Adding Reserved Digital Media Line Items to Orders
Once you have your Reserved Products set up, you can begin adding them to any proposal or order. Reserved Digital Media Products are used in conjunction with the Reserved Product Scheduler, so that the sales team can sell digital media items that will run within a certain range of time, and the production team will determine the exact dates later. Follow the steps below to add a Reserved Product line item to an order.
Tip
If you are a sales rep, what you need to know about Reserved Products is that you are selling a digital media item that will run within a certain amount of time. The Start and End Dates entered on the line item are the dates that you are telling the customer their item will run within. It is up to the production team to select the specific date to run the item (sometime within the range you entered), once the order is confirmed.
On the Products Step of the order, click on the + icon next to Reserved Sales to add the product to the order.
In the popup, select Publications to populate the product list, then choose the media product.
Note
For this type of digital media product, you can choose multiple Publications. The Media Product list will update to only show products that are shared between publications if multiple publications are selected.
The next step is to choose a run date for the line item. The run date is the time frame that the item can run within. It will be up to the production team later to schedule the product and set a specific day for the item to run within the range you enter here.
You will also need to enter a value in the units field. The units set in the popup will be the quantity set for each publication chosen on the line item. For example, if you create a line item for two publications with 4 units each, you will see two line items on your order – one for each publication, with a quantity of 4 for each.
Important
Upon order finance approval, the line items will get split up based on the quantity set on the item. For example, if you create a Reserved Product line item with 4 units, when the order is fully approved, the original line item will get split into 4 individual line items.
When adding a new Reserved Product line item, you will also be required to select a GL Class. Each of your products can have a default GL Class, but a user can override it on the order level. GL Classes are needed if you want to track deferred revenue.
The above fields are all you need to add a Reserved Product to an order, but you can further edit the product for targeting and billing purposes.
You can use the grouping field to show the line items differently on the order and have the line items all invoiced together. Grouping can be useful if you want to show the customer less details and sum the price.
You can discount the item by changing the unit price, updating the net, or adding a % or amount discount.
If you have ticket dynamic attributes configured, you can use those to track custom fields on the line item entry process.
The Channel field is useful for up selling your digital media items. You can set channels for different areas of your site or targeted demographics. Channels will usually have an up-tick in price.
There is also the option to enter Placement or Ad Notes. Placement Notes are used for your team internally, whereas Ad Notes can be seen by the customer.
If you are adding an item that is set up to sync with Broadstreet, there will be an additional checkmark labeled ‘Ready for Ad Server’. By default, this option will be checked, which means once the reserved item is placed in the Scheduler, it will be pushed to Broadstreet. If you uncheck this option, the item will not be brought into Broadstreet until the option is checked later on, even if it is scheduled.
Reserved Products are handled differently than other digital media products within the system. Here are some important items to note:
When you add a Reserved Product to your order, the system will break up the order into multiple line items for every publication selected.
Unlike Targeted Display and Impression items, Reserved Products will not get broken up by month. If the item spans more than one month, it will still be a single line item.
When editing a Reserved Product line item, you will be unable to change the Product Category, Publication, and Media Product fields.
Reserved Products do not get tickets created until the order is fully finance approved, even if your system configuration ‘Create Tickets Upon Initial Approval’ is set to yes.
Upon order finance approval, the line items will get split up based on the quantity set on the item. For example, if you create a Reserved Product line item with 5 units, when the order is fully approved, the original line item will get split into 5 individual line items each with a quantity of 1.
To see Reserved Products, show up on the contract, the contract template must have a Digital Media element. To review your contract templates, go to Settings > Templates > Contracts, and either add a new, or edit an existing template. To make sure you can see Reserved Products, the Digital Media Items element either must be set to ‘All’ for the Type or set to ‘Reserved.’
Note
You should also review your invoice templates. The process for invoice templates is the same as contract templates; you need to make sure there is a Digital Media Item element present, that is either set to ‘All’ or ‘Reserved’ Types.
Updated 7/11/2023