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Revision as of 17:18, 15 June 2016

Media Budgetter og Ordrer

Denne manual beskriver hvordan du skaber medieplaner og ordrer i Marathon.

Mediebudgetter

Under mediabudgetter oprettes nye budgetter og skitser, ordrer skabes og bookes direkte til medierne via e-post eller faks. Under startsiden foretages forskellige budgetudskrifter og materialespecifikationer. Udskrift til PDF eller Excel.

Klik på Mediebudgetter på startsiden.

Ny	Skab et nyt mediabudget.
Åbn	Åbn det markerede mediabudget.
Udskrift	Åbn udskriftsbillede for den/de markerede mediabudgetter.
Materielliste	Åbn selekteringsbillede med henblik på eksport/ udskrift til/ via Excel.
Søg ordre	Søg efter et budget eller en ordre vha. et ordrenummer.
Eksport	Eksportér information fra budgettet til Excel.
Fra og med	Mulighed for at begrænse listen til budgetter, der har indrykninger indenfor valgt år.
Ejer	Mulighed at vælge alle budgetter som er skabte af en vis medarbejder.
Gruppe	Mulighed at begrænse listen til kun egen afdeling/team.
Kun aktive	Kun aktive mediabudgetter fremgår af listen.	Kun egne	Kun de mediabudgetter, som brugeren er ejer til fremgår af listen.
Hurtigsøg	Find budget ved søgning på en karakterstreng.

Når man vælger at oprette et nyt budget skal budgethovedet udfyldes. Her angives de generelle oplysninger for budgettet, f eks budgetnavn, aftale og andet.

Efter at basisoplysningerne er blevet udfyldt gemmes budgettet med GEM. Budgettet gemmes og får et budgetnummer. Tilbagestil = Fortryd

Kopiér budget

Det er muligt at Kopiere et eksisterende budget. Hvornår Kopiér vælges, vil et søgefelt vises, der et budget kan vælges.

Når et budget kopieres, er det nøjagtig alt som er registreret i budgettet, der kopieres.

Det er også mulig at kopiere deler af budget, ved at først vælge budget og siden én eller flere ordrer.

Generelt

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.

Produkt	Budgetudskrifter og fakturaer kan deles op pr. produkt. Bruges for statistik.
Campagne	Du kan koble flere budgetter til en campagne, du kan brug ei udskrifter og rapporter.
Kontact	Kan udskrives på faktura.
Job	Hvis budgettet skal knyttes sammen  med et job, skal et job hentes op. Ellers kobles budgetter sammen med job for at kunne trække statistik ud.
Referencenummer Udskrives på budget, faktura og i rapporter
Aftale	Kundeaftale er en obligatorisk oplysning på budgettet. Det er afgørende for budgettets alle ordrer (såfremt ikke afvigende aftaler oprettes på ordrer)
Fakt dato
Faktureringsvaluta/kurs	Se separat beskrivelse over valutahåndtering
Gruppe	Hvis man f eks booker indtægter pr. gruppe (afdeling inden for selskabet) kan man bestemme, at dette felt er obligatorisk. Det indebærer, at budgettet ikke kan gemmes før gruppe er angivet. Gruppe kan også hentes in som default fra kundeoplægget.
Ejer	Budgetejer. Valen af ”kun egne” går efter budgetternes ejere. Er også et søgekriterium i bl.a. afstemning mediafakturaer.
Aktiv	Ved at fjerne markering fra feltet Aktiv kan man deaktivere budgettet og på den måde undgå at få det med på listen over aktive budgetter. Påvirker ikke fakturering eller andet.
Kommentar	Feltet Kommentar er en intern kommentar, som kun fremgår af dette billede.
Godkendt af og Dato	Her kan man angive hvem, hos kunden, som har godkendt budgettet og hvilket dato det blev godkendt.
Kommentar	Feltet Kommentar er en intern kommentar, som kun fremgår af dette billede.
Beregn kredit på planlagte ordrer	Vælg hvis også planlagte ordrer skal medtagesi kundens kreditlimit.
Budgetmærkning 1, 2, 3	Egen valgfri mærkning for udskrift i rapporter.
Tabelregistrering	Se separat manual.

Skitse

Ud fra budgetskitsen kan du lave flow charts, detaljerede økonomiske budgetter og Marathonbudgetter. Skitsen henter information fra Mediedatabasen og beregner CTC ifølge kundeaftalen. Dette er en ren skitse, og rører ingen ordinær beordring i systemet.

Det er mulig at lave flere skitser parallelt og bruge som kampagneforslag, og bagefter automatisk forandre skitsen til ordrer på budgettet uden at skulle behøve lave nye. Ordrerne får status ”Planlagte”. Skitsen kan udskrives til PDF og Excel/Regneark.

Sådan laver du en skitse:

Vælg ny budget og indtast kunde og aftale under Mediebudgetter. Klik på fanebladet Skitse.

Klik Ny, angiv navn og eventuel kommentar.

Vælg media og klikk på Mediadatabase. Du får da oplysninger om placering, farve, format, antal indrykninger, mulige indrykningsdatoer og Brutto.

Klik Opdater ordre inde i Mediedatabasen. Oplysningerne importeres til skitsen.

Skriv eventuel forhandlet rabat ind.

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

Gem

Udskrift

Med skræddersyede udskriftsskabeloner kan du udskrive en detaljeret økonomisk plan.

Flow chart

Under flow chart vises en oversigt over indrykninger pr. dag eller pr. uge (indrykningsdatoer skal være angivne på skitsen). Klik på Til Excel for udskrift.

Create orders from draft

Når alt er blevet godkendt kan du skabe Marathon- ordrer ud fra skitsen. Klik på Skab ordre. Hvis der allrede eksitserer ordrer på budgettet vises en advarsel.

Registrer ordrer

En ordre opdeles i en række elementer:

General	General information about the order.
Insertion	Insertions that in their turn consist of different price rows.

Functions in the order tab:

New	To create new order.
Open	Opens existing order.
Delete order	Deletes order; only Preliminary orders can be deleted.
Split	Split one order into several orders.
Make definitive	Change status to a definitive order.
Printout	The printout can be sent to the media directly from Marathon.
Import	Import an order from another plan. Note, that the order will disappear from the original plan.
Credit	Shows client's credit limit and how much of it that has been used.
Batch change	Select several orders and click Batch change. Make changes in the fields you want to change, remember to tick the box in front of every such field. All selected orders will have that information saved.
Commissions	Shows the different commissions concerning the media on the order. You can edit commissions here.
Search order	Search a certain order in the plan.

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:

Product	Same as product on plan, unless you have chosen to have different products on orders.
Ref no	Same as on plan, unless you have chosen to have different reference numbers on orders.
Alt. Order no	Here you can enter the order number that you received from the media. It is helpful later when matching the order with the media invoice.
Heading	Printed on the order, plan, invoice, reconciling list and in reports.
Instruction	You can write an instruction to the media, that will be printed on the order.
Inst on inv	Select if the instruction also shall be written on the plan and the invoice.
Mat.delivery	Choose material delivery method.
Mat.deliverer	Will be printed on the order. If this information is written on the client, it will be automatically printed out on new orders.
Order status	The different order statuses can be displayed as a code or a name.
P	Preliminary
R	Definitive order
X	Alteration (Changed) order
I	Cancellation order
RF	Order split on several clients

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.

Insertion status	Insertions on a definitive order can have their status changed to S - do not invoice and A - Pre-invoice. The accounting department can also help to create new insertion statuses in the Base registers (Base registers/Med/Insertion status codes)

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

Added value	At the time of ad check you can register the real placement that the advertisement got, and count out possible additional value.
Reporting code	You can label an insertion to show in reports.
Credit allocation	See separate manual (Media Accounting)
Debit allocation	See separate manual (Media Accounting)
Credit	See separate manual (Media Accounting)
Add surcharge	Here you can add another costs, additional to media cost, on the insertion.

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 compleet 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.

New	Add a new media in the combination.
Open	Open a media to edit information, if for example it has a different format or insertion date etc.
Delete media/Delete unmarked	Remove media from the combination
Batch change	Make selected changes on several media at one time.
Allocation/Combination

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.

Order date	The date that the order was created.
Currency	The order currency.
Rate	See separate manual for currency handling.
Invoicing rate	See separate manual for currency handling.
Invoicing currency	The currency that is used when invoicing the client.
Rate	See separate manual for currency handling.
Agreement	In case another agreement than the one on the plan shall be used.
Group	In case the order has another group than the plan.
Invoice with insertions from	The invoicing can be limited to a certain insertion date.
Recalc. method/price changes	Select between recalculation or no recalculation when price has been changed.
Recalc. method/yearly agreements	Select between recalculation or no recalculation when the yearly agreement has been changed.

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.

Local printout	Print to PDF.
Fax/E-mail	Send via Marathon's sending queue per fax or e-mail. The adress is fetched automatically from the media database. It is however possible to write the number/address manually. The used addresses are saved in the system and you can fetch them by clicking on the list symbol in the Fax/E-mail field.

The column Printed shows the printing status of the order.

P = printed to PDF.
F = faxed
M = mailed
N = not printed

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.

Printouts

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

Plan printout	Before printing a plan you can make a selection of what to show; order, product and insertion period. You can also choose to print order instructions, allocations and a line for the signature. Choose also sorting order.

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

Print graphic plan

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.

Export

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.

Material list

Yo can print a material list for one or several plans. You can also select so that th eprintout 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.

Status	Sending status; sent, waiting in queue or cancelled.
User	User code of the sender.
Company	Sending company.
Type	What has been sent, for example order, alteration order, plan, reminder, invoice, claim, etc.
Recipient	Name of recipient.
Fax/E-mail	Number/address of the recipient.
Attempts	Amount of sending attempts. After 25 failed attempts, the status is changed to ”In queue”.
Latest attempt	Last time of attempted sending.
Error	If failed, the reason to it.
Created	Time of latest attempt to send.

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.

Search	Searches according to your selection.
Save default	Saves selections as default so that they will be suggested next time you log in.
Reset	Resets selections to default.
Reset to zero	Resets all selections to zero.
Save selection	Save a selection with a name and fetch later from a list.
Import selection	Gets saved selections from the list.
From year	Choose from what year insertions shall be shown.

Open	Open to see an insertion and deepening in it. This is a read -only view, no editing is possible.
Batch change	This function allows to change insertion status on one or several insertions. Requires authorisation.
Mae definitive	For making one ore several insertions definitive. Requires authorisation.

The Invoices tab shows what you have invoiced the client. Select an invoice and ckilck 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.

Show	Click Show to see the report. It can be shown directly in Marathon, as PDF or in Excel, choose in the lower right corner.
Reset	Resets all settings. If the selections are predefined in the reports, all info are reset to these.
Reset to zero	Resets the selections.
Save	Saves a copy of the report with current selections. The copy will be added to the list of reports.

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