How do I create and edit an insertion order?

How do I create and edit an insertion order?

If you have invoice billing set up for your account, you can pay your bills using insertion orders. An insertion order is a contract that sets a monthly limit on your spend.

If you have monthly invoice billing set up for your account, you need to have an active insertion order for your ads to be eligible for delivery. An insertion order is a contract that establishes the maximum amount you will spend on your account over a specified period of time. You still control your spend using your campaign budget, and you will only be charged for what you accrue. For example, if you had a month-long insertion order for $5,000 and accrued only $4,500 in charges over the billing period, then we will only deduct $4,500 from your insertion order budget.

Important

The insertion order budget only applies to ad spend, which is an important distinction if your business is in a country/region where online services are taxed. If you have a strict budget limit, you may need to account for taxes in your insertion order budget. To learn more about tax requirements in your business location, see Tax or VAT information.

The insertion order process

You can create the insertion order in Bing Ads or call your Bing Ads Account Manager to create it for you. (Please note that you must also approve any insertion orders that your Account Manager creates on your behalf.)

If your Bing Ads account is managed by an agency, your agency can also create and manage insertion orders on your behalf, even if they are not the bill-to customer responsible for advertising costs.

Interested in monthly invoice billing?

You must meet minimum requirements and pass a credit check in order to set up monthly invoice billing. Once you have been approved, you'll see the Insertion Orders tab on the Accounts & Billing page. Only Super Admins or Standard Users have permissions to create, edit, approve, and cancel insertion orders. The agency user must be either a Super Admin or a Standard User. Learn more about user roles.

For more information about monthly invoice billing, see What you need to know about monthly invoice billing.

How do I...

Here's a list of common tasks for managing your insertion orders.

Create one insertion order expando image

When you create an insertion order, it becomes active on its start date. However, if your Account Manager creates and order on your behalf, you must first approve it so that it's active upon its start date.

  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. Click Create order and select Insertion order to open the order form.
  4. Select the account.
  5. Enter the Start date, End date, and Budget amount.
  6. Optional: Enter a purchase order number that you receive from your company's expense system to help track this insertion order.
  7. Optional: Enter an Order name.
    We recommend that you create a simple, easy to identify order name to help track the insertion order when managing a large number of them.
  8. Optional: Enter Notes that might be helpful to you regarding this insertion order.
  9. If you want to add more insertion orders, click Add another.
  10. When you are done, click Submit.
Create a recurring insertion order expando image

A recurring insertion order is a series of insertion orders that automatically renews according to its set frequency.

  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. Click Create order and select Recurring insertion order to open the order form.
  4. Enter a Series name that will help identify a grouping of orders. A series name can have a maximum of 60 characters.
  5. Select a Frequency, which defines how an order recurs in the series. You can choose: Monthly, Every 2 months, Quarterly, or Yearly.
  6. Then you'll need to determine whether the series has an end date or if it ends after a number of occurrences. Your options are:
    • Have an end date for the series, which allows you to add a end date under Series end date if it's chosen
    • Have no end date, which will allow orders to recur indefinitely until the series is manually cancelled
    • End after a number of occurrences. You can enter a number from 1 to 60.
  7. Select the account.
  8. Enter the Start date (if you don't want to use the default of today's date) and the End date (if you've chosen to have an end date for the series).
  9. In Budget per order, enter an amount. This amount will be used for each order in the series.
  10. Optional: Enter a purchase order number that you receive from your company's expense system to help track this insertion order.
  11. Optional: Enter an Order name.
    We recommend that you create a simple, easy to identify order name to help track the insertion order when managing a large number of them.
  12. Optional: Enter Notes that might be helpful to you regarding this insertion order.
  13. When you are done, click Submit to create a series of orders.
Approve or decline an insertion order created by Bing Adsexpando image
If your Bing Ads Account Manager creates an insertion order for you, you'll need to approve it. You'll receive an email when there is an insertion order pending your review.
  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. Find the insertion order with the status Pending your review.
  4. Next to that insertion order, in the Action column, click approve or decline.
View and print an insertion order expando image
You can view insertion order details, including a list of changes made to the insertion order, and you can print an insertion order.
  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. In the Action column, click view.
  4. On the Insertion order details page, click the print icon print icon.
Edit an insertion orderexpando image

Here are a few things to keep in mind when editing an insertion order:

  • Once the start date or end date has passed, it can't be changed.
  • You can't change the insertion order budget so that it is less than the amount you've already spent.
  • You can choose to edit one insertion order within a series. However, if you do so, you'll remove that order from the series, and it will become a standalone insertion order. Any subsequent changes you make to the series won't be applied to the new standalone order.
  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. In the Action column, click edit. If you edit an order that's part of series, you'll be asked whether you want to edit one order in the series or the entire series.
  4. Make changes to the insertion order (or the series), and click Save.
    You'll receive an email to let you know that the changes have been approved or declined.
Reactivate an expired insertion orderexpando image

Reactivating an expired insertion order is as easy as changing the expiration date. Once you do so, the insertion order will resume and start drawing from the existing budget.

  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. In the Action column, click edit.
  4. Change the End date to a date in the future, and click Save.
    You'll receive an email to let you know that the changes have been approved or declined.
Approve or decline an insertion order edited by Bing Adsexpando image
If your Bing Ads Account Manager makes changes to one of your insertion orders, you'll need to approve that change. You'll receive an email when there is a change pending your review.
  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. Find the insertion order that you need to approve. (The status will be Change pending your review).
  4. Next to that insertion order, click approve or decline.
Use filters to find an insertion order expando image

At the top of the Insertion Orders grid, you'll find the Filters menu that allows you to filter for insertion orders in up to five of the following 13 dimensions: order name, account name, account number, bill-to customer name, company name, purchase order, notes, start date, end date, budget, balance, currency, and status.

  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. Click Filters to open the menu, and then click Create filter.
  4. Select one of the 13 dimensions from the first list. Choose a filter from the second list (contains, does not contain, begins with, end with, equals, and does not equal). Add your filtering criteria in the third box.
  5. Repeat as desired to add a filter on up to five dimensions.
  6. If you wish to save your filter, check the box next to Save filter and add a filter name in the adjacent box.
  7. Click Apply to filter the grid.
Cancel an insertion order expando image
  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.
  3. In the Action column, click cancel.
    • For a standalone insertion order: Click Cancel Order.
    • For a recurring insertion order: You'll be asked whether you want to cancel just one order or the entire series. Choose either Just this order or The entire series.

Bulk tasks

Save time with bulk editing. By using the export and import process, you can add, approve, cancel, decline, and edit insertion orders—all at the same time through a single file.

Export data to a file expando image

If you have existing insertion orders, you can modify all or selected orders by exporting the data to a file. Each row in the file corresponds to an insertion. Once you finish your edits, you can import the modified file back in to Bing Ads.

  1. Click the Insertion Orders tab.
  2. To export all: Click Export, located just above the insertion orders table.
    To export selected insertion orders: Select the check boxes next to insertion orders you want to export to a file, then click Export.
  3. You'll receive exported data in a .csv file, which you can edit.
Edit data in a file expando image

If you've exported data of existing orders, you'll have a .csv file that contains these headings in the following order: Order ID, Order name, Account ID, Start Date, End Date, Budget, Purchase order, Notes, Status, DealPointID, Record ID, and Order type. Keep in mind that each row of data underneath the heading represents an insertion order.

Six categories are optional (Order name, Purchase Order, Notes, DealPoint ID, Record ID, and Order type). The remaining items are mandatory:

  • Order ID is system generated for new orders (so leave that cell blank). For existing orders, the Order ID is returned in the exported file.
  • Account ID specifies which account number the insertion order is for.
  • Start date is the date when the order becomes active (subject to approval). It must be entered in the MM/DD/YYYY format.
  • End date is the date when the order becomes expires. It must be entered in the MM/DD/YYYY format.
  • Budget is the amount of the order.
  • Status represents the action that you want to take on the order. Each row can have only one of the following statuses:
    active which means that you are adding a new order, modifying an existing order is being added, or approving an existing order.
    canceled which means that you are canceling an active order.
    declined which means that you are declining a new order as part of the approval process.
    changecanceled which means that you are canceling submitted changes for an existing order as part of the approval process.
    changedeclined which means that you are declining submitted changes for an existing order as part of the approval process.
    changeapproved which means that you are approving submitted changes for an existing order as part of the approval process.
Note

If you omit a mandatory item in your file, it will not upload during the import process, and you'll receive an error.

Import from a file expando image

Once you've modified exported order data, you'll be ready to import it back to Bing Ads. You can also follow the instructions below if you prefer to build an import file from scratch.

  1. Click the Insertion Orders tab.
  2. Click Import, located just above the insertion orders table.
  3. You'll see a menu with two choices: Import from file and Import history. Click Import from file.
  4. Click Choose File if you have an .csv, .tsv, or .xlsx file to upload, select your file, and then click Continue.
    If you prefer to create a file from scratch (rather than using the export function), click Download the import template. You'll receive a .csv file that will allow you to properly format your data for import.
  5. You'll see a high-level preview of the data you're importing. Click Apply changes to start the import.
  6. Once the import process is complete, you'll see a summary of what was imported and any updates that were skipped.
Review your import history expando image

You can always review your import history, including import files and error logs, in the Import history page.

  1. Click the Insertion Orders tab.
  2. Click Import, located just above the insertion orders table.
  3. You'll see a menu with two choices: Import from file and Import history. Click Import history.
  4. To review past imports: Click the file name to see the data within the file.
  5. To review error logs: If an import failed, you'll see the Download error file link under Error file. Click that link to see the file.

Insertion order status

Insertion order status can help you identify insertion orders that are running smoothly (active) and those that might require your attention (for example, pending your review).

How to find insertion order status expando image
  1. Click the gear icon gear icon, and then click Accounts & Billing.
  2. Click the Insertion Orders tab.

The status column is the second to last column.

IO status column

Here's a list of insertion order statuses:

Active: You have an approved insertion order, and your ads are eligible to run.

Not started: You have an approved order that has not reached its start date yet.

Pending your review: You need to approve or decline an order that Bing Ads created for your account.

Change pending your review: You need to approve or decline a change made to an existing order by Bing Ads.

Canceled: You have canceled an order that you created or that was created by Bing Ads. A canceled order cannot be reactivated.

Declined: You have declined an order created by Bing Ads, or the order you created has been declined. Submit a new order, or contact your Bing Ads account manager or contact support.

Exhausted: Your balance has been depleted and the order is no longer active.

Expired: Your order has reached its end date and is no longer valid.

See more videos...