Add Rate Card

Modules>Advertising>Rate Cards>Add Rate Card

A Rate Card contains advertisement rates listed according to the specifications of the ad or ads being sold. Add a Rate Card to give your advertisers a list of your ad offerings and their prices.

You can add two different types of Rate Cards: a Rate Card and a Basic Rate Card. The Rate Card allows you to set rates for ad size, number of placements, and color. The Basic Rate Card simplifies the rate-setting process and only allows you to set rates for ad size and number of placements.

To add a Rate Card, use the following steps:

  1. Go to Modules>Advertising>Rate Cards>Add Rate Card. The Add-Rate Card page opens.
  2. Fill in the fields in the Advertising Rate Card section as described in the table below:
    3. Fields Required Description
    rate card description Required Enter a short, friendly description of the rate card you are creating.
    rate card category Required Select the rate card category from the drop-down list. The rate details set up for this rate card category appear in the Rate Details section.
    start date Optional Select or enter the date that this rate card becomes valid.
    end date Optional Select or enter the date that this rate card becomes invalid.
    order Optional Enter a number.
  3. Fill in your prices in the Rate Details section.Because this is a Rate Card, your details are sorted by color. Under each color category are sizes grouped by number of placements. Given all these factors -color, size, and number of placements -enter a price in each field.

    Note: All the Rate Details you see in the Rate Details section are set up in Advertising>Overview>Advertising Setup>Rate Card Tab.

  4. Fill in the fields in the G/L Accounts section according to the table below:
    FieldRequiredDescription
    split revenue among multiple accounts?OptionalTBD
    business unitRequiredTBD
    projectOptionalSelect a project that was added when adding a business unit. You can search or query on this value later.
    a/r accountRequiredSelect the account for Accounts Receivable from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. The account you choose is debited every time you sell an event registration.
    revenue accountRequired

    Select the account for revenue from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want.

    This account is credited when you sell an event registration, and debited when you void an invoice in a closed batch

    liability accountRequiredSelect the account for liability from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is credited when a paid invoice is canceled.
    return accountRequired

    Select the account for return from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want.

    This account is debited when an invoice is canceled. For most associations, the return account is the same account used for the revenue account.

    write off accountRequired

    Select the account for Accounts Receivable from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want.

    This account is debited when you create a write off. This is typically an expense account or the revenue account for the product.

    deferred?Optional

    Click this check box if the invoice payment is deferred. Once you click this check box, a drop-down box appears. Select an account from the drop-down box.

    If you check this check box the following happens:

    • If a registration is deferred, the deferred account is credited at the time the registration is sold. This account is debited when the recognize revenue process is run for the appropriate period.

    • If you have checked the ‘deferred’ check box on the product, it is not credited until you run the recognize revenue process for the period in which the ‘recognize after’ date for the product is included.

  5. Click the Save button to add your rate card and go to the Rate Card Profile. Click the Cancel button to return to the previous page without adding a rate card.