Media Types and Details

1. Create a Media Schedule

Navigate Media > Media Schedules

2. Click New Media Schedule button

3. Fill in the following field:

• Client (Required)
• Product
• Media Type
• Office
• Schedule No. (Required)
• Schedule Description (Required)
• Job
• Start Date / End Date (Required)
• Client Approved
• Client Order No.
• Service Fee % / Rebate Commission % (Required)
• Bill Client Fee Only
• Active
• Date Opened (Required)
• Client Media Manager (Required)

4. Client: The advertiser or brand for whom the media is being booked.

5. Product: The specific campaign or product being promoted. Helps categorize media spend by product line.

6. Media Type dropdown menu items:

• Magazine Refers to print advertisements placed in magazines. These are typically full-page, half-page, or fractional ads scheduled by issue date.
• Newspaper Covers print ads placed in daily, weekly, or regional newspapers. Includes classified ads, display ads, and inserts.
• Online Includes digital advertising such as CPM (cost per thousand impressions), CPC (cost per click), and fixed placements on websites, apps, or social media platforms.
• Other A flexible category for media types that don’t fit standard classifications. Can include cinema, event sponsorships, influencer marketing, or custom placements.
• Print Media A broader category that may encompass both Magazine and Newspaper types. Used when the schedule includes multiple print formats.
• Radio Refers to audio advertisements aired on AM/FM or digital radio stations. Includes spot ads, sponsorships, and live reads.
• Television Covers video advertisements aired on broadcast, cable, or streaming TV channels. Includes standard spots, program sponsorships, and time-specific placements.

7. Office: The office responsible for managing the media schedule.

8. Schedule No.: A unique identifier for the media schedule. Used to track and reference the schedule across modules.

9. Schedule Description : A short label or note describing the schedule. Useful for internal clarity.

10. Click on the magnifying glass to select Job.

11. Select a Job and click Select.

Note:
The job number will be linked to the media schedule.
This ensures costs and billing are tied to the correct campaign.

12. Start Date / End Date: The active period for the media schedule. Defines when media will run.

13. Client Approved: A calendar field to record the date the client approved the media schedule. Used for audit and workflow tracking.

14. Service Fee % : The percentage fee charged to the client for managing the media.

15. Rebate Commission %: The percentage of commission expected back from the supplier.

16. - Bill Client Fee Only: Checkbox to indicate that only the service fee should be billed to the client (not media costs). Used for fee-only arrangements.

• Active: Checkbox to mark the schedule as active. Must be ticked for the schedule to be used in bookings and invoicing.
• Date Opened: The date the schedule was created. Used for tracking and audit purposes.
• Date Closed: Optional field to enter when the schedule is finalized or closed.

17. Client Media Manager: The person managing the media schedule for the client.

18. Click Save.

19. Click Add Mediums

20. Click the magnifying glass.

21. Select Mediums and click Select to confirm

22. Click OK

23. Create Insertions.

Rate & Placement Details

• Date The scheduled run or publication date of the media insertion. For Broadcast, this is the air date; for Print or Digital, it’s the release or display date.
• Number of Spots or Insertions The quantity of media placements. For Broadcast, this refers to the number of spots; for Print or Digital, it’s the number of insertions or impressions.
• Rate The cost per unit (spot, insertion, or impression). This is the base amount charged by the supplier before any markup or adjustment.
• Markup The percentage added to the supplier rate for client billing. This represents the agency’s margin or handling fee.
  Example: 15% markup on a $100 rate results in a $115 client charge.
• Program (Broadcast only)The name of the show, segment, or time slot where the spot will air.
  Example: “Evening News” or “Morning Drive.”
  
  Deadlines Includes two key dates:
• Booking Deadline: The last date by which the insertion must be confirmed.
• Material Deadline: The final date for submitting creative assets (e.g., artwork, scripts, banners).
  
  Adjustment Type
  Specifies any financial modification to the base rate. Common types include:
  • Discount – A reduction in rate due to volume, negotiation, or package deals.
  • Loading – An increase in rate for premium placements (e.g., prime time, front page).
  • Penalty – A surcharge for late material delivery or missed deadlines.
  • Custom – Any user-defined adjustment based on client or supplier agreements.

24. Click on the magnifying glass and select Adjustment Type.

• Bill Client & Pay Media This is the standard setting. The client is billed for the media cost, and the supplier is paid. Used when the agency is managing both sides of the transaction.
• Bill Client, Don't Pay Media The client is billed, but the supplier is not paid through Accountability. Used when media is client-direct or already paid outside the system.
• Pay Media, Don't Bill Client The supplier is paid, but the client is not billed. Used for internal media costs, pro bono placements, or when the client has already paid externally.

25. Input Loading & Discounts
These are financial adjustments applied to the base rate of a media insertion. They help reflect negotiated terms, premium placements, or cost reductions.

26. You should click Calc after entering or updating any of the following:

• Rate & Placement Details (e.g., rate, number of spots, markup)

• Adjustment Type

• Deadlines or program details

• Service Fee % or Rebate Commission %

  This ensures that all financial fields are recalculated and ready for booking or invoicing.

27. After clicking Calc in Accountability during media insertion setup, the system automatically calculates and displays:

Client Bill Amount

• This is the total amount to be billed to the client, based on:
  • Rate
  • Markup
  • Loadings
  • Discounts
  • Adjustment Type
• It reflects the gross value the client will see on their invoice.

Supplier Amount

• This is the amount payable to the media supplier, based on:
  • Base rate
  • Any discounts or penalties
• It reflects the net cost to the agency before markup.

28. Click Save

29. Navigate Media > Media Master Files> Mediums

30. Click New Medium

31. Encode Medium Code

32. Encode Medium Name

33. Click on the magnifying glass to select Supplier and click Select to confirm.

34. Choose Media Type

35. Encode Booking Deadline No. Days

36. Encode Material Deadline No. Days

37. Check the Active checkbox

38. Click Save

39. Click the back arrow

40. Navigate to Media Schedules

41. Choose the Schedule No.

42. Click Add Medium

43. Click magnifying glass to select Medium

44. Choose a Medium and click Select to confirm

45. Click Select to confirm.

46. Click OK

47. Fill in the following fields:

• Booking No. A system-generated or manually assigned reference number for the media booking. Used to track the insertion or spot within the media schedule.
• Client Media Invoice No. The invoice number issued to the client for the media placement. This links the booking to the billing process.
• Currency (SGD)Indicates the currency used for the transaction. In this case, Singapore Dollars.
• Date The scheduled air date of the media spot.
• Number/Spots The number of media insertions or spots booked for that date.
• Seconds Duration of each spot in seconds.
• Rate The cost per spot or insertion, typically negotiated with the supplier.
• Mark Up The percentage added to the supplier rate for client billing. In your entry, this is set to 0%.
• Program The name of the show or segment where the spot will air.
• Start Time / End Time The scheduled time window for the media spot.
• Job No. The job number that links this media booking to a specific client project or campaign.
• Key No. A unique identifier for the creative material used in the spot (e.g., ad version or asset ID).
• Booking Deadline The last date by which the booking must be confirmed. In your entry, this is 10/24/25.
• Material Deadline The final date for submitting creative materials. In your entry, this is 10/31/25.
• Adjustment Type This field defines how financial adjustments (e.g., discounts, loadings, penalties) are applied to the media rate. It can include:
  • Discount – A reduction in the rate based on volume or negotiation.
  • Loading – An increase in rate due to premium placement or timing.
  • Penalty – Applied if deadlines are missed or terms are breached.
  • Custom – User-defined adjustments based on client or supplier agreements.

48. Choose Adjustment Type

This field defines how financial adjustments (e.g., discounts, loadings, penalties) are applied to the media rate. It can include:

• Bill Client & Pay Media This is the standard setting. The client is billed for the media cost, and the supplier is paid. Used when the agency is managing both sides of the transaction.
• Bill Client, Don't Pay Media The client is billed, but the supplier is not paid through Accountability. Used when media is client-direct or already paid outside the system.
• Pay Media, Don't Bill Client The supplier is paid, but the client is not billed. Used for internal media costs, pro bono placements, or when the client has already paid externally.

49. Apply Loadings and Discounts

• These are financial modifiers that adjust the base rate:
  • Loadings: Increase the rate for premium placements or timing.
  • Discounts: Reduce the rate based on volume, negotiation, or package deals.

50. Click Calc

51. - Clicking Calc triggers the system to:

• Calculate the supplier cost based on rate, spots, and adjustments.
• Calculate the client billing amount using markup and discounts.
• Confirm that all financials are aligned before posting or invoicing.

52. Click Save

53. Navigate MEDIA>Media Master Files> Mediums

54. Click New Medium button

55. Encode Medium Code

56. Encode Medium Name

57. Choose Supplier

58. Click Media Type and select On Line

59. Encode Booking Deadline No. Days

60. Encode Material Deadline No. Days and tick the Active checkbox

61. Encode Tax Status, Media Commision % and Tax %

62. Click Save

63. Navigate to Media Schedules

64. Select the Schedule No.

65. Click Add Mediums

66. Click the magnifying glass to select Medium.

67. Choose a Medium and click Select to confirm

68. Click OK

69. Fill in the following field:

Enter: Date, Number of Insertions, Volume Type (CPM, CPC, Fixed), Volume, Rate, Markup, Ad Type, Format, Deadlines, Adjustment Type.

• Use the Online Media Schedule to define campaign parameters.
• Date The start date of the media campaign or insertion. This determines when the ad will begin running.
• Number of Insertions Total number of times the ad will be placed or displayed across platforms.
• Volume Type Defines how the media is purchased:
  • CPM (Cost per Mille): Cost per 1,000 impressions
  • CPC (Cost per Click): Cost per user click
  • Fixed: A flat rate regardless of impressions or clicks
• Volume The expected number of impressions (CPM), clicks (CPC), or units (Fixed) for the campaign.
• Rate The base cost per unit (e.g., per 1,000 impressions, per click, or flat fee).
• Markup The percentage or amount added to the base rate for client billing, covering agency fees or profit margin.
• Ad Type The format of the advertisement, such as banner, video, native, carousel, etc.
• Format Technical specifications of the ad (e.g., dimensions, file type, resolution).
• Deadlines The cutoff dates for submitting creative assets, booking media, or confirming placements.
• Adjustment Type Specifies how rate or volume changes are handled (e.g., prorated, fixed adjustment, volume-based adjustment).

70. ### Apply Loadings and Discounts

• Apply audience targeting premiums, platform-specific discounts, or bundled media rates.
• Loadings Description A short label or note explaining the reason for the loading (e.g., “Prime Time Premium”, “Geo-targeting Fee”, “Platform Surcharge”). This helps justify the additional cost applied to the base rate.
• Loadings Amount The monetary value added to the base rate due to the loading. For example, if the base rate is $100 and the loading is $20, the total becomes $120.
• Discount 1 Description A label describing the first discount applied (e.g., “Seasonal Discount”, “Volume Rebate”, “Partner Rate”). This helps clarify the rationale for the discount.
• Discount 1 %The percentage reduction applied to the base rate or total cost. For example, a 3% discount on $350 would reduce the cost by $10.50.
• Discount 1 Amount The actual dollar value of the first discount. This may be calculated from the percentage or entered manually. In your example, it’s $10.50.
• Discount 2 Description A label for a second discount, if applicable (e.g., “Early Booking Discount”, “Cross-platform Bundle”).
• Discount 2 Amount The dollar value of the second discount. In your example, it’s $0.00, indicating no additional discount applied.