Cash-In-Advance for Digital

Cash-in-Advance (CIA) vendor payment is required primarily for political buying but is also required in other areas that may require agencies to pay vendors at the time the order is sent to them.  Previously, SBMS did not have a way to easily handle vendor pre-payment and manage corresponding actual invoices as they come in.  Cash-In-Advance functionality has been added to allow Pre-Payment to vendors who may require it.  This option is currently for agencies using the Advantage or QuickBooks link from SBMS or for clients that have a custom link to their Accounting System.

 Getting Started

1. From the System Data section , open the Application Settings screen and select the FinancialControls key.
2. Select the Financial Controls Settings Button.
3. Select the Cash-In-Advance option for each desired module.

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1. Enter an Invoice Number Prefix.
   Note: The Invoice Number Prefix should be between 1-3 characters and will apply to all modules.
2. Save your changes.  A Pre-Pay and Cash-in-Advance Reconciliation screen will be available in all modules that have CIA selected in Financial Controls.

Pre-Pay

Once CIA is turned on, a Pre-Pay option will populate in the Buying Options menu.

1. Select Pre-Pay from the Buying Options Menu.
2. Enter the Agency and Office of the schedule(s) to be pre-paid.
3. Optionally, enter Estimate, Client, Product, Media, Vendor and/or Search by date range.
4. Click Search.
   Note: Only Placements in an Approved status will populate in the Pre-Pay screen.
5. Select the Months to be pre-paid and select Pre-Pay.
   Note: In the Digital Pre-Pay screen, a different CIA Gross and Net Cost can be manually entered and pre-paid than the costs that were originally scheduled.  CIA Gross will auto-calculate when CIA Net Cost is entered using the Client’s default net percent.  CIA Net does not auto-calculate when CIA Gross is entered.

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1. Verify the settings in the Billing Link Export screen are correct and select OK.
   Note: The Billing Link Export screen will be the same as the cleared invoices export screen.
2. The selected Months that have been pre-paid will now show Previous CIA Gross and Net Costs.
   Note: Any months where a different cost was pre-paid other than the total cost for the month will show Previous CIA Costs and CIA Costs still waiting to be pre-paid.

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Cash-in-Advance Reconciliation

To track pre-paid schedules and actual invoices, a Cash-In-Advance Reconciliation option is available in the Invoice Options menu.
 

1. Select Cash-In-Advance Reconciliation from the Invoice Options Menu.
2. Enter the Agency and Office.
3. Optionally, enter Estimate, Client, Product, Media, Market, Station, Network, Package and/or Search by date range.
4. Click Search.

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Other Information

• Optionally, the information in this screen can be viewed as Totals with Details, Totals Only, or Details Only.  The grid can be copied and pasted into an Excel spreadsheet in any Display Option.
• All actual invoice information should be entered and reconciled as normal in the Invoicing screens. 
• Entered invoice information, regardless of invoice status (Received, UnMatched, Matched, Cleared), will populate in the CIA Reconciliation screen.
• As actual invoices arrive and are reconciled, they can be cleared as normal. If QuickBooks or Advantage are used, after the Billing Link Export window appears, a message will indicate that no invoice file has been created because pre-pay invoices have been generated. The status of the invoice will still update to Cleared. If third party billing services using the Financial Bridge integration are used the status of the invoice will update to Cleared without this message.