Media Insertion Orders

What is it?

Send a Media Insertion Order to a vendor, collect a secure digital response, and retain a clear history of the vendor's acceptance or rejection.

 

Before you begin

Confirm that the Media Insertion Order is ready to issue and that the correct vendor contact and media schedule information The vendor email contains the IO document and a secure review link, so verify the recipient before sending.

 

Send a Media Insertion Order

1. Generate the IO: Generate the Media Insertion Order for the applicable vendor and media booking.

2. Review the details: Confirm the vendor, booking information, and disclaimers shown on the document.

3. Email the IO: Send the Media Insertion Order directly from the system to the vendor.

4. Confirm the status — After the email is sent, the IO is shown as Sent while the vendor response is outstanding.

What the vendor receives

The vendor receives an email containing:

• The Media Insertion Order document with relevant campaign and booking details

• A secure link to review and respond online

The vendor does not need to return a separate signed document through email. The secure review page allows the vendor to view the IO before responding and to print or save the document if needed.

Vendor review and response

From the secure review page, the vendor chooses one of the following responses:

• Accept: Confirms agreement with the booking details.

• Reject: Declines the IO and allows the vendor to provide comments explaining the reason.
  
  

The vendor is required to type their name and date. 

Track the IO status

After the vendor responds, Counta updates the IO status and retains the approval activity for future reference.

Status	What it tells you
Unsent	The IO has not been emailed to the vendor.
Sent	The IO has been emailed; the vendor has not yet accepted or rejected it.
Accepted	The vendor has confirmed agreement with the booking details.
Rejected	The vendor has rejected the IO. Review the comments provided with the response.

If the vendor rejects the IO

• Review the comments: Use the vendor’s explanation to understand the issue with the booking details.

• Determine the required change: Coordinate any correction or revision needed for the media booking.

• Issue the revised IO: When applicable, generate and send the updated Media Insertion Order so the vendor can review the current details. Note: If buys originate from an external media system, revisions need to be made in the source system first. 

The approval history provides a record of the vendor’s responses. Use the current IO status and activity history when following up on an outstanding response or reviewing a prior decision.