Purchase orders for freelancers, production and media
Raise a purchase order when you commit money to a vendor, so the campaign shows what's committed before the bill arrives, and the bill is checked against it.
4 min readUpdated
A campaign's margin is only true once every cost is known. A purchase order records a cost as soon as you commit to it: the freelancer booked, the shoot agreed, the media bought. Until the vendor's bill comes in, it counts as committed.
- 1
Raise it
On the campaign's page, Purchase orders → Raise one. Choose the vendor or freelancer, what's ordered, the amount before tax, and the scope line it's for if it's passed on to the client.
Campaigns - 2
Approval
Within the limit set under Needs a second person over, it's approved as it's raised. Over it, someone who approves bills approves it first.
SettingsAgency - 3
Send it
Send to the vendor… emails it with its PDF, or record that you sent it another way. Ask them to quote its number on their bill.
- 4
The bill
A bill saved with the order's number as its PO reference is coded to the campaign and the order. Otherwise choose the order on the bill's line, beside the campaign.
Bills - 5
Close it
When the last bill is in, close the order so what's left of it stops counting as committed. A cancelled order never counts.
What's checked
- Committed is what's left on approved and sent orders: the amount less what's been billed against them.
- Over the order. Bills past an order by more than the margin under Flag bills over an order by more than are flagged on the campaign and on Today.
- Waiting for approval. Orders over the limit and not yet approved are on Today for whoever approves bills.
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Related
- Campaigns for agenciesCosts passed on to the clientCode a vendor bill's lines to a campaign, pass them on at cost plus a markup, and see each campaign's cost and margin.
- Bills & payablesApprove, post and pay a vendor billThe approver can't be the person who entered the bill, and the payer can't be the approver. Here's the path through.
- Campaigns for agenciesAd platforms' and vendors' bills by email, straight to a campaignForward a Google Ads or Facebook receipt, or any vendor's bill, to a campaign's own address. It arrives linked, read and coded, ready to bill with your fee.
- Campaigns for agenciesMedia: from the insertion order or from vendors' billsBill a campaign's media up front from its insertion order, or at cost as vendors invoice it, with your fee as a percent of net or gross, a flat fee, or tiers.
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