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Media Link FAQs
Summary: Answers to frequently-asked questions about using Clients & Profits Media Link.
Q. We use a different system for media buying than TAPSCAN, SmartPlus, or Strata. Can we use the Media Link to import media buys?
Only if the media buying system supports the Standard Media Interface. 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. 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 client’s unbilled media orders. All orders—whether imported or added manually—appear 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 won't replace it. If the order is a Broadcast Order (TBY file) it will create unbilled "make good" buy lines on the order for the difference in amounts for each buy line (positive or negative). If new buys were added to the original Broadcast Order, it will just append the billed order in C&P will those new buy lines(they won't be marked as "make good" lines). For Insertions order (PBY files) and Interactive Orders (IBY files) once the order has been billed in C&P a revised order cannot be imported again. Changes and make goods will need to be manually added to the order in C&P.
Q. Where can I get help exporting media orders from my buying system?
You’ll 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 day’s media buys?
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, there’s no urgent need to delete them every week or even every month. It’s 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 C&P?
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 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.
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