This article will talk through how to process purchase orders when received from one of our Media Agents; Space & Time or Think Media.
TABLE OF CONTENTS
Initial checks
We try to keep Purchase Orders on a one-day turnaround, this is because it helps the administrators to do the reporting and keeps keep it up to date and accurate.
1. When you receive an email from the media agents, check the email to see if a Purchase Order is attached and if the customer has asked any questions relating to the Purchase Order on the email.
2. Open the Purchase Order and check the development to see if the product is live, price, search term and dates are correct.
- (For the dates, the start date needs to be correct as they are good for referencing however if the end date/number of days is incorrect but the price is correct, this is fine to process.
3. If the product is not live, don’t put this into the tracker. Make sure the checks (the price, if the product is live, search term and dates) have been done and add this to New Orders.
4. For FD’s check Corp & MSA bible for the prices and if its an NSA (property or developer carousel) check the rate cards in #PO Tracker “NSA Rate Card - Oct 2022”
5. When you reply to the customer use the email template below:
Hello ****,
Thank you for sending this over.
Please take this as confirmation of receipt. This has not gone live and we will confirm once this has been processed.
Thanks,
- Make sure the Account Manager is copied in when you’re replying to the customer because they will need to attach this PO when they put the sales form into Bonita.
- This also helps to make sure they’re always aware what is going on with different developments. The PO’s need to be attached when replying to the customer as well.
6. If the products are live and the purchase order is correct, add this order to the tracker and reply to the customer with the email template below:
Hello ****,
Thank you for sending this over.
This has been received and actioned.
Thanks,
7. If the Purchase Order needs amending, go back to the customer and explain what needs to corrected and copy in the Account Manager. If the price is incorrect, make sure you have provided the cost for them.
8. Make sure all Space and Time and Think tickets are tagged with the company, region, and developments. This helps everyone to find the purchase orders easier on Fresh Desk.
Further steps based on PO type
New Orders
1. Double check if the cover is not in the tracker, this helps to avoid duplicates in the tracker. (You can use Development ID, SN number, booking reference etc.)
2. Make sure the checks have been done
3. Do not put the cover into the tracker if the product is not live.
4. If it’s a new booking, make sure they provide three months cover. One for the month it’s turning on and the following months.
Renewals
1. Double check if the cover is not in the tracker.
2. Once this has been put in the tracker, email the media agency back to say this has been received and actioned.
Amends
1. Check amends are correct according to Novus/request
2. Search for SN number (PO number for Think) in tracker/new orders
3. Update info/amends in tracker/new orders (this is usually PO number for S+T, dates and/or prices)
4. Reply to the customer with received and actioned, if amend is incorrect reply back to the customer and let them know what needs amending/ what’s incorrect.
5. If unsure please check with Emily, Martin or Sarah.
Cancellations
1. For cancellations, check the development to see if there is an end date on the product, if not see if there is a notice in the notify inbox.
2. If the cover is not in the tracker, you will need to go to the customer and say the ‘cancellations have been received and actioned’.
3. If you see the cover in the tracker, go to the red section and click on the line where the cover is and click the option ‘Noticed Served’. Reply back to the customer and let them know this has been actioned.
The differences between Space + Time and Think
4. The only difference between the media agencies are the format of the purchase orders.
Space and Time
- For Space + Time you put the SN number into the tracker and The PO number which is at the top of each individual Purchase Order beginning with P.
- Think – Think don’t provide an SN number, they provide a unique PO number which begins with BK
