Manage advertising configuration

Summary

Learn how advertising configuration settings control access, invoicing, campaign funding, and reporting within Box+Dice.

This article covers:

• About advertising configuration
• Access settings

About advertising configuration

Before managing advertising within Box+Dice, some office-level configuration is required.

Advertising settings can be configured under Settings > General > Office. These settings allow you to control access to advertising functionality, define campaign funding defaults, configure invoice behaviour, and manage advertising-related workflows.

To complete the setup:

• Go to: Settings > General > Office
• Click the relevant Office Name
• Scroll down to the Advertising settings

Access settings

The following settings determine which Access Levels can use different advertising functions.

Adv Module Access

Select an access level from the drop down menu to determine which users can click on the Advertising module in Box+Dice.

By allowing users access to the Advertising module they will be able to:

• View, add, edit and delete items in the set up sections for Suppliers, Publications andAdvertisements
• View, add, edit and delete supplier Invoices and vendor Receipts
• View, search and order items in the advertising items Register
• View the advertising campaign Templates

Expenses Access

Select an access level from the drop down menu to determine which users can click on the Expenses section inside of a listing’s details.

By allowing users access to the Expenses section they will be able to:

• View, add, edit and delete the listing’s Advertising Campaign items
• View the campaign Funder totals
• View, add, edit and delete the Advertising Authority
• View, add, edit and delete a Campaign Discount
• Set an Action Date (date at which an item must be ordered/actioned in some way)
• View and Print the Campaign Profit and Loss report
• View and Print the Advertising Campaign
• View, add, edit and delete General Expenses
• Approve all Advertising Campaign Items for ordering
• Include Advertising Campaign Items on the Advertising Profit and Loss report that is accessed via the Register

Adv Invoice Access

Select an access level from the drop down menu to determine which users can click on the Tax Invoice section inside of a listing’s Expenses screen.

By allowing users access to the Tax Invoice section they will be able to:

• View, add, edit and delete the advertising Tax Invoices for Vendors or potential Vendors
• Print and/or Email advertising Tax Invoices to Vendors or any other Contact
• View, add, edit and delete Tax Invoice Dates
• View, add, edit and delete Discounts applied to Tax Invoices

Update Register Access

Select an access level from the drop down menu to determine which users can click on the UPDATE RGSTR button inside of a listing’s Advertising Campaign screen.

By allowing users access to the UPDATE RGSTR button they will be able to:

• Approve all Advertising Campaign items for ordering
• Include Advertising Campaign Items on the Advertising Profit and Loss report that is accessed via the register

Billable Date

The Billable Date is the date at which prepaid Vendor funded advertising funds can be transferred from your Trust Account to your General Account. The Billable Date is used to generate the ADV – Covered Funds report. It does not affect any Trust Accounting functions. For full details and calculations on the ADV - Covered Funds report, go to the Funds Ready for Transfer to your General Account section under Reporting.

Select the date at which your office elects to transfer these funds from one of the following four options:

• Order Date (date generated by the ordering facility in Box+Dice's Register – applies to all items)
• Last Cancel Date (the last date at which an item can be cancelled with the Supplier – only applies to Publications, i.e. Newspapers and Magazines)
• Publish Date (the date at which an item is published – only applies to Publications, i.e. Newspapers and Magazines)
• Invoice Date (the date of the Vendor’s advertising Tax Invoice that the item appears on)

Default Campaign Funder

Select the most common Funder of your advertising campaigns to be used as the default Funder for campaign
items when applying a Campaign Template to a listing or appraisal.
Select your office’s most common Funder from one of the following options:

• Vendor
• Consultant
• Office
• Company
• This Listing
• No Sale No Charge

NSNC (No Sale No Charge) Expiry Default Funder

Select the Funder you want to be automatically applied to any items on a listing’s Advertising Campaign that have the Funder No Sale No Charge, once a listing’s Authority Expiry Date has been reached.

Upon the expiry of an Authority, you can manually make any changes to items that have a NSNC Funder attached, however if you have not selected a new Funder for each NSNC item within seven (7) days of a listing’s Authority Expiry Date being reached, the NSNC Expiry Default Funder will be applied to the relevant item(s).

Select your office’s NSNC Expiry Default Funder from one of the following options:

• Consultant
• Office
• Company

Adv Invoice Prefix

Your office’s Adv Invoice Prefix defaults to the first three letters of your office’s name. Should you have more than one office within your Box+Dice database with the same first three letters, your office’s Adv Invoice Prefix will default to the first two letters of your office’s name followed by a randomly picked third letter. If you would like to have a specific prefix on your Tax Invoices you should type your preferred prefix here. All invoice prefixes must be three characters long.

Adv Invoice Start Number

The default starting invoice number is ‘0001’.
If you would like to start your Tax Invoices in Box+Dice from a specific invoice number you should type your preferred start number here. Your start number can be anywhere between ‘1’ and ‘9999999’.