Use * syntax for faster search

Table of Contents


Overview

Reference data records store business information like fee and tax rates, and are used in calculations, building schedules, and sending orders.

Reference Data Terms and Concepts

This section contains information about terms and concepts related to reference data records.

Types of Reference Data Records

There are seven types of reference data records:

Reference Data Record Type

Description

Fee & Tech Rate Record

Fee record

Defines a service or technology fee that can be applied to a campaign.

A Fee record can be applied in one of two ways:

  • Assigned fee: The fee is assigned to a specific Placement.
  • Central Fee: The fee is added to the schedule.

Tax Record

The tax workflow is a gated feature and not enabled by default. If the tax workflow is not enabled, Tax records are not available.

Defines the rules and requirements for a tax scenario.

Commission Record

Defines the service commission structure (percentage and basis) for a specified master data set.

Exchange Rate Record

The exchange rate workflow is a gated feature and not enabled by default. If the exchange rate workflow is not enabled, Exchange Rate records are not available.

Defines the exchange rate to be used when converting costs from one currency to another.

Terms & Conditions Record

Defines the set of terms & conditions that apply to campaigns with a specified Media Type and master data set.

There are two types of Terms & Conditions records:

  • Advertiser View: The set of terms & conditions is included when viewing or exporting the Advertiser View page.
  • Order: The set of terms & conditions is included when sending orders.

Media Type Record

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:

  • A campaign is created for a specific Media Type. An estimate is also created for a specific Media Type.
    • A campaign and an estimate can only be linked to each other if they have the same Media Type.
  • A Supplier is associated with one or more Media Types.
    • A Supplier can only be assigned to Cost Lines within a campaign created for a Media Type that the Supplier supports.
    • Note: Suppliers and Cost Lines are further restricted by cost categories. For more information, see Cost Category Record below.

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

Cost category

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.

  • A Cost Line is assigned a specific cost category. A Supplier is associated with one or more cost categories.
    • A Supplier can only be assigned to Cost Lines that have a cost category that the Supplier supports.

Media Types and cost categories have a many-to-many relationship:

  • A Media Type can be associated with one or more cost categories.
  • A cost category can be associated with one or more Media Types.

Validity Dates

The Valid From and Valid To fields on a reference data record define its validity dates. In turn, the validity dates affect the campaigns or Cost Lines that the reference data record can be assigned to.

Reference Data Record TypeValidity Dates

Fee & Tech Rate Record

The fee can only be assigned to campaigns that start or end within the Fee record's validity dates.

Tax Record


 

 

 

Tax categories do not have validity dates.

Alternate Tax Options do not have validity dates.

Client Tax records: The client tax can only be applied to Cost Lines that start or end within the Tax record's validity dates.

Vendor Tax records: The vendor tax can only be applied to Cost Lines that start or end within the Tax record's validity dates.

Commission Record

The commission can only be applied to Cost Lines that start or end within the Commission record's validity dates.

Exchange Rate Record

The exchange rate can only be applied to campaigns that start or end within the Exchange Rate record's validity dates.

Terms & Conditions Record

Terms & Conditions records do not have validity dates.

Media Type Record

The Media Type can only be assigned to campaigns that start and end within the Media Type record's validity dates.

Cost Category Record

The cost category can only be assigned to Cost Lines that start or end within the Cost Category record's validity dates.


About Fees and Tech Rates

Fee records streamline financial management by providing pre-defined, consistent fee structures that are automatically calculated and applied, reducing human error and improving efficiency.

Fee Types

There are three ways that a fee or tech rate can be applied:

Fee TypeDescription

Assigned Fee

The fee is assigned to a specific Cost Line:

  • There is an underlying Assigned Fee record that defines how the fee cost is calculated.
  • The calculated fee cost cannot be changed by the user within the schedule.

Central Fee

The fee is added to a schedule, with some pre-defined values:

  • There is an underlying Central Fee record that defines how the fee cost is calculated.
  • Depending on an additional setting, the calculated fee cost either can or cannot be changed by the user within the schedule.

Entered Fee

The fee is added to a media schedule, with no pre-defined values:

  • There is no associated Fee record.
  • All fee costs are specified by the user within the schedule.

Fee Record Rate Types

The following table describes the rate type categories(s) that each type of Fee record can have:

Fee Record TypeFixedPercentage of Media (POM)Volume-based
Assigned Feecross mark check mark button check mark button 
Central Feecheck mark button cross mark cross mark 

The rate type category of a Fee record has the following impacts on how the vendor net cost and client net cost of the fee is calculated:

Rate TypeImpact on Vendor Rate/CostImpact on Client Rate/Cost
FixedThe Rate (Vendor Net Rate) value on the Fee record is the vendor net cost.The Client Net Rate value on the client rate is the client net cost.
Percentage of Media (POM)The Rate (Vendor Net Rate) value on the Fee record is the percentage used to calculate the vendor net cost.The Client Net Rate value on the client rate is the percentage used to calculate the client net cost.
Volume-basedThe Rate (Vendor Net Rate) value on the Fee record is the rate used to calculate the vendor net cost.

The Client Net Rate value on the client rate is the rate used to calculate the client net cost.

For more information on how POM fees and volume-based fees are calculated, see Rate Type Cost Formulas.

Fee Record Uniqueness Requirements

A Fee record must have a unique combination of the following values:

  • 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.

Fee Record Client Rates

A Fee record must have at least one client rate, which defines which client(s) are charged at which rate(s).

A client rate defines the following information:

Client Rate ComponentDescription

Client Rate Level

Level

Which clients the client rate applies to.

From least specific to most specific, the client rate levels are:

  • All Clients: The client rate can be applied to campaigns for all Clients in the enterprise or Business Unit, depending on whether the Fee record exists at the enterprise level or not.

  • <A specific Client Group>: The client rate can only be applied to campaigns for Clients that are part of the specified Client Group.

  • <A specific Client>: The client rate can only be applied to campaigns for the specified Client.  

Client Rate Commission Setting

The commission structure of the client rate:

  • None: When the client rate is applied, no commission is added, even if there is one or more Commission records that would normally be applied.

  • Default: When the client rate is applied, any Commission records are applied as normal.

  • Same as Media: For Assigned fees, when the fee is assigned to a Placement, any Commission records applied to the Placement are also applied to the fee/client rate.

Fee Rate

Client Net Rate

Fee margins are a gated feature and not enabled by default.

If this feature is not enabled, margin fees cannot be created: the client fee rate must be the same as the vendor fee rate (the Client Net Rate value must match the Rate / Vendor Net Rate value).


Depending on the rate type of the Fee Record, this value is used to calculate the client net cost of the fee.

For more information, see Fee Record Rate Types.

Client Rate Validity Dates

The validity period of the client rate.

A client rate can only be applied to a campaign if the validity dates of the client rate and campaign overlap by at least one day.

By default, the validity period of a client rate is the same as the validity period of the containing Fee record, but can be changed:

  • The valid-from date of the client rate cannot be earlier than the valid-from date of the Fee record.
  • The valid-to date of the client rate cannot be later than the valid-from date of the Fee record.

A Fee record can have multiple client rates for the same client, as long as their validity dates do not overlap. For example, a Fee record could have the following client rates:

ClientCommissionClient Net RateValid FromValid To
All ClientsNone$3.00January 1, 2024June 30, 2024
All ClientsNone$3.25July 1, 2024-
Client Group ANone$2.00January 1, 2024-
Client A1None$1.00January 1, 2024June 30, 2024
Client A1None$1.25July 1, 2024December 31, 2024

Client Rate Examples

Applying a Fee record to a campaign means applying one of its client rates, meaning that a Fee record can only be applied if it has at least one client rate that satisfies the following conditions:

  • Eligible: The level of the client rate matches or includes the client of the campaign.
  • Valid: The validity dates of the client rate overlap with the validity dates of the campaign by at least one day.

In general, a more specific client rate on a Fee record takes precedence over a less specific client rate on the same record. However, if the more specific client rate is not valid, the Fee record goes up the hierarchy looking for the next most specific, but valid, client rate.

For example, imagine a Fee record that has the following client rates:

  • An All Client client rate 
  • A Client Group A client rate that includes Client A1
  • A client rate specifically for Client A1

Given a campaign for Client A1, the most specific and valid client rate is applied:

All Client client rateClient Group A client rateClient A1 client rateResult
ValidValidValid

Client A1 client rate is applied

ValidValidNot validClient Group A client rate is applied
ValidNot validNot validAll Client client rate is applied
Not validNot validNot validFee record cannot be applied

The following example illustrates the client rate scenarios in more detail.

Imagine a Fee record with the following client rates:

ClientCommissionClient Net RateValid FromValid To
All ClientsNone$3.00January 1, 2024June 30, 2024
All ClientsNone$3.25July 1, 2024-
Client Group ANone$2.00January 1, 2024-
Client A1None$1.00January 1, 2024June 30, 2024
Client A1None$1.25July 1, 2024December 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 ScenarioOutcome
  • Client: A1
  • Dates: June 1, 2024 to December 31, 2024

Both of the Client A1 client rates are available.

The user can choose whether to apply the $1.00 rate or $1.25 rate.

  • Client: A2
  • Dates: June 1, 2024 to December 31, 2024

Only the Client Group A client rate ($2.00) is available.

  • The All Clients rate cannot be applied, because the Fee record contains a valid client rate that is more specific, the Client Group A client rate.
  • More specific client rates take precedence over less specific client rates.
  • Client: B
  • Dates: June 1, 2024 to December 31, 2024

Both of the All Clients client rates are available.

The user can choose whether to apply the $3.00 or $3.25 rate.

  • Client: A1
  • Dates: January 1, 2025 to June 1, 2025

Only the Client Group A client rate ($2.00) is available.

  • The two Client A1 client rates cannot be applied because their validity dates do not overlap with the campaign dates.
  • The Fee record "falls back" to the next most specific, valid client rate, which is the Client Group A client rate.


About Taxes

The tax workflow is a gated feature and not enabled by default. If the tax workflow is not enabled, Tax records are not available.

Tax records enhance OneStrata's financial management capabilities by providing the structure needed for proper tax handling.

Types of Tax Records

TermDescription

Tax Category Record

Defines a tax category. Tax categories provide the structural foundation for OneStrata's tax management system.

A tax category is created as either a client tax category or a vendor tax category:

  • Client tax categories
    • A Client Tax record belongs to a client tax category.
    • A Client record can belong to a client tax category.
    • Client Tax records are applied to Cost Lines in order to determine the client tax for that Cost Line, if any.
    • A Client Tax record can only be applied to a Cost Line if the Client of the containing campaign and the Client Tax record are in the same tax category.
  • Vendor tax categories
    • A Vendor Tax record is created under a vendor tax category.
    • A Payee record can be associated with a vendor tax category.
    • Vendor Tax records are applied to Cost Lines in order to determine the vendor tax for that Cost Line, if any.
    • A Vendor Tax record can only be applied to Cost Line if the Payee of the Cost Line and the Vendor Tax record are in the same vendor tax category.
Alternate Tax Option Record

Defines an Alternate Tax Option. Alternate Tax Options provide flexibility in tax management by allowing users to set up multiple tax setups for the same master data set.

Client Tax Record

Defines the rules of a client tax, which is charged by the advertising agency to the client:

  • Tax category (Client Tax Category): Restricts the clients that the client tax can be applied to.
  • Tax rate (Client Tax Percentage): The decimal percentage of the client tax.
  • Tax basis: The cost that the client tax is calculated on.

A Client Tax record is applied to a Cost Line in order to determine the client tax amount for that Cost Line.

Vendor Tax Record

Defines the rules of a vendor tax, which is charged by the vendor to the advertising agency:

  • Tax category (Vendor Tax Category): Restricts the vendors that the vendor tax can be applied to.
  • Tax rate (Vendor Tax Percentage); The decimal percentage of the vendor tax.
  • Tax basis: The cost that the vendor tax is calculated on.

A Vendor Tax record is applied to a Cost Line in order to determine the vendor tax amount of that Cost Line.


  • No labels
Provide feedback on this article
You are evaluating Refined.
Back to Top