Organization

The Organization defines the hierarchy that organizes your company’s divisions, employees, properties, relationships, and other details. Each item in the tree is an organization within your company. You can define the following types of organizations in the hierarchy:

  • Global Default Organization is the top level of your organization hierarchy. You can change its name and details as needed. All other organizational elements are created below the organization.

  • Business Entities are divisions within your overall company and are used to define an organization or media hierarchy. Business entities can be children of other business entities, and there is no limit to the depth of the hierarchy.

  • Media Properties are websites, portals, newspapers, or other content containers on which you sell advertisements. Nothing can be below a media property in the hierarchy.

  • Teams are collections of users within your company. A Default team is created under the organization. Depending on the needs of your organization, all users can be a part of this team, or you can organize users into different team.

  • Approval Groups are a collection of users responsible for approving deals.

Create a new Organization

To create a new entry, in the Organization screen, click the Add button. The organization Details page contains the following fields:

In the General tab:

Field Name

Description
Invoicing Organization

This only appears for the Global Organization or a Business Entity. If you use the Finance module for digital invoicing, it enables invoice settings that appear on an Invoice Organization tab. It makes this organization available for selection as the Invoicing Organization on digital deals. Some companies have only one Invoicing Organization which is usually the Global Organization, which can always default for deals. However, other companies choose to have multiple invoicing organizations if they need to have different defaults or behaviors for different divisions.

ID

This field is read-only and auto-generated on Save.

Name

Fill in the name of the organization.

Type

You can choose one of the followings:

  • Team

  • Business Entity

  • Media Property

  • Approval Group

For the organization’s Type field, the Team value is the equivalent of the security group type security and the Approval Group value is the equivalent of group workflow in Operative.One.
Parent Organization Select the level to which you wish to associate the new entry.
Starting Invoice Status This only applies to Teams or organizations that have Invoicing Organization selected. You cannot set it from within the UI. If you have complicated Finance workflow needs and want different invoice status flows, AOS can vary the starting status of invoices based on a deal’s invoicing organization or team. Not all invoice statuses are eligible to start a workflow. More details are in the "Finance Workflow" topic in Finance Configuration Overview. If you wish to set a Starting Invoice Status, Operative can set it on your behalf or your engineers can use the Organization APIs to set it.
Stations You can associate one or more stations to the organization. This is used mostly for reporting purposes.
Phone Add a phone number
Email Associate an email address.
Add Description Add a description.

In the Address tab, you can set the billing address and the shipping address of the organization type.

In the Users tab you can associate users for teams and approval groups.

The Invoice Organization tab enables when the Invoicing Organization toggle is on for the Global Organization or a business entity. It impacts calculations and settings in the Finance module. If you do not use the AOS Finance module, you do not use these settings.

In the Invoicing Options section, you can set the following:

  • Invoice Calendar sets which calendars are allowed on Deals using this invoicing organization.

  • Default Calendar sets which calendar is used by default on a deal using this invoicing organization. If you only want one calendar used for the invoicing organization, this should be the same as the Invoice Calendar.

  • Financial System sets where to send invoice data. if you have defined a connection to your accounting and invoicing system, you can select the system here. These integrations are defined in the System Configuration module under System > External System > defined with integration type Finance

  • Override Invoice Amount Capping (Allow more than Net Cost) disables amount capping. If this is selected, the system allows and can calculate invoice amounts greater than the contracted goals in the Sales module. If this is unchecked, you cannot invoice for more than the contracted goals set in the Sales module. This applies to each line item and is frozen as of the first time it goes active. If this capping setting changes in the System Configuration module (or on the product), existing line items are only affected by that change if no part of them is locked or prior_locked, something about them changes, and the deal goes through the Sales module revision workflow.

  • Override Invoice Units Capping (Allow more than Quantity) disables unit capping. If this is selected, the system allows and can calculate invoice units greater than the contracted Quantity in the Sales module. If this is unchecked, you cannot invoice for more than the contracted Quantity set in the Sales module. This applies to each line item and is frozen as of the first time it goes active. If this capping setting changes in the System Configuration module (or on the product), existing line items are only affected by that change if no part of them is locked or prior_locked, something about them changes, and the deal goes through the Sales module revision workflow.

  • Post Lock Adjustments controls post lock adjustments, when you need to change Finance values after an invoice has already been sent:

    • Disable means adjustments do not appear within the Finance module UI. This keeps the user experience simpler for customers who do not use the feature and prevents any users from entering adjustments in the Finance module. It does not hide columns in the export and reports, but exports and reports are customizable, so you can simply remove any adjustment columns you do not need. Once the feature is enabled, disabling it is not recommended as the adjustments do not disappear from the system and will remain in the data, but no longer be visible. You can choose to change to a new invoicing organization and not enable adjustments for that organization so that future invoices do not have adjustments.

    • Enable With Capping means adjustments are allowed up to the Quantity or Net Cost goal from Sales if capping was enforced pre-lock. This means you cannot adjust the total value of a line item to be greater than the value for which it is sold. This applies to Units, Amount, and Revenue. However, if you chose to override capping before locking that override will apply to the adjustment as well regardless of this setting.

    • Enable Without Capping means you can make adjustments that exceed the Quantity or Net Cost goal from Sales. If a line item runs for multiple periods, adjusting the line up will be taken from future periods if they were capping. However, the adjustment itself is not capped and can exceed what was sold.

  • Require Adjustment Category when checked this makes a single-select categorization required whenever an adjustment is made. Administrators predefine the categories under System Configuration > System > Finance Adjustment Category. Then whenever a user makes an adjustment, they are prevented from Saving unless they also select one of the pre-defined adjustment categories. If this is unchecked, the category is optional when adjusting.

Under the Default Invoice Schedule Options section, for each Cost Method, you can set the invoice terms that default for both the amount (monetary value, e.g., dollars) and the units (quantity, e.g., impressions).

  • Amount Schedule by Cost Method sets how the Net Invoice Amount is calculated by default for each Cost Method. A Sales user can override this on the Finance Summary tab within a deal on a line by line basis. The options are invoicing terms which are described with the Finance module in Finance Key Concepts

  • Unit Schedule by Cost Method sets how Invoice Units are calculated by default for each Cost Method. A Sales user can override this on the Finance Summary tab within a deal on a line by line basis. The options are invoicing terms which are described with the Finance module in Finance Key Concepts

  • Historical Revenue Terms by Cost Method sets how the Recognized Revenue is calculated by default for each Cost Method. This can be overriden by product or package within the Products module. The options are invoicing terms which are described with the Finance module in Finance Key Concepts

Under Default Revenue Recognition Options, you can set the following:

  • Future Revenue Terms for Not Contracted: is reserved for future functionality and is not currently in use.

  • Days of Performance is reserved for future functionality and is not currently in use.

  • Override Recognized Revenue Capping (Allow more than Net Cost) disables revenue capping. This determines whether revenue numbers are capped at Sales goals. If this is selected, the system allows and can calculate revenue amounts greater than the contracted goals in the Sales module. If this is unselected, you cannot recognize revenue for more than the contracted goals set in the Sales module. If this capping setting changes in the System Configuration module (or on the product), existing line items are only affected by that change if no part of them is locked or prior_locked, something about them changes, and the deal goes through the Sales module revision workflow.