Q. Which media features are available in Clients & Profits?
A complete media features list can be found here.
Q. What is the difference between a media plan and a
Media plans use the station and publication data (which you'll set up) to
automate the planning process -- so there's no rekeying information from
the rate table to the media plan. Media estimates skip the planning
process; instead, you'll simply type in the details about the media buy
each time you need one. There are also specially-designed media windows
and forms for broadcast and print plans. Media estimates, however, are
free-form. You can customize the information on media estimates as needed.
Every media estimate you do could conceivably have different labels and
headings, depending on the different kinds of media that you buy. Since
there's less to set up, creating a media estimate is much faster than
creating a media plan (which may be reason enough to use them). If you
don't need a planning system, or use another system (like spreadsheets or
a media buying system like SmartPLUS) to plan your buys, consider using
only media estimates. Once the media estimate is added, it can easily
create insertion orders automatically without rekeying. This saves lots of
time and effort, as well as keeps them more accurate.
Clients & Profits Classic and Job Tracker have limited media
planning, ordering, and tracking capabilities. Only Clients & Profits Pro
and C&P Enterprise Edition feature broadcast and print media plans, an online media
calendar, automatic media accruals, and more. The Media Accruals FAQs
more information about how Clients & Profits Pro handles media accruals.
Q. Do I have to enter a vendor for each publication
or station code?
No. While every publication/station needs to be linked to a vendor code,
it is not necessary to add a vendor for each publication or station if
there is a common owner.
Q. How do I handle a group of
vendors who own several publications or stations?
Just use the same vendor code for all of the company's stations or publications.
One vendor can belong to many stations or publications.
Q. Do I have to set up a detailed list of
my publications and ad sizes or stations and times/programs
to create a media plan?
No it's not required, but it is recommended. The names, addresses, and
phone numbers of the most commonly used publications and stations, and
their various ad sizes or times/programs (including rates) can be setup
before adding print media plans or broadcast plans. The information entered
for each publication or station is copied automatically to new media
plans, saving time and reducing data entry errors. If the publication,
ad sizes, stations, or times/programs tables are empty, you'll have to
retype this information every time a new media plan is added.
Q. Can I create a template for media plans
or media estimates?
No, there is no template for media plans or media estimates. However,
if you need to enter a media plan or media estimate that is very similar
to one that is already entered, you can clone the existing media plan
or media estimate and edit information as necessary.
Q. What is a broadcast worksheet?
Broadcast worksheets subtotal broadcast buys by station from broadcast
plans, showing the total number of spots, total ratings points, and cost
per point (CPP). It also calculates the totals derived from all buys/all
stations on the media plan: total number of spots, rating, cost, cost
per point (CPP), and cost per spot (CPS). Using broadcast worksheets
are optional and are typically used internally to fine-tune broadcast
plans before presenting it to the client.
Q. How do I set up a client's contract rate
for publications and stations without affecting the standard
There are two kinds of media rates in Clients & Profits: standard
rates and client rates. Standard rates apply to anyone who has not given
a volume or frequency commitment and usually reflects the cost of a particular
size and type of ad using the national commissionable or open rate.
Client contract rates for media can be added for clients who have signed
a contract based on volume or frequency commitments in exchange for a
lower advertising rate. Once you have added media plan, or entered a
media plan number in the client's file, you can add a client contract rate by using the pull down
menu in Publication/Ad Sizes. Simply select which publication or station
you wish to add contract rates for, and pull down the menu from Standard
rates to one of your clients -- then add the information about the buy
using your client's special rate.
Q. Is the only way to create insertion orders
or broadcast orders through media estimates or media plans?
No. If you're working to meet a reservation deadline and need to submit
the media order in a hurry (or you've been given approval to place the
media order already), add insertion orders or broadcast orders directly
into the Purchase Order/Insertion Order window -- skipping the media
estimate or media plan.
Q. Do media plans and media estimates affect
No. Media plans and media estimates function as a preview of the client's
media order and allows the media planner, account executive, or account
supervisor to review and revise the media buying strategy until it is
approved by the client. Job costs aren't affected until the vendor's
invoice for the media orders are posted into Accounts Payable.
Q. How many times can I change the media
As many as needed. A media plan or media estimate can be changed as often
as necessary before the insertion orders or broadcast orders are created.
Once insertion orders or broadcast orders are saved, the media estimate
or media plan can't be changed or deleted.
Q. Can I change the numbering format for
media estimates and media plans?
Media plans and media estimates are automatically numbered by combining
the client code and number. Once media plans and estimates have been
added for a client, they will number sequentially. To change the next
media plan number choose Media > Broadcast Media Plans, find the client and edit
the Last Media Plan number. To change the next media estimate number
choose My > My Clients, find the client, click the Billing Info button,
and edit the Media Est# number.
Q. How can I find out which media buys
need to be prebilled?
Print the Open Orders report. This report will let you know which buys
still have a balance on them so that you can get to pre-billing the client
for all of their upcoming media buys.
Q. Can I bill production costs on a media
accounts receivable invoice?
No. Media invoices only bill the client for insertion orders and broadcast
orders - nothing else.
Q. Does Clients & Profits support media
No. Co-op billing has to be tracked and billed manually.
Q. How do I handle a second media commission rate I
bill to the client on top of the media commission from the insertion/broadcast
Clients & Profits only supports one media commission for insertion
orders and accounts receivable media invoices. If you need to bill the
client a 2nd media commission, you can add it to the job ticket as a
task - then track and bill it to the job.
Q. Can I add a media invoice including
both print and broadcast media buys?
No. When adding a media invoice in accounts receivable, you need to choose
between insertion orders or broadcast orders. The unbilled orders will
then appear for you to select for billing.
Q. Would I still use broadcast
media plans or media estimates even if we're using a media
buying system like SmartPlus, Strata, or TAPSCAN?
Probably not, but it depends on your client mix. The media estimating
functions in Clients & Profits are designed for low-volume
business-to-business media clients. They're ideal for clients that don't
require detailed media analysis (i.e., reach/frequency, demographic,
qualitative, etc.). It does a fine job of providing a client with a
descriptive list of the planned media buys, which they can sign-off as an
approval. The broadcast planning functions in Clients & Profits Pro
provide a more detailed way to create media plans for clients, but are
still designed for low-volume clients.
Media buying systems like TAPSCAN, SmartPLUS, and Strata excel in
providing pre-buy and post-buy analysis, as well as providing on-line
access to research, unlike Clients & Profits. You can continue generating
media estimates, media plans, and media orders in TAPSCAN, SmartPLUS, and
Strata -- then use the standard media interface developed for Clients &
Profits to import the media buys for job costing and billing.
Q. Why doesn't the
campaign and brand appear on the printed broadcast order?
Space is limited on the printed broadcast order so only information
necessary to make the reservation is included on the printed copy - such
as programs, spots, cost, length, etc. - it is not necessary to include
the campaign and brand to order spots from the station.
Q. Where can I find a list of available Media Reports in Clients & Profits?
MA complete list of available media reports can be found in two places: In the media section of the Clients & Profits User Guide
, as well as the Report-o-Matic's Reports Index
Media order reports review, summarize, and analyze what you’re ordering from vendors. They can be printed showing one type (such as insertion orders only) or all types. media, insertion, and broadcast orders are selected for a range of dates (using date added or due date) and either vendor, client, status, or by the buyer (i.e., ordered by initials).