Setting Up Fees in SBMS Digital

Fee Setup in SBMS

Overview

Beginning in v19.6, a Fees screen was added to the Master Data section. The Fees screen handles all initial setup for Fees. This screen is currently only available in the Interactive module. In order to apply fees to a schedule or Media Plan, the Fee Category, Fee Vendor and Fee must be setup in the Fees screen. There are three tabs on the Fees screen, Fee Category, Fee Vendor and Fee Setup.

Fee Category

Fee Categories are used to group different types of fees. The Fee Category tab is pre-populated with two system default categories, Ad Server and Alternate Ad Server. These two categories are used to group the existing Ad Server and Alternate Ad Server fee vendors that exist in the Interactive module. Both categories can be used for new Ad Server and Alternate Ad Server fees in the future.

Add a New Fee Category

1. Choose the New button.
2. Type the Fee Category Name . in the appropriate field.
3. Optionally, enter Comments in Comments field.
4. Choose the Save button to add the Fee Category to the list.

Edit a New Fee Category

1. Select the Fee Category from the list.
2. Type any changes in the Fee Category Name or Comments field.
3. Choose the Save button.

Delete a New Fee Category

1. Select the Fee Category from the list.
2. Choose the Delete button.
   Note: Fee Categories cannot be deleted if there are Fee Vendors or Fees associated with them. In addition, the default Ad Server and Alternate Ad Server Fee Categories cannot be deleted.

Fee Vendor

Fee Vendors are created and all information related to Fee Vendors is maintained on the Fee Vendor Tab.

• Fee Vendors must be assigned to a Fee Category and a Fee Vendor can only belong to one Category. In addition, the Fee Category cannot be changed if the selected Fee Vendor has been used in a schedule or assigned to a Fee in on the Fee Setup tab.
• Fee Vendors can be flagged to indicate that there will be no payables for that Vendor by checking the "Invoices not provided for this vendor” checkbox. This option cannot be changed after the Vendor has been used on a schedule.

• Interactive Ad Server and Alternate Ad Server Fee Vendors will continue to be setup and modified on the Interactive Vendors screen. The Fee Vendor tab will show those Ad Server and Alternate Ad Server vendor but the only field or option that can be modified is the "Invoices not provided for this vendor” checkbox.

• The Alternate Bill Code field will only display if the Use Alternate Bill option is selected on the Default Settings screen.
• The Terms field will only display when QuickBooksPro is selected as the FirstExportLink in Application Settings.

Add a New Fee Vendor

1. Choose the New button.
2. Select appropriate Fee Category from the dropdown.
3. Type the Fee Vendor Name,
4. Additionally, enter the Fee Vendor Address, Primary Contact, Billing Address, Billing Contact, Billing Code and Comments fields as needed.
5. Select the " Invoices not provided for this fee vendor ” option if the Fee Vendor will not have invoices entered into SBMS. This option defaults to unchecked and cannot be changed once the Fee Vendor has been applied to a schedule.
6. Choose the Save button to save the Fee Vendor.

Edit an Existing Fee Vendor

1. Select the Fee Vendor from the Fee Vendor dropdown.
2. Type any changes in the appropriate fields.
3. Choose the Save button to save the changes.

Delete an Existing Fee Vendor

1. Select the Fee Vendor from the Fee Vendor dropdown.
2. Choose the Delete button to delete the selected vendor.
   Note: Fee Vendors that are used in schedules/media plans or tied to Fees on the Fee Setup tab cannot be deleted.

Fee Setup

Individual fees are defined using the options on the General, Type and Financial tabs within the Fee Setup tab. These Fees are applied to schedules or Media Plans. Refer to Adding Interactive Fees.pdf for details and examples of how Fees are applied in the Interactive module.

General Tab

The General tab contains the following items:

Fee Name

Each fee must have a unique Fee Name. This is a required field. The program will confirm that the Fee Name is unique at the time it is saved.

Fee Category

Each fee must be assigned to one Fee Category. This is a required field

Fee Vendor

Fees can be assigned to one or more specific Fee Vendors within the selected Fee Category. This is an optional field. If no Fee Vendor is selected, the Fee can be used with any Fee Vendor in the selected Fee Category when the Fee is applied to the schedule/media plan.

Fee Level

Fees can be assigned at the Estimate , Vendor or Insertion/Placement/Spot/ Unit level. The defined fee can only be setup for one level.

Type Tab

The Type tab defines the details for each fee by media type.

Media Types

One or more Media Types can be selected from the Available Media Types dropdown. The Media Types list will display the Media Name and the associated Module. Once the Media Types are selected, choosing the Assign button will move them to the Selected Media Types list.

Media Types can be removed from the Fee by selecting the Remove button. However, the media type cannot be removed if the fee has been applied to a schedule/media plan for that media type.


 

The Fee details on the Type tab are setup by Media Type. If multiple media types are selected, the fee details need to be setup for each media type and they can be different. For example, if Search and Social media types are assigned to a fee, Search could be a Flat fee and Social could be Calculated.




 

Flat Fees

Fee Vendor Net Cost

The Fee Vendor Net Cost for Flat fees can be defined as follows:

• Entered - The amount of the fee is manually typed in at the time the Fee is added to the schedule/media plan.
• Fixed - The amount of the fee is entered when the Fee is setup and that amount is automatically applied when the Fee is added to the schedule/media plan.
• Frequency

• Monthly - The full Entered or Fixed amount is applied to every month.
• First Month - The full Entered or Fixed amount is applied to the first month only.
• Last Month - The full Entered or Fixed amount is applied to the last month only.
• Monthly Allocation - The full Entered or Fixed amount is dispersed across all month using a daily rate calculation to get monthly totals.
   

Note: Months are defined based on the level of the fee. Estimate level fees are based on the Estimate flight dates. Vendor level fees use the earliest start date and latest end date across all placements for that vendor. Insertion/Placement/Spot/Unit level fees are based on the start date and end date of the line.

Agency Commission

An additional Agency Commission amount can be added to a Flat fee by selecting the Add Commission check box. The commission can use the Client Gross %, Client Net % or a typed in Commission %.

Calculated Fees

Fee Vendor Net Cost

The Fee Vendor Net Cost for Calculated fees can be defined as follows:

Net Rate - The Net Rate is a typed in value used with the Units to calculate the Fee amount

Units - The Units available for Interactive are:

• IMP(000)
• Impressions
• Acquisitions
• Clicks
• Leads
• Engagements
• Times
  1. • Placements - The Placement option is not available if the fee is at the Placement level

Add Flat Fee - An additional flat fee can be added to a calculated fee as part of the Net cost.

Agency Commission

An additional Agency Commission amount can be added to a Calculated fee by selecting the Add Commission check box. The commission can use the Client Gross %, Client Net % or a typed in Commission %.

Rate Card

 

The Rate Card type of fee is only available for Fees setup using the default Ad Server and Alternate Ad Server Fee Categories and for fees at the placement level. Ad Servers and Alternate Ad Servers can have Rate Cards entered on the Interactive Vendor screen and this option uses those rate card settings.

Financial Tab

The Financial tab contains the following items:

Fees Paid by

Agency/Client - This option indicates that the agency will receive and pay fee vendor invoices and will bill the client for the cost. This is the default option.

Agency Payable Only - This fee will not be billed to the client but the agency will receive and pay a fee vendor invoice.

G/L Account # for Fee

This is an informational field that can be used for reference by Agencies that link to a third party accounting system.

Add a New Fee

1. Choose the New button.
2. On the General Tab,
   1. Enter a Fee Name and Fee Category
   2. Optionally, enter one or more Fee Vendors
   3. Select the Fee Level
3. On the Type Tab,
   1. Select one or more Media Types from the Available Media Types dropdown.
   2. Choose the Assign button to assign the Media types to the Fee.
   3. Select one Media Type in the Selected Media Types list.
   4. Select the Fee Type and appropriate Fee Vendor Net Cost options.
   5. Optionally, select the appropriate Agency Commission options.
   6. For each additional Media Type, repeat starting with step c.
4. On the Financial Tab,
   1. Choose the appropriate Fee Paid By option.
   2. Optionally, enter a G/L Account # for Fee
5. Choose the Save button to save the Fee.

Edit an Existing Fee

1. Select the Fee from the Fees list.
2. Type any changes in the appropriate fields.
   Note: The Fee Category, Fee Vendor, and Fee Level cannot be changed once a fee has been applied to a schedule/media plan
3. Choose the Save button to save the changes.

Delete an Existing Fee

1. Select the Fee from the Fees list.
2. Choose the Delete button to delete the selected Fee.
   Note: Fees that are used in schedules/media plans cannot be deleted.

Default Fees

Four system default fees are included on the Fee Setup screen. All Ad Server and Alternate Ad Server fees that existed prior to version 19.6 will use the appropriate "Entered” fee. The "Rate Card” fees are for future use for Ad Server and Alternate Ad Server fees. These default fees cannot be edited or deleted. The four default fees are:

• Ad Serving Fee - Entered
• Ad Serving Fee - Rate Card
• Alt. Ad Serving Fee - Entered
• Alt. Ad Serving Fee - Rate Card

Filtering

The Fees listed on the Fee Setup tab can be filtered by one or more of the following options: Fee Category, Media Type, or Fee Vendor.