight Interval chosen on the header, the lines are generated for the spots. For a daily or weekly Flight interval the spot lines are generated but not for a Summary Flight interval. The line items page has three sections to it as described below under the line items tab.
Once the spot information is entered, the order will need to be approved before any vendor invoices can be applied or if the order is to be prebilled. Anyone with a BO purchasing limit greater than or equal to the net amount on the BO can approve it, by default the user who creates the BO will be the approver.
BO Approval Process
A BO can be approved by anyone who has the BO purchasing limit of greater than or equal to the net amount on the BO. You can set different approval limits for each person to control the maximum amount that a person can approve. Once a Broadcast Order is sent for approval, the person who is approving the BO will receive an email and the person creating a BO will receive an email once it is approved or rejected. A person whose BO limit has been reached cannot approve but still will be able to unapprove a BO.
Once approved, BOs are usually prebilled to the client by clicking on the Prebill Order action. Unlike POs and IOs, Broadcast orders cannot be prebilled by line. Once the order is prebilled, the invoice can be seen under the Client invoices tab. Billing of broadcast orders can be and usually is done from the Menu > Billing > Mass Billing > Media Billing as it allows to bill multiple orders at one time.
Prebilling Broadcast Order
On Broadcast orders its normal to pre-bill the client for the Broadcast after the order has been approved. Following the approval of the order a new Action:Prebill Order tab will appear at the top of the screen. In order to prebill an order from this location, 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.
Once the Prebill order action is selected, the system will create a single line invoice that is made up of the entire Broadcast Order. Once created, this invoice will be viewable via the Client Invoices tab of the Broadcast Order.
NOTE: When using the Action: Prebill Order tab, you are only able to create an invoice for the entire order not individual spots. If you need to prebill individual spots, Mass Billing: Media would be the appropriate method.
Any vendor invoices that have been applied against this BO will show up under the Vendor Invoices tab and can be drilled down to by clicking on the pencil icon.
Order Info Tab
Linked Specifications
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 defined under Menu > Admin >System Setup > Define Specification Sheets. The fields can be created on this screen.
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.
Address / Instructions
Line Items
The Line Items tab enables the user to enter the item detail information about each ad for which a BO is being placed. Some of them are defaulted from the header and can be changed on each line. The line items tab for a broadcast order is slightly different from other types of orders based on the Flight Interval selected on the header. The three types of Flight Intervals available to the user are Summary, Weekly and Daily. The default flight interval is Summary (type 3). The line items tab has three sections, the top left is part of the line or item details, the bottom left is the spot details, all of the data in these two sections makes a line. On the right is a summary of each line with the number of spots, Program and Gross and Net amounts. When multiple lines are entered, the information in the top left section can either be duplicated by clicking on the copy line button and then changed or entered newly.
Line Items tab for a summary flight interval
This is the only interval that will let you change the Flight Dates for the spots at the line level also unlike the other two intervals where the flight dates are set at the header and the lines are generated based on those dates.
Line Items tab for a daily flight interval
For the daily and weekly flight intervals, while the lines are generated for each of the weeks or days, they will only be stored if the number of spots are entered.
Traffic
Spot information can be added to an order to provide a station with information on specific ISCI codes to run on the order and the specific run percentages.
Vendor Invoices
Any vendor invoices that have been applied against this BO will show up under the Vendor Invoices tab and can be drilled down to by clicking on the pencil icon.
Client Invoices
Once the order is prebilled, the spots cannot be edited anymore and a separate grid with what was billed will show up next to the Spots grid as below. However, another line with the same spot and item information can be copied over and worked with. While once the order is prebilled, it cannot be prebilled again unless the previous Client Invoice is deleted, the general way of billing BOs is by using the Mass billing screen since broadcast orders run for long time periods. The user can also go to the Client Invoice that this order was prebilled onto and bill the new spots.
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.
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