DIGITAL INVOICING

Invoicing Screen

Select the Invoicing Options button from the Main Menu and double-click the Invoicing option to open the Invoicing screen.

User can enter or edit actual invoice information, and then reconcile and match the invoice against the original estimate and schedule in Invoice Reconciliation screen.

A Vendor Type filter is available. The Invoicing screen will now support 4 vendor types’ invoices: Publishers, Ad Server vendors, Alternate Ad Server and Fee vendors.

To Add a New Invoice

1. Invoices are entered for each Agency, Office, Vendor Type, Client, Estimate and Vendor selected from the pull down list boxes.
2. To enter a new invoice, the New button must be selected. An Invoice Number and Invoice Month are entered to start the entry process. Additionally, the optional Due Date, Gross $, Net $ and Units can also be entered if they are available on the invoice. The Gross $, Net $ and Units are used as Verification Totals if the Verify Total Cost and Verify Total Units are checked in System Defaults.

1. And then choose the Save button to save the invoice information.
2. A warning message will appear if an Invoice Number is entered more than once for the same Estimate/Vendor, “Invoice # [number] already exists for this Publisher. Continuing may cause problems importing payables into existing billing links. Would you like to continue?”
3. A Comments field is provided for the user to input comments specific to each invoice, it allows up to 2000 characters. Enter the invoice level comment by click on the comment history icon and enter comments from the Comment History screen.

Entering invoice detail

There are 2 ways of entering invoicing detail: pre-populate with scheduled placements or manually enter details from the paper invoice.

Pre-Populate Schedule

1. User can click on the Pre-Populate Schedule button to auto populate the un-matched publisher placement schedules for the invoiced month in the data entry grid. The default order is the schedules entry order
2. Agency can control if the Units, Net Rate, and Net Cost should be auto populated when click on “Pre-Populate Schedule” by turn on or off the “Pre-populate Units”, “Pre-populate Net Rate”, and “Pre-populate Net Cost” options on the Digital tab of the Financial Controls screen.
3. Sponsorship placement - If a placement was flagged as Sponsorship, depending on the selected value, only 1 line invoice detail will be created for the entire flight.
   1. If “Pay on First Month” is selected, when pre-populate the first month invoice, only 1 publisher invoice detail line that include the entire flight will be created.
   2. If “Pay on Last Month” is selected, when pre-populate the last month invoice, only 1 publisher invoice detail line that include the entire flight will be created.
4. Fees Vendor invoice - If a fee was setup as flat fee with frequency either First Month or Last Month, when pre-populate schedule, the entire fee cost will be populated only at the first month or the last month.

Manually Enter Invoice Details

Depends on selected Vendor Type, the invoice entry line will have 3 different layouts.

1. Publisher Invoice

1. 1. The publisher invoice entry line includes Ad Unit, Ad Size, Ad #, Placement Name, Section, Start Date, End Date, Rate Type, Units, Net Rate, Net Cost, Amount to Pay, Line Comments, Status and Unmatched Reason.
   2. The Invoiced Ad Unit, Start Date, End Date and Net Cost must be entered from the invoice. User shall select an available Ad Unit from drop down list or enter a new Ad Unit. If there is no ad unit available, user can use this space type a short description of the invoice detail line.
   3. If Ad Unit is selected from the drop down list, the associated Ad Width and Height will be auto populated. Only Approved, Revised and Billed placements, packages/roadblocks will appear on the list.
   4. Select Ad Units from the drop down list that belongs to the Invoice Number. When an Ad Unit is selected the associated Ad Width and Ad Height information copies down into the Invoice Detail grid.
   5. The Start and End Date fields have drop down arrows provided to display a calendar in order for the user to select alternative Start and End Dates for the invoice record.
   6. Invoiced Rate Type, Units, and Unit Rate can also be entered if applicable.
   7. Amount to Pay - This read-only field will be populated after the invoice detail is matched.
   8. Invoice line comment is provided for the user to input comments specific to each invoice, it allows up to 2000 characters. Enter the invoice level comment by click on the comment history icon and enter comment from the Comment History screen.
   9. Status is a read-only field. The possible values will be: R (Received), M (Matched), U (Unmatched), O (Ok to Pay), C (Cleared).

1. 1. 1. R (Received) - As user enters an invoice, the invoice line status change to Received.
      2. M (Matched) - Represents the invoice has been matched.
      3. U (Unmatched) - There is 2 scenarios the Status can be changed to Unmatched. An invoice is not matched during reconcile or a Matched invoice has been Cleared by select “Clear Match” button.
      4. O (Ok to Pay) - The status will be changed to Ok to Pay after user clicks on “Ok to Pay” button to a matched invoice on Invoice Status screen.
      5. C (Cleared) - The status will be changed to Cleared after user clicks on “Clear for Payment” button to an invoice with “Ok to Pay” status on Invoice Status screen.

1. 1. Unmatched Reason is a read-only field. When user clicks on Match button to perform auto match, if an invoice line is not matched, the specific un-matched reason will be auto populated.

1. Ad Server Invoice

1. 1. The Ad Server Invoice Entry line includes Est #, Description, Publisher, Creative Media Type, Ad Unit, Ad Size, Ad #, Placement Name, Section, Start Date, End Date, Rate Type, Units, Unit Rate, Net Cost, Amount to Pay, Line Comments, Status and Unmatched Reason fields.
   2. The Invoiced Estimate Description, Start Date, End Date and Net Cost must be entered from the invoice.
   3. User can select an available Est # from drop down list, once selected, Description will be auto populated with estimate description.
   4. The Start and End Date fields have drop down arrows provided to display a calendar in order for the user to select alternative Start and End Dates for the invoice record.
   5. Invoiced Rate Type, Units, and Unit Rate can also be entered if applicable.
   6. Invoice line comment is provided for the user to input comments specific to each invoice, it allows up to 2000 characters. Enter the invoice level comment by click on the comment history icon and enter comment from the Comment History screen.
   7. Status is a read-only field. The possible values will be: N (Not Received), R (Received), M (Matched), U (Unmatched), O (Ok to Pay), C (Cleared).
      1. R (Received) - As user enters an invoice, the invoice line status change to Received.
      2. M (Matched) - Represents the invoice has been matched.
      3. U (Unmatched) - There is 2 scenarios the Status can be changed to Unmatched. An invoice is not matched during reconcile or a Matched invoice has been Cleared by select “Clear Match” button.
      4. O (Ok to Pay) - The status will be changed to Ok to Pay after user clicks on “Ok to Pay” button to a matched invoice on Invoice Status screen.
      5. C (Cleared) - The status will be changed to Cleared after user clicks on “Clear for Payment” button to an invoice with “Ok to Pay” status on Invoice Status screen.
   8. Unmatched Reason is a read-only field. When user clicks on Match button to perform auto match, if an invoice line is not matched, the specific un-matched reason will be auto populated.

1. Alternate Ad Server Invoice

1. 1. The Alternate Ad Server entry line includes Est #, Description, Publisher, Creative Media Type, Ad Unit, Ad Size, Ad #, Placement Name, Section, Start Date, End Date, Rate Type, Units, Unit Rate, Net Cost, Amount to Pay, Line Comments, Status and Unmatched Reason fields.
   2. Invoiced Estimate Description, Start Date, End Date and Net Cost must be entered from the invoice
   3. User can select an available Est # from drop down list, once selected, Description will be auto populated with the estimate description.
   4. The Start and End Date fields have drop down arrows provided to display a calendar in order for the user to select alternative Start and End Dates for the invoice record.
   5. Invoiced Rate Type, Units, and Unit Rate can also be entered if applicable.
   6. Line Comment is provided for the user to input comments specific to each invoice, it allows up to 2000 characters. Enter the invoice level comment by type in the text box or click on the Comment History icon and enter comment from the Comment History screen.
   7. Status is a read-only field. The possible values will be: N (Not Received), R (Received), M (Matched), U (Unmatched), O (Ok to Pay), C (Cleared).
      1. R (Received) - As user enters an invoice, the invoice line status change to Received.
      2. M (Matched) - Represents the invoice has been matched.
      3. U (Unmatched) - There is 2 scenarios the Status can be changed to Unmatched. An invoice is not matched during reconcile or a Matched invoice has been Cleared by select “Clear Match” button.
      4. O (Ok to Pay) - The status will be changed to Ok to Pay after user clicks on “Ok to Pay” button to a matched invoice on Invoice Status screen.
      5. C (Cleared) - The status will be changed to Cleared after user clicks on “Clear for Payment” button to an invoice with “Ok to Pay” status on Invoice Status screen.
   8. Unmatched Reason is a read-only field. When user clicks on Match button to perform auto match, if an invoice line is not matched, the specific un-matched reason will be auto populated.
2. Fee Vendor Invoice

1. The fee vendor invoice entry line includes Description, Publisher, Creative Media Type, Ad Unit, Ad Size, Ad #, Placement Name, Section, Start Date, End Date, Rate Type, Units, Net Rate, Net Cost, Amount to Pay, Line Comments, Status and Unmatched Reason.
2. The Description, Start Date, End Date and Net Cost must be entered from the invoice. All other columns are optional.
3. Amount to Pay - This read-only field will be populated after the invoice detail is matched.
4. Invoice line comment is provided for the user to input comments specific to each invoice, it allows up to 2000 characters. Enter the invoice level comment by click on the comment history icon and enter comment from the Comment History screen.
5. Status is a read-only field. The possible values will be: R (Received), M (Matched), U (Unmatched), O (Ok to Pay), C (Cleared).

1. 1. 1. R (Received) - As user enters an invoice, the invoice line status change to Received.
      2. M (Matched) - Represents the invoice has been matched.
      3. U (Unmatched) - There is 2 scenarios the Status can be changed to Unmatched. An invoice is not matched during reconcile or a Matched invoice has been Cleared by select “Clear Match” button.
      4. O (Ok to Pay) - The status will be changed to Ok to Pay after user clicks on “Ok to Pay” button to a matched invoice on Invoice Status screen.
      5. C (Cleared) - The status will be changed to Cleared after user clicks on “Clear for Payment” button to an invoice with “Ok to Pay” status on Invoice Status screen.

1. Unmatched Reason is a read-only field. It displays the specific reason if an invoice detail was not matched with its original purchased.
2. The “Record:” below the detail data grid stands for Invoices Received. This field displays how many invoices have been entered for the purchased line so far. For example, “3 of 5” represents the 3rd invoice records of the total 5 records have been entered
3. The “Detail Totals:” below the detail data grid will display a running total of all the individual invoice records Net Cost amounts entered and a calculated Gross Cost
   1. Detail Total Gross = Detail Total Net / (1-Agency Net %)

1. Once the Save button is selected, SBMS will check the “Detail Totals: “ “Net:” entered for all the detail lines with the total Inv Net entered on top of the grid to double-check that they are the same. If they are not the same, the following prompt will appear, “Invoice Net amount does not match the invoice detail total net cost. Would you like to continue?” Selecting “Yes” will save the Invoice record. Selecting “No” will not save the Invoice record.
2. The “Save” button must be selected in order to save any information on this screen.

Other Features

Show/Hide Columns

Optionally, use the Show/Hide Columns option in the Edit menu to show or hide any column in the Invoicing screen.

Running Totals

Invoice Detail Totals of the Gross and Net fields display at the bottom of the Invoice Detail grid. These fields are a calculated total of all the costs in the Invoice Detail grid.

To Auto Match Invoice

Once invoice detail have been entered,choose “Match” button will initiate auto match process for all invoice detail lines base off the matching criteria selected on Default Setting screen. If the invoice has not been saved, a popup message will appear to prompt user to save the invoice before proceed.

Note: Auto Match is not available to fee vendor invoice

To Clear Matched Invoice

Matched invoice can be cleared by click on “Clear Match” button. Choosing the Clear Match button for a previously matched invoice will un-match the invoice and change the invoice status from Matched to Unmatched, and the “Unmatched Reason” field will be cleared. You can choose either clear the match for the Selected Invoice Line or clear the match for the entire invoice.

To Reconcile Invoice

Select “Reconcile Invoices” button will open the Invoice Reconciliation screen, perform auto match to the current invoice off the matching criteria selected on Default Setting screen, or match schedule(s) and invoice detail manually.

Access Matching Criteria

Select “Defaults” button will open the Default Setting screen to display the default matching criteria for all vendors.

To Delete an Invoice Record

The current invoice record that is displayed on the screen can be deleted by selecting the Delete Invoice Record option on the Edit menu. Cleared Invoices cannot be deleted.

To Rename an Invoice Record

The current invoice record that is displayed on the screen can be renamed by selecting the Rename Invoice Number option in the Edit menu.

To Access Invoice History screen

Clicking on “Invoice History” button will open the Invoice History screen with the data grid filtered by Agency, Office, Client, Estimate and Vendor, but not specific to any invoice.

Once an invoice is entered, it can be reconciled using Invoice Reconciliation screen.