Use Mediatool for Cost Estimates and Insertion Orders
Mediatool’s Media Orders feature simplifies the process of generating and sending media-related documents directly from your media plan. With this feature, you can create comprehensive cost estimates (CE), and insertion orders (IO) without ever having to leave the Mediatool system.
Preparations
Enable the Plugin
⚠ Please note that admin access is required to enable the Media order plugin.
Follow these steps to enable Media orders
Enable the Plugin: Navigate to Settings in the main menu.
Go to the Plugins section.
Find the Media Orders feature and toggle it on.
Set General Terms and Conditions: Set the general terms and conditions. These will be included by default on all future insertion orders and cost estimates but can be edited on a document-by-document basis if needed.
Creating an Insertion Order or Cost Estimate
Follow these steps to create an insertion order or cost estimate:
Navigate to a Media Plan: Go to the sheet view of a specific plan.
Select Create Order: Click the drop-down button labeled "Create order" and choose either Insertion order or Cost estimate.
Provide Details: Give your IO or CE a name and select relevant media types.
Select Data
Fields and Filters:
Fields: Located on the right. Click to include Number, Text, and Date fields. Please note that the fields will be added in the order you select them. To rearrange, you need to remove fields and add them in the preferred order.
Filters: Found above the generated preview. Use these to limit your IO or CE to items containing specific tags.
A preview will show your CE or IO as you edit. Note that only 14 fields can fit on one page. Once satisfied, proceed to by clicking on "2 Add information" at the top of the screen.
Add Information
Further customize your document:
Rename Document: Click the cogwheel icon next to the document name.
Organization Logo: Included by default but can be removed if desired.
Editable Fields: Fill in details for Sender, Recipient, Order Information, Notes, and Contract.
The established General Terms & Conditions will display at the bottom but are editable. Save your changes and consider saving the document as a template for future use.
Order id: A creation date and unique 16-digit ID are automatically provided.
Creating Templates
Save time by saving document details as templates:
Create Template: Click the "create template" button situated next to "Generate PDF".
Load Template: In the future, search and load saved templates from the "Load template" dropdown menu.
Generate & Download PDF
After finalizing the document:
Save Changes: Confirm your edits.
Generate PDF: Create a sharable PDF version.
Move to the next step by clicking on "3 Send or download"
Send or Download
Choose one of the following actions:
Email Document: Select recipient and write a personalized message.
Download PDF: Alternatively, download the PDF directly from this page.
Managing the Media Orders Section
Organized Storage
Access all previously generated documents and templates within the Organization > Media Order section in the left-hand menu.
Document Management
Switch between documents and templates via the toggle button at the top right corner. Use the filter at the top left to search by document name, sender, or recipient.
Edit and Adjust: Click on an IO or CE to revisit the 3-step process for further modifications.
Actions: When hovering over a sent document, you can:
Add a purchase order (CE only)
See document history
View the generated PDF
Delete the document
Document Statuses
For IOs and CEs:
Working: Document altered without generating a PDF
Generating: PDF is being created
Generated: PDF has been generated
Sent: Document sent via Mediatool
For CEs only:
Approved: Purchase order has been uploaded to the CE
Get Support
Have questions or need help? You can reach us directly via the messenger on Mediatool.com or the contact support button located in the top right corner of the Mediatool App.
Learn More
Not a Mediatool user but interested in learning more? Book a demo with the Mediatool team today and start being more productive with your marketing.