Create media expense items


Updated: November 1, 2016

Applies To: Dynamics Marketing


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Media expenses have two parts: a media-expense record, which defines the general conditions, such as who the expense is for and which vendor supplies the product or service, plus a set of expense line items, each of defines a specific product or service together with pricing information. Each expense line item belongs to a parent media-expense record; you manage the line items by working on the maintenance page for parent record. For information about working with media-expense records, see Create and manage media expenses.

To work with media expense items, you must have the Media Buyer user type and also have Edit/View Expenses privileges. More information: Work with user accounts and staff contacts.

To manage media expense items for a media-expense record:

  1. Go to Assets & Media > Media Buying > Media Expenses.

  2. Either open or create a media-expense record (see also Create and manage media expenses)

  3. Once you have saved your media-expense record at least once, its maintenance page provides the Items section, which lists each expense item already added to the expense record (if any) and also provides toolbar buttons for adding, removing and manipulating the line items.

Whenever you create or edit a line item, the settings described in the following subsections are provided for specifying the cost, conditions and relations for the item.

Establish the basic media-expense item type, details, costs and commissions using the fields at the top of the line-item maintenance page.

  1. Begin by making the following settings:

    • Start and End dates: specify the dates during which the line item will apply. These will typically be the dates during which an advertisement will run.

    • Media: enter the name of the media outlet where you will be running the ad (this is a Type-ahead field). The choice you make here will affect the selection of other settings available on the page, depending on the outlet type. See also Manage media outlets.

    • Rate Type: choose the unit by which the chosen media outlet bills for the expense (such as by ad, by column, by minute, etc.). The choice you make here will also affect the selection of other settings available on the page.

  2. Use the remaining settings at the top of the line-item maintenance page to establish the conditions and pricing for your media buy. The page provides running totals to help you check your work.

The expense item maintenance page includes a collection of buttons that expand or collapse subsections of the page, such as Accounting, Creative, Commercial, Behavior Analysis or Tear Sheets. Choose any of these buttons to show or hide the related settings. The subsections available vary by media-outlet type, as defined by the Media setting near the top of the page, so you won’t necessarily see all of them at once.

Use these various collections of settings to further define your media expense and to establish relations to other records in Dynamics Marketing. Among other things, relation settings enable you to associate a campaign, program, event and/or other initiative with the current expense item, which can be very important later when analyzing and evaluating the cost and return on investment for each initiative.