GaleForce Media setup [in-depth guide]
GaleForce Media system setup
NOTE: Before starting, please contact your Workamajig account manager via support@workamajig.com to turn on the Media plan and other settings in Workamajig.
Step 1: Populate accounting API Link
Under the Agency module > Settings, click the third Integrations tab and scroll down to the Workamajig section. Click Connect an account and enter the information from the Workamajig API guide section (Media plans and Media plan vendor invoices).
To find the API tokens in Workamajig, go to:
Admin/manager > System setup > Connections > API
NOTE: This screen will provide the company API token and the ability to reset the personal/user API token. The personal/user token is visible by clicking on your name in the top right corner > API user token.
Complete all fields and click Submit
Step 2: Populate vendor ID and station/pub ID fields
Link the codes from Workmajig to GaleForce by going to Agency > Vendors. Locate the vendor, click Edit, and enter the vendor ID and station/pub ID from Workamajig.
Step 3: Populate the Job number field in the campaign
Link the project number code from Workmajig to GaleForce by entering the code into the Campaign settings in GaleForce.
Add the project in Workamajig to generate a project number code:
Populate the Job number field in Campaign settings in GaleForce with the WMJ code: Copy the text exactly, including special characters. Do not add spaces.
NOTE: GaleForce does not track Workamajig project tasks. In Workamajig: Admin/Manager>System Setup>GL Settings>GL Tracking Options>GL Tracking Options>UNCHECK "Require Tasks on Expenses
Billing Considerations for Advertisers/Clients
Workamajig allows you to bill your media clients based upon the Order Gross, Net or Commission Only.
This settings is at the Workamajig Client Level. However, in this integration, the Workamajig Client settings are ignored. Workamajig will use the Amount To Bill field value to define how much to bill the client for the order line. To bill the client using Net or Commission Only, you will need to adjust the Advertiser/Client record in GaleForce.
NOTE: Workamajig only allows you to "bill" an order line or vendor invoice line once. You are not able to partial bill a line and bill the rest at a different time. If you partial bill an order line, subsequent billing for that line can only be done via a connected vendor invoice. Multiple vendor invoices can be connected to an order line. Each of those individual vendor invoices would be billable.
When billing either the Order or the Vendor Invoice to the client, Workamajig will look at the Start/Insertion Date on the order. If the order line in GaleForce is for a date range that includes multiple months. Workamajig will see this as a single order with the defined Start/Insertion Date as the Bill Date.
If you need to bill each month separately, you must create an order line per month. This will allow Workamajig to see each Start/Insertion Date in the proper month.
Prebilling Orders vs Advance Billing
Prebilling: Workamajig allows you to prebill order lines to the client. When a vendor invoice is connected to the vendor invoice or changes are made to the order and you push the orders to Workamajig, a revision line will be auto-generated for the change in value. The order revision line must be billed prior to syncing the vendor invoices. Failure to prebill the revision lines will result in a billable value being available via the vendor invoice and revision order line.
Advance Billing: This is the preferred method to bill clients. The advance bill invoice can be setup to follow your placement plan and scheduled to be duplicated in the succeeding months. This process allows you to sync orders and vendor invoices as needed. You can then pull in the vendor invoices for revenue recognition.
This method allows the orders to update as needed to the actual buys and the vendor invoices will tie out to the orders. Allowing for a simpler reconciliation and billing cycle.
Edit Bill At Setting
Open the Advertiser>Accounting tab: Client Gross (WMJ)
Bill at Gross: By default the system is setup to bill using Gross which is a standard 15% commission. There is no setup needed.
Bill at Net: select Gross up Media Net> set % to 0
This will set the Amount To Bill on the order to the same value as Net
Bill at Commission Only: select Discount on Media Gross> set % to 85
This will set the Amount to Bill on the order to the commission value. Ex. 100 Gross > 15% Commission>Amount to Bill = 15. If you only want to bill 10% commission, set % to 90 >Amount to Bill = 8.5 >>Net = 85 > (Net/Commission%) > 85/10 = 8.5
Exporting orders (billables)
Step 1: After creating orders, click the “My orders” tab (shopping cart icon).
Step 2: Use the “Search Orders” drop-down or the Search field to locate the desired Orders. Check the box next to the orders you wish to export (you can export multiple orders simultaneously).
Step 3: Click the Accounting exports button and choose 'Workamajig API'
Step 4: Once the file is prepared, click Send to Workamajig and wait for the 'success' notification.
Exporting invoices (payables)
Step 1: After the invoices have been reconciled in the platform, elect to 'archive' the matched invoices.
Step 2: From the Archived invoices tab, use the Search invoices drop-down or the Search field to locate the desired invoices. Check the box next to the invoices you wish to export (you can export multiple invoices simultaneously).
Step 3: Click the Accounting exports button and choose 'Workamajig API'
Step 4: Once the file is prepared, click Send to Workamajig and wait for the 'success' notification.
Once the transactions are sent to Workamajig, they will be available via the Menu > Media > Media plan Screen.