GUARANTEED GREAT IDEAS! Media Tips from Real Clients & Profits Users These Clients & Profits users share their tips on how they manage media better: Clone media estimates and media plans to prevent duplicate data-entry "Cloning media estimates and media plans cuts down on data entry time for new ones that are similar to ones you've already made. Nine times out of ten I clone insertion orders because it's so much easier to generate the IO that way," says Michelle Bussiere of DiBona Bornstein & Random. "It saves time." Clone broadcast orders for different stations from the same media plan "For media annual contracts that need monthly broadcast orders, just clone the first BO twelve times and change the month. For a campaign with the same media buys with different vendors, just clone the first order and change the vendor," says Beverly Gamalinda of David & Usita Advertising. Use the media calendar and broadcast worksheets "I make entries into the 7 Day Media Calendar to help me keep track of media buys. It lets me know when materials are due," says Amy Stamilio of Stray Cat Communications. "We also print broadcast worksheets instead of broadcast media plans because our clients demand a lot of detail. Worksheets print the total number of spots by program, and even print the plan's user-defined fields." Bill media costs separately from other work "We think billing media costs separately from other creative, production, and PR is clearer for the clients," says Donna Belardi of Diccicco Battista Communications. "Most of our clients want to see the cost of media placement separately from the cost of production, so that's what we give them."

Q. What's the difference between media estimates and media plans?

Media estimates are simpler. There are specially designed media windows and forms for plans; estimates are free-form. Customize information on estimates as needed. Each estimate can conceivably have different labels and headings, depending on the different kinds of media that you buy. Both plans and estimates create IOs by a button click.

Q. Is there a quick way to see the client invoice on which an insertion or broadcast order was billed?

Yes. First, find the media order then double-click on the media buy from the order. (This is important since each media buy can be billed on different invoices.) The Edit Media Buy window opens, displaying the buy's details. You'll see the media buy's A/R number at the bottom of the window.

Q. How are insertion and broadcast orders numbered?

Clients & Profits numbers purchase orders, broadcast orders, and insertion orders separately. The starting number for each order type is entered in Preferences. For example, POs can be numbered starting from 1000, insertion orders and broadcast orders can start at 20000.

Q. How do media estimates and media plans affect jobs or tasks?

They don't. Media estimates and media plans function as a preview to a client's media order. They allow media buyers (and clients) to review and revise media buying strategy until clients approve. Jobs and tasks aren't affected until media orders are added or media invoices are posted.

Q. Can insertion and broadcast orders only be created from media estimates or media plans?

No, they can be added directly into the Purchase/Insertion Orders window. If you're working to meet a deadline and need to submit orders in a hurry, or you've already been given client approval, adding them yourself is faster if there is no media plan. There's more double-entry, however.

Q. How does Clients & Profits handle media accruals?

They're completely automated if the "automatically post WIP accruals" setting in Accounting preferences is checked. Media accruals are made whenever a media order is prebilled. Posting the prebilling invoice makes JEs to account for the vendor's invoice, which isn't usually received until the next month (or two). The media accruals appear on financial statements until the vendor's invoice is posted into Accounts Payable, at which time the accruals are reversed.

For more information on media accruals, visit the Media Accruals FAQ page.