to frequently-asked questions about using Clients & Profits
Q. We use a different system for media buying
than Tapscan, SmartPlus, PrintPlus, or Strata. Can we use the Media Link
to import media buys?
Only if the media buying system supports the Standard Media
. The Media Link will import media order and vendor invoice text files from any system that exports orders and invoices in this standard format. If your system doesn't supporting exporting files in this format, have them contact Clients & Profits, Inc. to discuss interfacing with our program.
Q. What is the Standard Media Interface?
It is a specification for exporting and importing media data between media buying systems and agency accounting systems, specifically into Clients & Profits. It was designed by Clients & Profits to simplify and standardize how data is copied from media to accounting. It allows any media buying system (including custom systems) to send media data to Clients & Profits. The SMI specification defines precisely what information from the media order is copied into the accounting system. Any media buying software company can change their programs to support exporting using the Standard Media Interface to allow importing of orders and invoices into Clients & Profits.
Q. Why should we use the Media Link?
To save data entry time so that you don't have to manually enter your orders into Clients & Profits. The orders need to be in Clients & Profits to media bill them and apply A/P invoices against them. The Media Link is just an automated way to import them into Clients & Profits to save you data entry time.
Q. Did the Media Link used to be a stand alone application?
Yes, prior to Clients & Profits X, the Media Link was it's own application, but it's since been built into the Clients & Profits X application for ease of use. It's available in all editions of Clients & Profits X.
Q. Can the Media Link be customized to support other export formats?
No. The Media Link is tailored to support the Standard
Media Interface, a generic specification for transferring
data from a media buying system to Clients & Profits.
Any media buying system that exports SMI-based text files
can be used with Clients & Profits via the Media Link.
Q. How are imported media buys billed?
Since importing media buys is simply a substitute for manually entering orders, they are billed no differently
than any other broadcast, insertion, interactive or outdoor order. You can either
pre-bill one order at a time, or
use the Media Billing option in Accounts Receivable to
bill a clients unbilled media orders. All orderswhether imported or added manuallyappear
when media billing and on unbilled order reports.
Q. Does editing an imported order in C&P update the same order in
the media buying system?
No, importing is a one-way process. The media data only
comes from the buying system into Clients & Profits. Any changes
or revisions should be made in the buying system, then export
the revised order back into the media_buys folder, then re-import it into
Clients & Profits.
Q. How are changed orders updated in C&P?
The Media Link automatically replaces the original
order with the revised one when the same order is imported again (after changes to it were made in the media buying system). However, if the order has already been billed in C&P, it wont replace it, rather it will create new unbilled "make good" buy lines on the order for the difference in the amounts for each buy line (positive or negative). If new buys were added to the original order, it will just append the billed order in C&P X with those new buy lines (they won't be marked as "make good" lines).
Q. Where can I get help exporting media
orders from my buying system?
Youll need to contact the media system's support department directly. Their support staffs are familiar with how to export to Clients & Profits and can normally step you through the process or provide you with written instructions.
Q. Can the Media Link start up automatically
and import the days media
No, you have to manually tell it to import buys. However, it will import every file in the media_buys folder at one time. If you only want to import a select file in the media_buys folder, remove the other files manually from this folder, otherwise they'll all import.
Q. When should I delete the media text
files in the imported_buys folder?
Since media text files are very small, theres no urgent need
to delete them every week or even every month. Its a good idea
to keep the imported files for the last month or two, then delete the
oldest ones. As well, you can print out your Media Link log before
deleting them, or just move them to another folder of your own choice
for permanent archiving.
Q. What kind of data errors in the export
file will prevent an order or invoice from importing into
The Media Link has a series of error checks before it will
import an order. First, it checks if the client code exists
in C&P. Second,
it checks if the vendor code exists in C&P. If not, it checks the
Media Vendor ID# field under Setup > Vendors > Acct Info and
uses the corresponding vendor. Third, it checks if the job number exists
in C&P. If not, it checks if you have a media job number entered
for this client under My > My Clients > Billing Info and uses
this job. Fourth, it checks if the job task is on the job. If not,
it checks if the job task exists in C&P (under Setup > Task Table) then adds it to the job
and uses this task. If any of these error checks finds a problem (no client, no vendor,
no job number, no task) it will not import the buy and will note this on the Media Link log that this order number failed to import.
It also has error checks before it will import an invoice. First, it
checks if the invoice number is already in use in C&P. Second,
it checks if the order and line number referenced on the invoice exists in C&P. Third, it
checks if the vendor number is in C&P. If not, it will use the
vendor number on the referenced order. As well, if any of these error
checks finds a problem (invoice number already in use, order number
and line not in C&P, vendor not exist) it will not import the invoice and log this accordingly.
Q. My vendor codes differ between my
media buying system and Clients & Profits. Can I easily
address this problem to make them match?
Yes you can. We created a field in C&P under Setup > Vendors > Acct
Info called Media Vendor ID#. Enter the vendor code from your media
buying system here that corresponds with the correct vendor in C&P.
When importing, the Media Link will check this field if it cant
find the vendor code in the primary vendor code field. The corresponding
vendor code in C&P will then be used on the imported order.