Media Billing – Save Draft Invoices

A Save Draft option has been added for situations where an Invoice may need approval before being recorded.

1. To select records to be saved as Draft, click in the Select check-box for the desired Estimate(s)/months/markets/vendors and click the Save Draft option.

   
   

2. Once the draft has been generated, the Saved Draft will now display under the Draft Invoices tab.
   NOTE: Saved Drafts will remain in the Draft Invoices tab until they are Approved, Deleted, or Voided.

   
   

3. The Draft Invoices tab includes the following columns:
   1. Invoice # - Invoice Number that will be recorded once the draft is approved
   2. Invoice Date – Date the Draft was saved or date that was manually entered in the Invoice Date field
   3. Client – Client Name
   4. Estimate # - Estimate Number
   5. Billing Month - Billing month based on broadcast month or calendar month depending on the module selected. Outdoor billing months are also determined based on the cycle type on the Outdoor Scheduling screen, 4 week or month.
   6. Bill Type – Displays Status of the invoice when draft was saved.  The Status can be E for Estimate (Pre-Bill), or R for Recon (Final Bill)
   7. Bill Based On - Using the billing rules from the Client screen the program displays what the bill was based on when the Draft was saved. The options are: Current Schedule, Frozen Schedule, Original Schedule, Invoices, Cleared Invoices, or Special (Network and Spot Modules only).
   8. Invoice Amount Due – Displays total amount due recorded on the Invoice at the time the Draft was saved.
   9. Invoice Comments - General Comments field for each invoice.  These can be edited before the Draft is approved.
4. To Approve a Draft Invoice, select the desired draft(s) and click Record Invoice(s).

If a Saved Draft Invoice is no longer needed or accurate, select the desired draft(s) and click Delete Draft.  

Previewing Saved Draft Invoices

Saved Draft Invoices can be previewed within the Client Billing screen under the Draft Invoices tab and in the Client Invoices option under the Report Options menu.

Once the desired search criteria are entered, select the desired Saved Drafts under the Draft Invoices tab and select Preview Draft.
NOTE: Invoice Comments can be edited as needed before recording.

Saved Draft Invoices will also display and can be previewed in the Client Invoices screen.

Once the desired search criteria are entered, drafts matching that criteria will display in the grid with a Bill Type of “D” for Draft.  Select the Draft Invoices to Preview and select Print Preview.

 

Deleting Saved Draft Invoices

Saved Draft Invoices can be deleted/voided within the Client Billing screen under the Draft Invoices tab (see Step 6 above) and in the Void Invoices screen under the Invoice Options menu.

Once the desired search criteria are entered, drafts matching that criteria will display in the grid with a Bill Type of “D” for Draft.  Select the Draft Invoices to Void and select Void Invoice.
NOTE: Draft Invoices do not require a Void Comment to be entered.

NOTE: Saved Draft costs will not be reflected on any Media Billing Reports until the Draft is recorded.