Revision as of 09:47, 8 June 2016

Media plans and Orders

This manual will give you an introduction to creating media plans and orders in Marathon.

Media Plans

Media plans and plan drafts are created in this program. The orders in the plans can be mailed directly to the media. Plans and material lists can be printed out as PDF or to Excel from the start page.

Click on Media plans on the start page

When creating a new plan, fill in the information in the plan'General tab, such as client, product, plan name, agreement etc.

When all details are entered, save the plan with the SAVE function. Undo with the RESET function.

You can copy an existing media plan. Click on COPY PLAN and select a plan from the list.

When you copy a plan, everything registered on it will be copied.

If you want to copy parts of a plan, select plan and then one or several orders.

When you click on NEW you are directed to the General tab. Fill in the general plan information here. When you have created a new plan you can either make a draft or create orders.

The plan draft fetches information from the media database and calculates CTC according to the selected agreement. It is not possible to send orders to media from the draft; it is not connected to ordinary bookings.

You can create several drafts as campaign suggestions and then convert one of the drafts to real orders on the plan, thus not having to create orders manually. Status of these orders will automatically be preliminary. You can print out the draft as PDF or export it to Excel.

How to create a draft:

Open the tab Draft.

• Click New, write draft name and optional comment.

• Select media, click on Media database. Choose placement, format, colour, number of insertions, insertion dates. A gross price will be presented to you.

• Press ”Update order” while in the media database. Your chosen placement is now updated to your draft.

• Enter the negotiated discounts.

• Insertions in TV, radio, search engines, internet and cinema have to be registered manually outside the data base.

• Save.

Customised printout templates enables printing detailed financial plans based on your draft. Print as PDF or to Excel.

You can see an overview of the insertions per day or per week in the Graphic plan, provided that you have entered dates in the draft. Click on Spreadsheet for export to Excel.

When the draft is approved, you can create orders of it with the function Create orders. The system checks that the orders not already exist, if that is the case, you will get a warning.

Register order

An order consists of several parts.

Functions in the order tab:

Use the Media database as your support when creating new orders. The subjects fetched from the database are: section, placement, unit, width, height, format and colour. See separate manual about the Media database.

Fields in the General tab:

Insertion

This tab is for registration of new insertions, and opening/editing existing insertions. If you have been using the media database, the insertions are shown automatically. If not, you have to register them manually.

If you want to add prices, discounts and commissions on several insertions, keep the Ctrl key pressed while you click on the insertions in the list. Then click on the function Price/ Discount or Commissions.

There are two more statuses: P – Preliminary and I - Cancelled.

To create a new insertion, Click NEW and fill in insertion date and, if it is a print media, the issue number. On other kind of media, choose start- and end dates.

The tabs Other, Reconciliation and Correction show information about ad check, reconciliation and allocations.

Price row

If you are adding a price row manually, click on NEW in the insertion tab and fill in the information needed. Colour surcharge and other surcharges shall be registered on separate price rows.

If you want to delete a price row, open it and click the Delete button. To delete a complete insertion, go to the insertion and click on Delete insertion.

When you are ready with the registration, save the insertion with Save.

Allocation

You can allocate plans or orders. Choose which one in the tab Allocation in a media plan. If you choose Order, the same tab will be activated in the Order list.

Check ”Use allocation template on new orders” if you want the allocation model to be suggested for each new order on the plan.

You can add an insertion fee manually, if the amount differs from the amount on the agreement. You can also adjust the insertion fee manually if the clients in the allocation normally have different insertion fees.

You can also enter reference numbers, headings and order fees on the allocation.

Media combination

If the media on the order is a combination, a package of several media, the Media combination tab will be activated.

In this tab you can choose which allocation clients that shall be in which media.

Other

This tab shows information about currencies and some other things.

When the order is saved you will return to the media plan where you can continue creating new orders.

Make definitive/Print

You can print out an order after making it definitive.

The column Printed shows the printing status of the order.

If the letters are in red, the orders have not been sent. Open the order and go to the Sending queue tab to find out the reason for not being sent.

You can print out plans, material lists and export plan data to Excel from a media plan.

Print the plan as PDF or send directly by fax or e-mail.

A graphic plan is a printout designed by yourselves that can be printed as PDF or exported to Excel. You can select among other things on plan, client and order. You can also print out several media plans in the same graphic plan. If you have several graphic plans, select the right one in the field Print template.

Select one or several plans that you want to export. Then choose which columns that shall be exported. You can select on order and insertion period and select what column the export should be sorted on.

The export is printed to Excel.

Yo can print a material list for one or several plans. You can also select so that the printout only concerns one order, some orders or a certain insertion period.

Sending queue

Orders, plans and invoices that are sent (or faxed) from Marathon go through the Sending queue in System: Sending queue. Here you can see if they have been successfully sent or not.

You can stop a certain document in the queue from being sent by selecting it and clicking on the function Cancel. Click Restart to make a new attempt to send. The function Show shows an image of what has been sent with sender and recipient information.

Queries

In Media: Queries, you can search information with different selections and pressing Search. The program shows a list og insertions and you can deepen into orders and plans.

The Invoices tab shows what you have invoiced the client. Select an invoice and click on Show.

The Media invoices tab shows invoices that you have received from the media. Open an invoice to see how the amounts are allocated concerning gross, discounts, net, commissions and net-net. If you scan media invoices into Marathon you can see acopy by pressing Show. You can also see the invoice amounts in Excel with the Export function.

In the Reconciliation tab you can see what has been invoiced from client versus what the media have been invoicing you. You can choose to see amounts for the insertion or the whole order of the insertion.

Reports

Reports are printed from Media: Reports (see separate manual on building reports). You can make selections just as in Queries; the difference is that each media report is predefined to show certain information.

Select subtotals, for example per order and insertion, client, media, media type, etc.