Table of Contents
Overview
Reference data records store additional information about entities, and are used in calculations, building schedules, and sending orders.
Types of Reference Data Records
There are seven types of reference data records:
Record Type | Description |
|---|---|
Fee & Tech Rate Record Fee Record | Defines a service or technology fee that can be added to a schedule or specific media Cost Line. |
| Tax Record | Defines the rules and requirements for a tax scenario. |
| Commission Record | Defines the service commission structure (percentage and basis) for a specified master data entity combination. |
Exchange Rate Record | Defines the exchange rate between two different currencies. |
| Terms & Conditions Record | Defines the set of terms & conditions that apply to a Media Type and specified master data entity combination. |
Media Type Media | Defines a Media Type. A Media Type is a high-level, functional way of categorizing media activity. Media Types are applied at the campaign, estimate, or Supplier level.
Media Types can be used flexibly to complement an advertising agency's workflow; some agencies might use just one Media Type and other agencies might use multiple Media Types. If an agency uses multiple Media Types, the Media Types are usually used to categorize media activity by format, channel, or team. For example, an agency could create a Display, Social Media, or Programmatic Media Type. Media Types can also be used to limit internal user access, since each user is assigned a media access level. If a user does not have access to a particular Media Type, they cannot view or edit campaigns created for that Media Type. |
Cost Category Record | Defines a cost category. A cost category is a way of grouping and tracking costs at a more granular level than a Media Type, since Media Types are applied at the higher campaign level and cost categories are applied at the lower Cost Line level. Cost categories are also applied to Suppliers.
Media Types and cost categories have a many-to-many relationship:
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About Fees and Tech Rates
Add and manage all fees and tech rates that can be applied to each campaign at the booking level using the Fees & Tech Rates tab in Reference Data. This improves consistency and reduces errors during a campaign since the system applies these rates in automated calculations. It can also streamline media scheduling since when a user applies a tech fee on the schedule, if a default tech assignment is set up it auto-populates the Tech Assignment column (that can be manually changed when required).
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Fee Types
There are three ways that a fee or tech rate can be added to a schedule:
| Fee Type | Description |
|---|---|
Assigned Fee | The fee is assigned to a specific Placement line. A pre-existing Assigned Fee record defines how the cost of the Assigned fee is calculated, and the calculated fee cost cannot be changed by the user within the schedule. |
Central Fee | The fee is added to a media schedule, with some pre-defined values. A pre-existing Central Fee record defines how the cost of the Central fee is calculated. Depending on an additional setting, the calculated fee cost can or cannot be changed by the user within the schedule. |
Entered Fee | The fee is completely manually added to a media schedule, and has no pre-defined values. There is no pre-existing Fee record, and all values of the Entered fee are specified by the user within the schedule. |
Fee Record Uniqueness Requirements
A Fee record must have a unique combination of the following values, otherwise it cannot be saved:
- The Name of the record
- The Valid From date of the record
- The Rate Type of the record
- Applicable To details: The Apply at Enterprise level checkbox is selected OR the values of the Agency and Business Unit fields
- Client Rate details: The values of the Client, Commission, Client Net Rate, and Valid To fields
Only one of the values listed above needs to be different. For example, two Fee records that have different Agency values can be otherwise completely identical.
Client Rate Availability
A client rate defines, for a given Fee record, which client(s) are charged at which rate(s).
A Fee record can only be applied to a campaign (assigned to a specific Placement as an Assigned fee or added to the schedule as a Central fee) if there is at least one available client rate within the Fee record.
If multiple client rates are available, the user can choose which rate to apply:
- For an Assigned fee, only one client rate can be assigned to a single Placement, but different client rates can be assigned to different Placements in the same campaign.
- For a Central fee with multiple eligible client rates, only one client rate can be added to the schedule.
A client rate is available if:
- The client rate is valid (the dates of the client rate overlap the dates of the campaign by at least one day).
- The client rate is eligible:
- The level of the client rate includes or matches the client of the campaign.
- There is no other client rate (within the same Fee record) at a more specific level that also includes or matches the client of the campaign.
For examples, see Client Rate Availability Examples.
Client Rate Levels
Client rates can be created at multiple levels, such that the same fee rate is used for all clients or a specific fee rate is used for specific client(s).
There are three client rate levels:
| Client Rate Level | Description |
|---|---|
All Clients (least specific) | The fee rate can be applied to campaigns for all clients. |
| Client Group | The fee rate can only be applied to campaigns for clients that are part of the specified Client Group entity/entities. A Client Group rate will override an All Clients rate, because Fee records always apply the most specific rate. For more information, see Client Rate Availability Examples. |
Client (most specific) | The fee rate can only be applied to campaigns for the specified Client entity/entities. A Client rate will override a Client Group rate or All Clients rate, because Fee records always apply the most specific rate. For more information, see Client Rate Availability Examples. |
Client Rate Dates
A client rate is valid for a campaign if the valid from/to dates of the client rate and the dates of the campaign overlap by at least one day.
The dates of a client rate must fall within the dates of the containing Fee record:
- The valid-from date of the client rate cannot be earlier than the valid-from date of the Fee record. By default, the valid-from date of the client rate is the same as the valid-from fate of the Fee record.
- The valid-to date of the client rate cannot be later than the valid-to date of the Fee record.
A Fee record can have multiple client rates for the same client, as long as the valid from/to dates do not overlap. For example, the Client Rate Details section of a Fee record could look like the table below:
| Client | Commission | Client Net Rate | Valid From | Valid To |
|---|---|---|---|---|
| All Clients | None | $3.00 | January 1, 2024 | June 30, 2024 |
| All Clients | None | $3.25 | July 1, 2024 | - |
| Client Group A | None | $2.00 | January 1, 2024 | - |
| Client A1 | None | $1.00 | January 1, 2024 | June 30, 2024 |
| Client A1 | None | $1.25 | July 1, 2024 | December 31, 2024 |
Client Rate Availability Examples
As mentioned above:
A Fee record can only be applied to a campaign (assigned to a specific Placement as an Assigned fee or added to the schedule as a Central fee) if there is at least one available client rate within the Fee record.
If multiple client rates are available, the user can choose which rate to apply:
- For an Assigned fee, only one client rate can be assigned to a single Placement, but different client rates can be assigned to different Placements in the same campaign.
- For a Central fee with multiple eligible client rates, only one client rate can be added to the schedule.
A client rate is available if:
- The client rate is valid (the dates of the client rate overlap the dates of the campaign by at least one day).
- The client rate is eligible:
- The level of the client rate includes or matches the client of the campaign.
- There is no other client rate (within the same Fee record) at a more specific level that also includes or matches the client of the campaign.
For example, imagine a Fee record that has the following Client Rate Details section:
| Client | Commission | Client Net Rate | Valid From | Valid To |
|---|---|---|---|---|
| All Clients | None | $3.00 | January 1, 2024 | June 30, 2024 |
| All Clients | None | $3.25 | July 1, 2024 | - |
| Client Group A | None | $2.00 | January 1, 2024 | - |
| Client A1 | None | $1.00 | January 1, 2024 | June 30, 2024 |
| Client A1 | None | $1.25 | July 1, 2024 | December 31, 2024 |
In the following scenarios:
- Client A1 and Client A2 are part of Client Group A
- Client B is not part of Client Group A
| Campaign Scenario | Outcome |
|---|---|
| Both of the Client A1 rates are available, and the user can choose whether to apply the $1.00 rate or $1.25 rate. |
| Only the Client Group A rate ($2.00) is available. The All Clients rate is not available/eligible, because the Fee record contains a more specific client rate (the Client Group A rate), and the most specific rate must be applied. |
| Both of the All Clients rates are available, and the user can choose whether to apply the $3.00 or $3.25 rate. |
| No rates are available, and the Fee record cannot be applied to this campaign:
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About Taxes
Taxes can be assigned at the agency, client and vendor level to drive cost calculations further down in the campaign lifecycle. Based on tax set up these can be used during media scheduling, applying tax calculations within the schedule and against the budget if this has been set to include taxes.
About Commissions
Create and assign commissions used by the enterprise in the Commissions tab in Reference Data. It is required to have an agency baseline commission record; additional commission records are optional. When commissions are set, this data is available from within applicable media schedules during campaign planning.
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An Agency may charge a Client a commission for their services: Client Commission = Client Commission Percentage x Client Commission Basis.
Client Commission values are followed by (CC) or (AC), indicating in Client Currency or in Agency Currency. For more information, see Currencies.
A Commission record defines the Client Commission Percentage and Client Commission Basis:
Term | Description |
|---|---|
Client Commission | The amount of commission that the Agency charges the Client. |
Client Commission Percentage | The percentage of commission that the Agency charges the Client. |
Client Commission Basis | The Cost Type that the Client Commission Percentage is applied to:
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About Exchange Rates
Store currency Exchange Rates in Reference Data to allow media schedules to convert from Vendor Currency to Agency Currency and from Agency Currency to Client Currency.
About Terms & Conditions
Terms & Conditions in Reference Data is where you can upload key product and trading documents that will be available to agency planners and media owners when sending orders
About Media Types
The Media tab in Reference Data is where you can add and manage the Media Types used by your enterprise.
About Cost Categories
Cost Categories are the agency's list of categories within their media mappings, in which they may break down that media further. These can be used to manage financial settings or feed into downstream systems or reporting.