AppStream - Importing Electronic Invoice

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AppStream - Importing Electronic Invoices



This article covers the steps the downloading and importing process for electronic invoices for AppStream.
 

Electronic Invoice File Download

Select the Electronic Invoice File Download tab for downloading and importing invoices directly from TVInvoices.com, RadioInvoices.com, and agency.spotcable.com.

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1. Use the From and To date range filters to see the available New, Viewed, and Downloaded invoices for a particular broadcast month(s).

2. Select the Refresh button after adjusting the date range to update the available invoice records for that date range. Select the invoices with a status of New, Viewed, and/or Downloaded for Radio, TV, and Cable to download.

Note: Only invoices supplied by invoice vendors for which a User Name and Password has been entered in the Database Settings screen will be displayed (See Electronic Invoice File Download - Initial Setup section above). Once a New or Viewed invoice is downloaded its online status will be changed to Downloaded. Enter the file path to where the downloaded invoices are to be stored in the Electronic Invoice Download Folder field or choose the Browse button to browse to the folder. The path will then be set as a user default.

Note: A default Electronic Invoice File Folder Path can be set within the Default Settings under the Electronic Invoicing tab. The correct File Folder Path is S:\Strata\Electronic Invoices

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Electronic Invoice File Import

Select the Electronic Invoice File Import tab for selecting and importing invoice files that have been downloaded or received from Electronic Invoice Vendors such as Spotdata.com, Marketron or eMediaTrade.

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Importing Invoices into MyFiles\Home Folder.

1. Select My Files at the top of the screen. Select Home Folder.

2. Select Upload File(s), import electronic invoice(s) into My Files\Home Folder

3. Close out of My Files and navigate to the Import Electronic Invoices Import screen.

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Import Invoices from MyFiles\Home Folder to SBMS.

1. Set your Electronic Invoice Folder by selecting Browse, set your path to your AppStream Home Folder.
 
Example: D:YourUsername\MyFiles\Home Folder
 
2. Invoices that were imported into MyFile\Home Folder should appear for import.

3. Check the box(es) next to each invoice and select Import.

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Note: The Electronic Invoice Folder should be set to D:YourUsername\MyFiles\Home Folder. Select Home Folder and then okay.

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Import Invoice Status Screen

The Import Invoice Status screen displays all invoices from the file(s) their corresponding header information. All invoices are selected by default and SBMS will try to find the matching Estimates and Stations. From this screen, review the invoices to be imported, link any invoice to an estimate and station if they were not automatically linked, and print out reports.

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Link an Invoice to an Estimate and Station

The Est # column will display the Estimate number within the Electronic Invoice. If that field is blank or SBMS does not find existing Estimates and Stations to link to the invoices, manually link those invoices in the Link Station screen. Open the Link Station screen by selecting the invoice line, then choose the Link… button. The Link Station screen can also be opened by double clicking on the invoice in the displayed list.

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1. The selected invoice information will then be listed on the left side of the Link Station window.

2. Select the Estimate from the Existing Estimate drop-down list and the station from the Existing Station list.

Note: If the Estimate # of the unlinked invoice exists in the database, it will be automatically selected in the Existing Estimate drop-down list. Once an existing Estimate is selected, if the Station of the unlinked invoice exists in the estimate, it will be automatically highlighted in the Existing Station list.
- After the corresponding Estimate and Station have been selected, choose the Link button to finish the linking process or the Cancel button to stop the process.
Note: When the Link button is selected, the next unlinked invoice in the datasheet will be selected automatically, enabling the ability to link all the unlinked invoices quickly.
- Leave the invoice unlinked if the Estimate number is unknown; Unlinked invoices will be imported and held in the Review Unlinked Imported Invoices screen until they are ready to be linked to an Estimate

3. Verify that the invoice linked to the corresponding estimate, market and station.

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Importing Invoices

1. Select the invoices to be imported by checking individual invoice, or choose Select All from the Edit menu.

2. Optionally, select the BL check box of any invoice record to import it as a Bottom Line invoice.

3. Choose the Import button.

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4. When prompted choose Yes to verify that you want to import the selected invoice(s).

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  • The following message will appear when any unlinked invoices are being imported. Choose Yes to import the unlinked invoice to the Review Unlinked Imported Invoices screen. Choose No to cancel the import.
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5. The option to import the Payee Address for the imported invoices will then be displayed.
  • Choose Yes to import the Payee Address.
  • Choose No and the Payee Address information that is stored with the Vendor in SBMS will be saved with the invoice.
  • If a vendor is not found for a station, the payee address information will be blank.
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6. If the Payee Address information was imported from the invoice files, the following message will be displayed.
  • Choose Yes to update the SBMS Vendor record with the payee info from the invoice file.
  • Choose No and the vendor information will not be updated.
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7. IF an invoice with the same Invoice Number already exists for the linked Estimate and Station, the following message will be displayed:
 
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  • Choose Append to append the invoice detail lines to the current invoice in SBMS.
  • Choose Overwrite to overwrite the invoice that already exists in SBMS.
  • Choose Cancel to stop the import of that particular invoice.

8. After the import is complete, a confirmation will be displayed to confirm the completion of the import. The message will list the files that were moved to the IMPORTED sub-folder and list the number of linked and unlinked invoices that were imported.
(Note: If all the invoices in an invoice file are imported, the file will be moved to an IMPORTED sub-folder so that the invoices will not be mistakenly selected during the next import. If only some of the invoices in a file are selected to be imported, then the file will not be moved by the program and will have to be moved or removed manually.)

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9. Check that the imported invoice(s) display in the SBMS Invoice Status screen.
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For information about Invoicing and Reconciling, review the following articles and videos:
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