Recording inventory commitments line by line before signing

Before signing a media order, give each line item a delivery basis: committed, forecast or buying opportunity. Record enough detail for someone who missed the negotiation to identify the placement, delivery unit, flight, price and permitted substitutions.

Identify the inventory

Give every placement a stable line-item reference. Name the property or eligible pool, section or ad unit where relevant, format, environment, geography and dates. Describe any context needed to distinguish it from another placement on the same network.

State whether the supplier may move activity between properties or formats, and who must approve a move. Record the audience, location or timing conditions that determine whether delivery qualifies.

Use this line-item format: line-item reference | delivery basis | property or eligible pool | section or ad unit | format | environment | geography | context | flight dates | quantity | delivery unit or event | audience, location or timing conditions | price as stated in the accepted order | permitted substitutions | person who approves changes.

Label the delivery basis

Enter the delivery basis as a labelled field on each line item. Mark a quantity as committed only when the accepted terms make it a delivery obligation; record an estimate as a forecast, not a commitment.

For a forecast, record the settings and assumptions used to produce the estimate. For a buying opportunity, record whether any quantity is reserved or whether buying depends on securing the opportunity; do not record it as committed delivery unless the accepted terms make it an obligation.

Name the event counted by the quantity. A booked impression, video play, audio spot and out-of-home display period are different delivery units.

Preserve changes and proof

Attach the accepted proposal version and incorporated terms to the order. Name who can approve a different placement, flight or quantity, and record each change against the original line item with the revised commitment, approver and date. Retain both versions.

Agree on a reporting reference before signing. Request a sample row showing the line-item reference, placement detail, date, unit and delivered amount at the detail required by the commitment.

If an essential named context cannot be reported, narrow the promise or agree on another credible proof. Record any shortfall definition, evidence, notification timing and remedy only as stated in the accepted terms.