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Manage advertising schedules and track allocations

  • Updated

Learn how to create advertising schedules, apply them to property advertising ledgers, and allocate expenses on the right dates.

This article covers:

About advertising schedules and the scheduler (tracker)

Advertising schedules in MRI Vault let you plan and allocate advertising expenses across specific dates for one or more properties. By creating a schedule, you can group related costs, such as supplier fees or package deals, and record them in property advertising ledgers for accurate and timely postings.

The advertising scheduler (tracker) is a management tool that helps you review, allocate, or remove scheduled expenses in bulk. It offers filtering by date range, supplier, or property, making it easier to keep advertising costs organised and ensure all expenses are correctly applied.

Create an advertising schedule

Start by creating a named schedule, then add one or more expense items that specify the supplier/expense type and the starting week/day you want to allocate each expense to.

  1. Go to: Financials > Setup/Configuration
  2. Click the Advertising Schedules tab > Click Create New Schedule (bottom right)
  3. Enter a Schedule name (you can use the package name if applicable)
    Create-schedule.png
  4. Click Add
  5. In the new, blank schedule, select Add Item To Schedule (bottom‑right)
    Add-item.png
  6. For each expense item, complete:
  • Expense - Choose the Supplier and Expense type
  • Week - Choose the starting week and the exact day of the week for the first allocation
  1. Select Save to add the item to the schedule
  2. Repeat the above steps until the schedule includes all required expense items
Note: Use a clear naming pattern (e.g., Q4 Social Package - 12 Weeks) so teams can easily find and reuse standard packages.

Apply a schedule to a property

After you create a schedule, assign it to a property so the expense items can be allocated into the property’s advertising ledger on schedule.

  1. Go to: The property profile
  2. Click the Financials tab > Click Advertising
  3. Select Advertising Schedule (bottom left)
  4. Choose the Schedule and Starting date
    Advert-schedule.png
Note: Weeks start on Sunday. The Starting date is the most recent Sunday relative to your selection.
  1. Click Assign Schedule
  2. Allocate items:
  • To allocate everything at once, choose Allocate All to Ledger
  • To allocate selectively, open the property Advertising Ledger > Advertising Schedule and allocate the required items for that day/week
  • Or use the Advertising Scheduler (Tracker) to remove/allocate items across multiple properties (see next section)
    Allocate-items.png

Track and allocate with the advertising scheduler (tracker)

Use the tracker to find planned expenses across applied schedules, filter by date range or supplier, and remove or allocate items in bulk, then push the updates to all relevant property ledgers.

  1. Go to: Financials > Advertising > Advertising Scheduler
  2. Set filters:
  • Date range
  • Supplier (optional)
  • Order (By Date or Property address)
  1. Click Refresh to load matching schedule items
    Tracker.png
  2. Take action:
  • Use Go To to open a property’s advertising ledger directly, or
  • Use the right‑hand controls to Remove or Allocate selected expenses
    Remove-allocate.png
  1. Click Save Changes To Ledger(s) (bottom right) to apply the updates across all affected properties
  2. (Optional) After allocation, select Go To to open the property ledger and generate an invoice for the applied expenses
Note: The tracker is the fastest way to review multi-property schedules, confirm upcoming allocations, and clear any items that should not be posted.

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