Media Billing - Invoice Format Setup

From the File Cabinet in the Media Billing module, double click Invoice Format Setup to access the screen.  This screen provides the user with the ability to customize and save invoice formatting preferences on multiple levels.  Invoice Format Setup can also be accessed from the Client’s screen for a Client specific Invoice Format Setup and/or the Client Billing screen or Client Invoices report option for a one time Change Invoice Format.

NOTE:  When Invoice Format Setup is accessed via the File Cabinet option, Invoice Formatting can be customized and saved at the Agency, Office, Client, Media, or Estimate level.

• The following options in the screen header can be set:
  • Include Invoice Cover Page - When checked, the invoice will include a cover page and detail page(s). When unchecked, the invoice will not include the cover page when the invoice is generated. When this option is unchecked there are two tabs on the screen, Header and Detail, when the option is checked, there are three tabs on the screen, Header, Cover, Detail. This option is checked by default.
  • Include Client Billing Options for Each Invoice - When checked, the last page of the invoice will include the Client Billing Options used to generate the invoice. This options is unchecked by default.
  • Save as Agency Default – When checked, the current Invoice Format Setup will be saved as the default at the Agency Level.

 

The Header tab includes the following options. There is a column to include the options on the cover page when the cover page is included.

 

• Logo- This option pulls the logo from the Invoice Default Settings screen and is checked by default for the cover only.
• Advertiser- Client Name and is initially checked by default for the cover only.
• Media Type- Estimate media type and is checked by default for the cover only.
• Product- Product associated with the Estimate and is checked by default for the cover only.
• Product Code – Product Billing Code is not checked by default.
• Estimate- Estimate number and estimate description. This option is checked by default for the cover only.
• Estimate Code – Estimate Billing Code is not checked by default.
• Month or Date Range- Billing month(s) or Date Range of the invoice and checked by default for both cover and detail.
• Market- Market name and not checked by default
• Previously Billed Invoice # - Client invoice number(s) for any previously billed invoices for that estimate/time period. This option is not checked by default.
• Comments- Invoice comments entered on the Client Billing screen and checked by default for the cover only.
• Due Date- Invoice due date. This option is checked by default for both cover and detail.
• Label Only - This option is connected to the Due Date and when checked, the Due Date label will display but will not include the date. This option is unchecked by default for both.
• Due Date Comments- Due Date comments from the Client Billing screen. This option is unchecked by default for both.
• Invoice Based On- This option will display "Schedule”, if estimate billing is done on any type of schedule, "Invoice”, if estimate billing is done on invoices, or "Reconciliation”, if the billing is a recon bill. This option is unchecked by default for both.
• Invoice # - The Invoice # label can be customized but defaults to "Invoice #” for both cover and detail.
• Invoice Date- The Invoice Date label can be customized but defaults to "Invoice Date” for both cover and detail.
• Due Date- The Due Date label can be customized but defaults to "Due Date” for both cover and detail.
   

The Cover tab includes the following options for costs that can display on the cover page. All of the costs can have their label customized:

 

• Bill Gross - Unchecked by default for Current, Previous, and Due for all modules.
• Commission- Unchecked by default for Current, Previous, and Due for all modules.
• Bill Net- Unchecked by default for Current and Previous for all modules. Checked by default for Due for all modules.
• Fee - Unchecked by default for Current and Previous for all modules. Checked by default for Due for all modules. There is a Fee Description check box option that is checked by default. When checked the Fee label on the invoice will include the percent and cost that the fee is based on. When unchecked, the label will not include what the fee is based on.
• Media/Fee Sub-Total- This option is only available for invoices in the Spot and Network modules. The Media/Fee Sub-Total is a total cost that includes the media and fee but excludes any tax or integration charges. This option is unchecked by default for Current, Previous, and Due.
• Integration- This option only displays for the Network module and shows a separate line item for total integration costs. Current and Previous are unchecked by default and Due is checked by default.
• Tax- Unchecked by default for Current and Previous for all modules. Checked by default for Due for all modules.
• Total Billing Amount - Unchecked by default for Current, Previous, and Due for all modules.
• Withholding - Checked by default for Current, Previous, and Due for all modules. When checked, this option will show a separate line item amount if Withholding is applied to the invoice. The associated Withholding Description checkbox is checked by default for all modules and will include the percent withholding in the Withholding label.
• Less Special Amount – Only available for Spot and Network and is checked by default.  The associated Special Amount set in Client Billing Setup will be subtracted from the Total Amount Due.
• Total Payment Due- Checked by default for all modules.

The Detail tab includes the following options that can be included on the detail page of the invoice. The detail page includes Columns that can be displayed and additional detail information that can be displayed within the column and a Total Lines section includes different total lines that can be displayed:
 

 

• Invoice # with Vendor Name- Unchecked by default for all modules. When checked, the invoice number for any vendor invoices entered for the vendor listed on the client invoice will display next to the vendor name.
• Ad Size by Insertion- This option is only available for the Print/Outdoor and Digital modules. It is unchecked by default. This option will display the insertion Ad Size next to the insertion date on the client invoice.
• Integration with Network- This option is only available for the Network module and is checked by default. When selected, this option will display the integration costs for the Network directly under the network. When the option is not selected, the integration costs are not listed for the individual networks.
• Total Units- This option is checked by default for all modules and the label for the Total Units column can be customized.
• Original Order Gross- This option is unchecked by default for all modules and the label for the column can be customized. For Spot, Network and Digital, the Original Order Gross column will show either the Original schedule information or Frozen schedule information depending on the Original Order Gross option selected in Client Billing Setup. For Print/Outdoor, the Original Order Gross column is based on the schedule gross.
• Order Gross Discrep- This option is unchecked by default for all modules and the label for the column can be customized. The Order Gross Discrep is calculated as the difference between the current bill gross and the original order gross for all modules.
• Cost Columns Based on- The Bill Gross option is selected by default for all modules. When Cost Columns Based on Bill Net is selected, the user can select any or all of the columns to display on the invoice detail page. The Current, Previous, and Amount Due columns will represent Net costs. The Current Bill Gross column option is also available if the user wants to display the current gross amount along with the net for the current billing, previous billing, and amount due. When Cost Column Based on Bill Gross option is selected, the Current Bill Gross column option is grayed out because the Current column would now represent the current gross. In addition, the Previous and Amount Due columns will display gross costs.
• Current Bill Gross- Unchecked and grayed out by default when Cost Column Based on Bill Gross is selected. The label for the column can be customized.
• Current- Checked by default and the label for the column can be customized.
• Previous- Checked by default and the label for the column can be customized.
• Amount Due- Checked by default and the label for the column can be customized.
• Bill Gross- Total Line option that is checked by default when Cost Column based on Bill Gross is selected. When Cost Column based on Bill Net is selected, the option is grayed out. The label for the total line can be customized.
• Commission- Total Line option that is checked by default when Cost Column based on Bill Gross is selected. When Cost Column based on Bill Net is selected, the option is grayed out. The label for the total line can be customized.
• Bill Net- Checked by default and the label for the total line can be customized.
• Fee- Checked by default and the label for the total line can be customized. There is a Fee Description check box option that is checked by default. When checked the Fee label will include the percent and cost that the fee is based on. When unchecked, the label will not include what the fee is based on.
• Media/Fee Sub-Total- This option is only available for invoices in the Spot and Network modules. The Media/Fee Sub-Total is a total cost that includes the media and fee but excludes any tax or integration charges. This option is checked by default and the label for the total line can be customized.
• Integration- This option only displays for the Network module and shows a separate line item for total integration costs. This option is checked by default and the label for the total line can be customized.
• Tax - Checked by default and the label for the total line can be customized.
• Total Amount- Checked by default and the label for the total line can be customized.
• Withholding- Checked by default and the label for the total line can be customized. The associated Withholding Description check box is checked by default for all modules and will include the percent withholding in the Withholding label.
• Media Billing Disclaimer- This option will display the Media Billing Disclaimer on the invoice as entered on the Invoice Default Settings screen or in the Clients screen.
• Show Total Lines Only- When selected, only the total lines section will display on the detail page.  The Show Total Lines Only option and the Suppress Detail option cannot be selected at the same time.
  
   
• Module Specific Detail Options
  • Display Invoice Details by Market (Geotarget) - For Digital Only and when selected, the vendors and placements will be grouped on the detail page by Market.  Fee Vendors and/or placements without a Geotarget assigned will be listed first on the detail page.  When Bill by Market is used in Client Billing Setup, this option allows for the Market name to be included in the invoice detail.
     
  • Suppress Detail- Unchecked by default. For Spot and Network, when it is selected, the vendor detail will not be displayed under each Market on the detail page of the invoice. For Print/Outdoor and Digital, there is an additional radio button option that is available when Suppress Detail is checked. The user can choose to Suppress Insertion/Placement Detail, which is checked by default, or Suppress Vendor Detail which suppresses the vendor and insertion level and just leaves the Market on the detail page of the invoice. However, if the option Invoice # with Vendor Name is selected, the vendor detail will still be displayed. All modules also have an option to Suppress Costs Only. When selected, vendor level costs will not display, but the vendor names will display.
     
  • Display Network Packages as- Radio button option that is only available for the Network module.
    • Group by Vendor: Showing Package Totals is checked by default. When Group by Vendor, Showing Package Totals is selected, the Detail page of the invoice will display the Vendor Name with all associated packages under it when there are multiple packages scheduled for that vendor. When there is only one package for the vendor, only the package name will display.
    • Vendor Totals Only: When Vendor Totals Only is selected, the detail page will display a rolled up total for vendors with multiple packages. If the column option to display the Invoice # with Vendor Name is selected, the Vendor Totals Only option is not available.