Saving an Advertising Insertion Order

Saving an advertising insertion order can result in one of three scenarios depending on the order status in the Status field. One status just saves the insertion order. Another status saves the insertion order and then creates a regular Orders record. Finally, and another status saves the insertion order and then creates a cancellation Orders record. Additionally, insertion orders create two scheduled transactions that move the sales account monies received to a deferred account since the advertising products are typically deferred income products. See Understanding Advertising Management Insertion Order Accounting for more information on the accounting issues for scheduled transactions.

Note

If the advertiser or the contact does not have an approved credit or enough credit to place an order, the insertion order cannot be saved. A message notifies the user that at that point in time the advertiser or agency does not have an approved credit status.

Saving an advertising insertion order is described in the following sub-topics:

• Saving a Verbal Advertising Insertion Order
• Saving a Quote or Approved Advertising Insertion Order
• Billing Multiple Persons
• Tracking Advertising Insertion Orders Adjustments History

Saving a Verbal Advertising Insertion Order

To save an insertion order with a verbal status, make sure the insertion order Status field is marked as Verbal and click OK.

The Advertising Insertion Orders record saves and is then ready to have its order status upgraded or canceled.

When the verbal insertion order's status is ready to be upgraded to quote or cancellation, the user can reopen the verbal insertion order and change the status to Quote or Cancelled.

Saving a Quote or Approved Advertising Insertion Order

Orders records are created when saving an Insertion Order that has a status of Quote or Approved. The Advertising module generates the Orders record automatically, preventing the user from having to jump to the Orders service to create an Orders record and repeating much of the same information already listed in the Advertising module.

Orders and Insertion Orders

For data integrity purposes, users should only use the Insertion Orders record to update any details pertaining to the order. If a user opens the Orders record to change the status of the Order (for example, ship the order from the Orders record), add a new product, or to update information like quantity, pricing, discounts, or payments, the insertion order will not be updated when the Orders record is saved. To make any changes in the Orders record, they must be made in the Insertion Orders record and then saved. The Orders record should never be updated directly when it pertains to information that affects the data integrity of advertising products.

To specify a Purchase Order number for the order(s) generated for this insertion order, click the Bill To tab and enter the number in the PO Number field.

1. To generate an Orders, record that has a Taken status, select Quote in the Status field on the Insertion Order, and select Save.
   
   
   
   
2. To upgrade the Orders record status from Taken to Shipped, open the Insertion Order, change the value in the Status field of the insertion order from Quote to Approved, and select Save. To change the status insertion order to Approved, the original insertion order must first have a status of Quote.
3. The Insertion Orders and the Orders record are saved with the new statuses. To see which Orders record is associated with the Insertion Orders record, view the Multiple Bill To record located on the Bill To tab.

Specifying Payment Type and Due Dates for Purchase Orders

Insertion orders generate Orders records with a payment type of Purchase Order. The Advertising Insertion Orders entity has the ability to control the Purchase Order payment type that is specified on the Orders record as well as the date populated in the Due Date field on the Orders record. These are configurable attributes located in the Advertising Insertion Orders entity and can be accessed and modified by your system administrator as needed. Below is a description of each attribute:

• PurchaseOrderPaymentTypeID: The Purchase Order payment type record (by ID) to be specified on the Orders record. The default value for this attribute is 1. Note that the ID specified must have a base type of Purchase Order to generate the proper type of payment information on the Orders record.
• DueDatePeriod: Specifies the Due Date on the Orders record. Having the ability to modify the value in this attribute provides the flexibility to automatically set the Due Date to a specific number of days after the Orders record is created. The current default setting for this attribute is 30. This sets the Due Date field to 30 days after the day the Insertion Order was saved with a status of Quote.

Billing Multiple Persons

The Bill To tab plays an important role in enabling an organization to bill multiple parties a portion of a single insertion order. By adding specific persons to the Bill To tab and designating the percentage of the order they are billed, an Orders record for each Multiple Bill To record is created. To create multiple Orders records, the Multiple Bill To records must be created before an insertion order is saved with a status of Quote. Therefore, if an order is saved first with a status of Verbal, the Multiple Bill To records can be added to the sub-tab before the status of the insertion order is changed to Quote.

To add a Multiple Bill To record to an insertion order, do the following:

1. Open a new Multiple Bill To record from the Bill To tab on an Advertising Insertion Orders record.
2. In the Bill To Company field, enter the name of the company from the Companies service who is to be billed for a portion of the advertisement.
3. In the Bill To field, enter the name of the person from the Persons service who is to the contact for this insertion order.

4. Designate the portion of the advertisement cost to bill the person/company in this record by entering a percentage amount in the Percent field. Use a whole number since the field stores it as a percentage. For example, the module interprets 50 as 50% and .50 and .5%.

   Note

   When adding persons/companies to the Multiple Bill To tab, the total percent of all the records must equal 100%. An error message alerts the user if the total does not add up to 100%. The record cannot be saved until the percentages total 100% so all parties can be billed correctly.

5. 

6. Click OK to save the record.
7. Repeat steps 1 through 5 for each person/company that share in the payment for the insertion order.
8. Modify the Bill To percentages as necessary so they add up to 100.

Note

When the Insertion Order is saved with a status of Quote, each Multiple Bill To record for that insertion order is locked. All fields in the Multiple Bill To form become read-only and cannot be changed, nor can any record be added. Additionally, the Order field in each Multiple Bill To record is populated with its corresponding Orders record.

Tracking Advertising Insertion Orders Adjustments History

Each time a change to the discretionary amount or the quote amount fields is made, and the Insertion Orders record is saved, an Adjustments History record is added to the Adjustments History tab. These records show the date the adjustment was made, the old and new price amounts, and who made the adjustment. These records are for viewing the audit trail of the insertion order price and quotes and cannot be edited or created from the Adjustments History tab. The Adjustment History tab is supplemental to the standard record history feature to show just the audit trail of the price and quote changes.