MediaOS offers a robust set of import tools designed to help you bring in data from external systems efficiently. Whether you're importing accounts, contacts, line items, invoices, or payments, following proper formatting and best practices ensures everything syncs correctly. This guide walks you through how to access the import tools, format your .CSV files, and map your data for a smooth and accurate import.
Accessing the Import Tools #
To begin importing, click your profile avatar in the bottom-left corner of the screen and select Import from the navigation menu. This will take you to the Imports panel, where you’ll find all available tools categorized by data type—such as Accounts & Leads, Line Items, Invoices, Payments, Tags, and more.
MediaOS offers import tools for accounts, leads, line items, invoices, payments, tags, agencies, contact statuses, and more. Each import requires a properly formatted .CSV file, and most have an accompanying template that outlines the required and optional fields. Required fields are marked with an asterisk (*), and your import will fail if any of these are missing or left blank.
Because some imports rely on others to exist first, it’s important to run them in the correct order. For example, you cannot import tags until your accounts have already been imported. Always start with foundational data like Accounts & Leads, and proceed step-by-step based on your data structure.
Preparing and Formatting Your CSV File #
Your import file must be saved in .CSV format. You can create it in Excel, Google Sheets, Numbers, or any spreadsheet tool—just make sure it’s exported as a .CSV before uploading. Each import tool has a specific template that defines required and optional fields. Required fields are marked with an asterisk (*), and if left blank, your import will fail.
Your file should include a clear header row, followed by rows of data. Required columns—such as "Account Name" or "Sales Rep Email"—must be filled in. You can include additional optional fields to enrich your records and avoid manual updates later.
Some data points are codependent. For example, importing a contact requires both a first and last name. Similarly, addresses must include street, city, state, and ZIP code to be valid. Skipping any of these fields will prevent them from importing properly.
If your CSV includes duplicate rows that are an exact match, they will be merged during import. However, similar but slightly different entries (like "ABC Media" vs. "ABC Media, Inc.") will be treated as separate. Clean and normalize your data to avoid unintentional duplication.
Note: Imports are not case-sensitive, and running additional imports will not overwrite previous records.
Importing Accounts and Leads #
To import accounts or leads, select Accounts & Leads from the Imports panel. Upload your file using the Pick File button or drag it into the upload window. If you're importing advertiser accounts (established clients), toggle Import as Advertisers ON. If you're importing leads, leave it OFF. If you're importing both, you must create separate files for each.
Once your file is selected, click Proceed to Map Columns. Use the dropdowns to match your .CSV columns to MediaOS fields. Only Account/Lead Name and Assign All To are required, but adding details like tags, contacts, and addresses will reduce future data entry.
Each account must have a unique name and be assigned to an existing MediaOS user by email. You can include up to three tags per record—or more if you separate them with commas. If you're importing contacts, remember that only entries with full names will be accepted. Partial contact data (like email only) will be skipped.
When you're finished mapping, click Start Importing Advertiser. This import runs every 15 minutes, so your data may take a few minutes to appear.
Tip: Account imports run every 15 minutes, so don’t be alarmed if you don’t see results immediately.
Importing and Mapping Line Items #
To import insertions or ad placements, go to the Insertions section. Upload your file and select the Product Type—each type (such as email newsletter, website, or billboard) must be imported with its own file.
Required fields typically include Account Name, Sold By Email, Sold Date, Contract Number, Product Name, Issue Name, Issue Date, Ad Size, Gross Rate, and Net. All currency values must be formatted as plain numbers, not symbols. If you use CPM-based pricing, divide impressions by 1,000 (e.g., 100 = 100,000 impressions).
Add a unique Insertion Number if possible, as this helps prevent record conflicts. Also, be sure all date fields follow the DD/MM/YYYY format.
Importing and Mapping Invoices #
Invoice imports follow the same upload and mapping process. From the Invoices import tool, upload your .CSV and proceed to map your columns. Invoices must be grouped by line item type, such as fees or discounts. Each line item should appear on a separate row, even if they belong to the same invoice.
Required fields include Create Date, Account Name, Address Lines 1 and 2, Line Item Amount, and Comments/Notes (optional). To link an invoice to a contract, the External Contract Number must match the number used during the Line Item import.
Use a consistent Invoice Number for all line items under the same invoice. This ensures they are grouped together correctly in MediaOS. If you're planning to import payments later, the invoice numbers must match exactly.
Importing and Mapping Payments #
To import payments, go to the Payments section. Upload your .CSV file, then proceed to mapping. You’ll need a Payment ID for each transaction. If you don’t currently use them, your onboarding specialist can help generate them for you.
Required fields include Account Name, Payment ID, Payment Creation Date, Payment Type, Last Four Digits of Card or Check Number, and Payment Amount. Make sure Payment Type matches the accepted naming convention in MediaOS (e.g., "Credit"). If you're not tracking last four digits, ask your onboarding team to substitute zeros for this field.
Payments are matched using external contract or invoice numbers. Internal numbers are not required and can be skipped.
Additional Import Tools #
Beyond the core imports, MediaOS offers tools for supporting data like agencies, tags, and statuses.
For Agencies, import agency records first, then use the Account & Agency Relationship import to link accounts to agencies. Each record should include one account and one agency name. Only one agency contact can be imported per run—repeat the import to add more contacts.
Account Tags must be imported after accounts. You can include up to ten tags per run. If you need to add more, you can re-run the import tool with updated data. No rows in the Account Name column can be left blank.
For Contact Statuses, be sure to include both first and last names in your file to apply the status correctly. Each contact can have only one status at a time, and re-importing a new status will overwrite the previous one.
