Media Booking Purchase Orders

• Creating New Media Orders
• Media Order Authorisation
• Sending Media Orders to Vendors
• Adding and Deleting Bookings
• Revisions to Media Orders
• Changing the Pay-to Vendor on a Media Order
• Media Order Retry Functionality
• Pay-to Vendor Validations

Creating New Media Orders

Important: If a Media Customer Order is required for a client, the Customer Purchase Order (PO) must be created and linked to the booking before a supplier Media Booking Purchase Order can be generated.

Once bookings have been scheduled, Media Orders can be created as follows:

Navigate to either:

• The Media Purchase Orders tab within the General tab on the plan, or
• The Media Purchase Orders tab directly on the schedule.

Once in the Media Purchase Orders page:

1. Select the options menu ( ) and choose Create PO.
2. (Optional) Apply booking filters to limit the bookings displayed. If no filters are applied, all eligible bookings will appear when Get Lines is selected.
3. Select Get Lines to populate the available bookings.
4. Tick the checkbox next to the booking(s) requiring a Media Order.
5. Select Create Media PO.

A Media Order line will be generated. Select the Order Number to open the Media Order.

Within the Media Order:

1. Select the Media Order's header options menu (  ) and choose Preview Purchase Order.

2. The document can be downloaded in Excel or PDF format.

Note: Previewing unauthorised Media Purchase Orders will print with the word "Preview".

Media Order Authorisation

Media Order approvals are controlled by user permissions.

• Users with media order approval rights (configured on their user card) will see the Approve Purchase Order option available immediately after creation.

  • The Media Order status will then change from Open to Internal Approval.

• Users without approval rights will see the Media Order created in Open status.

  • The Send Purchase Order option will be disabled until approval is completed by an authorised user.

  • The approver will find all outstanding Media Order approvals by navigating to the Authorisations in status section on the Dashboard and selecting Media Order in the look-up. 

Sending Media Orders to Vendors

Once a Media Order reaches Internal Approval status, it can be sent to the vendor:

1. Open the Media Order.

2. Select the Media Order's options menu ( ) and choose Send Purchase Order.

3. Complete the send options:

   • Vendor email address

   • Export format (PDF or Excel)

   • Visibility options for commission, discounts, and surcharges

4. Select Send.

After sending:

1. The Media Order status updates to Sent to Vendor.

2. The document is emailed to the selected recipient.

Adding and Deleting Bookings

Adding Bookings to Existing Media Orders

To add additional bookings to an existing Media Order:

1. Open the Media Order.

2. Select the Media Order Lines' option ( ) menu and choose Add to Existing PO.

3. Tick the booking(s) to be added.

4. Select Add.

The Media Order will update to include the new booking lines.

• The status will revert to Amended to allow the order to be approved once again. 
  

Deleting Bookings from Media Orders

To remove a booking from a Media Order:

1. Open the Media Order.

2. On the relevant booking line, select the options ( ) menu.

3. Choose Delete Line.

The booking will be removed from the Media Order.

• The status will revert to Amended to allow the order to be approved once again.
  

Revisions to Media Orders

Media Orders support revision tracking:

• Any change to a Media Order will increment the Revision number.

• Changes made at booking-line level (e.g. adding or removing discounts) will also update the revision on the affected booking line.

When reprinting or resending a revised Media Order:

1. Select the Media Order header's options menu ( ).

2. Choose Amendment Reason.

3. Enter the amendment reason and select Proceed.

After revision:

• Modified booking lines are marked with an asterisk (*).

• The Media Order header and revision number update accordingly.

• The amendment reason is displayed on the Media Order document.

Changing the Pay-to Vendor on a Media Order

If the Pay-to Vendor needs to be updated:

1. Navigate to the Media Order via:

   • The Media Purchase Orders tab on the plan, or

   • Directly from the booking.

2. Locate the Media Order to be updated.

3. From the list, select the Media Order line's option menu ( ) .

4. Choose Update Pay-to Vendor.

Media Order Retry Functionality

If a booking fails to:

• Update to Booked status, or

• Commit correctly to MEvision, or

• Encounters a processing error

Once the underlying issue has been resolved:

1. Navigate to the Media Order line item.

2. Select the line's options menu ( ).

3. Choose Retry.

The system will attempt to reprocess the Media Order line.

Pay-to Vendor Validations

Note: The system validates Pay-to Vendors linked to Media Vendors during Media Order creation. Validation is based on:

• Vendor status

• Effective start and end dates relative to the plan duration

 Multiple Pay-to Vendors Linked to a Media Vendor

Scenario 1

• 3 Pay-to Vendors linked:

  • 1 in Created status → Invalid

  • 1 in Open status → Valid

  • 1 with an end date outside the plan duration → Invalid

Result:

• Only one valid Pay-to Vendor exists.

• No selection popup appears.

• The Media Order is created automatically using the valid Pay-to Vendor.

Scenario 2

• 4 Pay-to Vendors linked:

  • 1 in Created status → Invalid

  • 2 in Open status → Valid

  • 1 with an end date outside the plan duration → Invalid

Result:

• A Select Pay-to Vendor popup appears.

• All Pay-to Vendors are displayed with status and date information.

• Only valid Pay-to Vendors can be selected.

Scenario 3

• All Pay-to Vendors are invalid.

Result:

• An error message is displayed.

• The Media Order cannot be created.

Single Pay-to Vendor Linked to a Media Vendor

If only one Pay-to Vendor exists:

• Created status → Invalid (error displayed)

• Open status → Valid (Media Order is created)

• End date outside plan duration → Invalid (error displayed)

No Pay-to Vendor Linked to a Media Vendor

If no Pay-to Vendor is linked:

• The system automatically assigns the Media Vendor as the Pay-to Vendor.

• Media Order creation is permitted.