Difference between revisions of "Media accounting"

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= Invoicing =
  
   
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= Media Accounting =
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Invoicing is made in Classic, 08-70-10.
  
   
  +
==Invoicing==
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{{ExpandImage|MED-EK-EN-Bild1.png}}
  
  +
All invoicing is done in Media | Invoicing, including pre-invoicing, deductions and reversals of invoices.
   
  +
{{ExpandImage|MED-ACC-EN-Bild1.png}}
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Selection is possible on insertion date, plan numbers, clients, client categories, etc.
  
  +
  +
Various selections can be made based on, for example, insertion date, plan number, client and client category. Invoicing per campaign can also be selected, if used.
   
  +
If a specific media type or client is invoiced continuously, the selection can be saved so that a new selection does not have to be made each time. The options are located behind the blue arrow.
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{| class=mandeflist
  
  +
  +
===Different selections and description===
  +
  +
{{ExpandImage|MED-ACC-EN-Bild2.png}}
  +
  +
{|class=mandeflist
 
!Current invoicing
  
!Current invoicing
−
|If blank, everything is shown regardless of the agreement's settings. If you only wish to invoice agreements with current invoicing, write Y.
 +
|Both = includes everything, regardless of whether the agreement has ‘Current invoicing’ or not. Yes = plans/orders that have ‘Current invoicing’ according to the agreement are invoiced. No = only includes agreements that do not have ‘Current invoicing’ checked.
 
|-
  
|-
  +
!Also not checked
−
!Unchecked also
  
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|Y= also not ad-checked insertions are shown, provided that plan or order number has been stated.
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|If ticked, insertions are included even if they haven’t been ad checked - if plan- or order number is entered.
 
|-
  
|-
−
!No ref number
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!No reference no.
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|N= orders with reference number will be invoiced – if the parameter on the client ”Invoice only orders with reference number” is checked.
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|If Yes, all plans and orders without reference number but the client setting states that it is mandatory, will be invoiced. If Both is selected, everything is printed out but only in a test print.
−
|}
 +
|-
  +
!Debit/credit
  +
|Blank = everything is printed out.
   
  +
Debit = Only debit invoices are printed out.
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Y= all plans/orders with blank reference number even if set to be mandatory will be invoiced.
  
   
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Credit = Only Credit invoices are printed out.
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Blank= Everything is shown but only in test print.
  
   
  +
Separately = debit – and credit records are printed on separate invoices.
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If the parameter ”Invoice only orders with reference number” in the client records is checked, this field must have Y.
 
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If you enter an erroneous combination, the system shows an error message and you cannot continue invoicing.
  
−  
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{| class=mandeflist
  
−
!Debit/credit
  
−
|0 = everything is invoiced.1 = only debit invoices. 2 = only credit invoices. S = debit- and credit invoices on separate invoices.
  
 
|-
  
|-
 
!Corrections
  
!Corrections
  +
|Insertions that are marked with Correction (x) can be invoiced peparately or be excluded:
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|Marked invoices (x) can be invoiced separately. J = include corrections N = do not include corrections S = invoice ordinary and corrections an separate invoices
  
  +
Not corrected + external corrections
−
|-
  
−
!Force one inv/client
  
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|Y= overrules client'minimum billable amount.
  
−
|}
  
   
  +
External corrections
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If there is something that you want to write on the invoices , use General invoice text. Text that shall remain for a longer period shall be written in 08-70-11.
  
   
  +
Not corrected
−
== Credit/Reverse an invoice ==
  
   
  +
Not corrected + external corrections separately
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If a whole invoice is erroneous, you can credit it in Classic 08-70-12.
  
   
  +
Internal corrections
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{{ExpandImage|MED-EK-EN-Bild2.png}}
  
  +
|-
−  
  +
!Force one invoice…
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{| class=mandeflist
  
  +
|If selected, the minimum amount for invoice in the client setting will be overruled and an invoice will be printed anyway
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!Block insertions
  
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|All insertions will be blocked from invoicing when the invoice is credited. N= the insertions become definite and can be corrected and re-invoiced.
  
 
|-
  
|-
  +
!Invoice text
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!Mail clients with …
  
  +
|Possibility to write an invoice text at every invoicing.
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|Obsolete function. Use Invoice distribution in Accounting: Invoice distribution.
  
 
|}
  
|}
   
  +
 
−
== Credit/Reverse insertions==
  
  +
== Credit an invoice ==
  +
If the entire invoice is incorrect, it can be credited under the Reversing tab. There, you can also reverse part of the invoice by entering the order number/entry.
   
  +
{{ExpandImage|MED-ACC-EN-Bild3.png}}
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Open order and insertion. Select the insertion to be credited, use the function CREDIT.
  
   
  +
{|class=mandeflist
−
{{ExpandImage|MED-EK-EN-Bild3.png}}
  
  +
!Inv.no.series
−  
  +
|It is possible to set a deviating number series for credit invoices.
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The insertion is reversed, i.e. shown as a credit insertion and marked with a correction mark. This means that you can invoice this credit separately in the current invoicing.
  
  +
|-
−  
  +
!Block ins. after rev…
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{{ExpandImage|MED-EK-EN-Bild11.png}}
  
  +
|Means that after reversal of the invoice, all its insertions are blocked for invoicing.
−  
−
{| class=mandeflist
  
−
This crediting means that the whole insertion, inclusive of possible fees and capital costs will be credited.
  
−
|
  
 
|}
  
|}
  +
 
  +
== Credit an insertion ==
  +
Orders and single insertions are credited in Media | Plans. Also, corrections are made here.
   
  +
* Open order and insertion.
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If you want to credit an insertion without including fees and capital costs, you can exclude them.
  
  +
* Select one or several insertions that shall be credited and use the Credit button.
  +
* Select type of crediting and press OK.
   
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{{ExpandImage|MED-EK-EN-Bild12.png}}
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{{ExpandImage|MED-ACC-EN-Bild4.png}}
  +
  +
The insertion will be reversed as a credit insertion and gets a correction mark. Now the credit can be separately invoiced in the current invoicing.
   
  +
* Select if you want to use the previous invoice number as a comment on the credit invoice.
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Exclude insertion fee and capital cost in the insertion, under the tab Other.
  
   
  +
{{ExpandImage|MED-ACC-EN-Bild5.png}}
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== Credit/Reverse part of allocation ==
  
   
  +
This credit means that the complete insertion including possible insertion fee and capital cost will be credited. To credit an insertion without including insertion fee and capital cost, they can be excluded. Exclude insertion fee in the Other tab on the insertion.
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{| class=mandeflist
  
−
!Example:
  
−
|
  
−
|}
  
   
  +
{{ExpandImage|MED-ACC-EN-Bild6.png}}
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The client SAS Norway shall be credited and instead SAS Sweden shall be debited.
  
  +
  +
Exclude capital cost on the insertion.
   
  +
{{ExpandImage|MED-ACC-EN-Bild7.png}}
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1. Open the order and select the insertion that shall be corrected. Use CREDIT ALLOCATION.
  
  +
  +
== Credit part of allocation ==
  +
If an allocation exists and only one of the clients shall be credited, the cost must be “moved” to another client.
   
  +
'''Example''' The client Toyota Norway shall be credited, and Toyota Sweden shall be debited instead, meaning that Toyota Sweden shall pay the entire cost.
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2. Select the invoice to be credited, press OK.
  
   
  +
{{ExpandImage|MED-ACC-EN-Bild8.png}}
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3. Select the insertion to be debited (the original insertion, not the credit).
  
  +
  +
* Open the order and select the insertion that shall be corrected, press the Credit allocation button.
  +
  +
{{ExpandImage|MED-ACC-EN-Bild9.png}}
   
  +
{{ExpandImage|MED-ACC-EN-Bild10.png}}
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4. Use DEBIT ALLOCATION.
  
  +
  +
* Select the insertion to be credited, press OK.
  +
* Open the credit row and write an invoice comment under the Correction tab.
   
  +
{{ExpandImage|MED-ACC-EN-Bild11.png}}
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5. Select the post that shall be debited again and press OK.
  
  +
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* Select the insertion to be debited (the original, not the credit).
  +
* Use Debit allocation and select the client to be debited.
   
  +
{{ExpandImage|MED-ACC-EN-Bild12.png}}
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6. Select the new debit insertion and open it. Under the tab Correction, change the client to SAS Sweden and write a possible invoice comment.
  
  +
  +
* Select the new debit insertion and open.
  +
* An invoice comment can be added in the correction tab.
   
  +
{{ExpandImage|MED-ACC-EN-Bild13.png}}
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7. Save. Two new invoices will be printed out at next invoicing. One credit invoice to SAS Norway and a new debit invoice to SAS Sweden.
  
  +
  +
* Save. Two new invoices are printed at the next invoicing. A credit to Toyota Norway and a new debit to Toyota Sweden.
   
  +
== Pre-invoicing ==
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= Reverse part of invoice =
  
  +
The list under the Pre-invoice tab shows pre-invoice status. Here you can see the invoice amount, how much has been deducted and from which amounts, and the remaining amount.
  +
The Deduction from column shows definitive orders that can be deducted from.
  +
{{ExpandImage|MED-ACC-EN-Bild14.png}}
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There are two ways to pre-invoice that are managed from the client agreement.
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'''No current pre-invoice deduction''' The client is pre-invoiced, and a controlled deduction takes place.
  +
'''Current pre-invoice deduction''' The client is pre-invoiced, and all definitive insertions are currently deducted.
   
  +
{{ExpandImage|MED-ACC-EN-Bild15.png}}
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Use program 08-70-14 to reverse part of an invoice. Write invoice number and press Enter. All insertions are shown. Press the space key to select an insertion (marked with an asterisk*) that shall be credited.
  
  +
  +
The parameter setting ”Current pre-invoice deduction per row” should be set to make sure that what is in ”Deduction from” only shall be used. This parameter is in Media | Backoffice | Base registers | Parameters | Invoicing tab.
  +
 
  +
===New pre-invoice===
  +
* Go to the Pre invoice tab.
   
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{{ExpandImage|MED-EK-EN-Bild13.png}}
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{{ExpandImage|MED-ACC-EN-Bild16.png}}
  +
  +
* Enter client and possible owner. Owner is only used for sorting and filtering in the pre-invoice list.
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* Write a description. It will be shown in the pre-invoice list.
  +
* Block current deduction means that the pre-invoice will not be deducted in the current pre-invoice deduction.
  +
* It is possible to deduct from another client, if it belongs to the same collective client.
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* Select NEW in the Pre-invoices tab.
   
  +
{{ExpandImage|MED-ACC-EN-Bild17.png}}
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{| class=mandeflist
  
  +
−
!''NB'!
  
  +
* Fill in text and amount. Select if the pre-invoice shall be subject to VAT or not. The invoice cannot have mixed rows with VAT and VAT-free.
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|'These credits are''''visible only in Classic'.'''''
  
  +
* If you know from which plan/order the pre-invoice shall be deducted, you can fill in that in the Deduction from tab.
−
|}
  
  +
* Deduct all is selected as default but you can remove it an enter plan, order or other to be deducted from.
   
  +
{{ExpandImage|MED-ACC-EN-Bild18.png}}
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= Pre-invoicing =
  
  +
  +
* Save and print the invoice in the Pre-invoice tab.
  +
  +
=== Pre-invoice deduction ===
  +
'''Current pre-invoicing''' is deducted in the Invoicing tab.
   
  +
'''No current pre-invoicing''', i.e. a controlled deduction is done in the Pre-invoice deduction tab. Enter the pre-invoice number to be deducted here. Any surplus/deficit will be invoiced in the form of a debit or credit invoice, and the pre-invoiced will be cleared.
−
There are two ways of pre-invoicing:
  
   
  +
'''Keep in mind''' When invoicing clients with agreements that states ”Current pre-invoice deduction”, the system takes the oldest pre-invoice and begins with it. If nothing meets the condition set for the pre-invoice, deduction continues with the next pre-invoice and continues until as much as possible can be deducted.
−
* The client is pre-invoiced, later a deduction (settlement) is made.
  
   
  +
You should therefore link a pre-invoice to a plan/order if you want to be sure that only that plan/those orders are included in the deduction.
−
# Release a pre-invoice in Classic 08-70-20. State client, invoice date, due date and then select 3 3=Change settl agnst. State the same client code and make possible restrictions of records to settle with help of plan- and order numbers. Note, that you cannot make a settlement to another client.
  
  +
 
  +
== Invoice project together with a media invoice ==
  +
To be able to print a project invoice together with a media invoice, parameter settings must be made in Media | Backoffice | Base registers | Parameters | Invoicing.
   
  +
{{ExpandImage|MED-ACC-EN-Bild19.png}}
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# Register pre-invoice text and amount in 08-70-21.
  
  +
  +
* Create an invoice in Project | Invoicing and connect the invoice to the media plan in the Parameters tab.
  +
* The invoicing is done in media invoicing.
  +
'''NB!''' The media invoice print template must be updated so that it fetches information from the project accounting.
   
  +
 
−
# Print out the pre-invoice in 08-70-23.
  
  +
== Reconcile media discrepancies/Discrepancy handling==
  +
Reconciliation and booking away discrepancies are made in Media | Reconciliation.
  +
You can select on reconciliation codes, owner, client, date among other things. Your choices can be saved as default or as a selection, so that you don’t need to change each time you want to print the list.
   
  +
{{ExpandImage|MED-ACC-EN-Bild20.png}}
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# The settlement is then made in 08-70-24. Write the pre-invoice number that shall be deducted. If there is discrepancies, those are invoiced as debit- or credit invoices and the pre-invoice wil be settled.
  
  +
  +
'''Discr. net/Discr. Net-Net'''
   
  +
This specifies how large the discrepancies should be to be displayed in the list.
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* The client is pre-invoiced and the deduction is made currently as ads has been inserted and checked.
  
  +
1–999 999 999 in Discr.Net-Net is specified to avoid seeing all entries without a discrepancy or that are already booked away.
  +
0–999 999 999 in Diff Net-Net is specified to see all booked away discrepancies.
   
  +
{{ExpandImage|MED-ACC-EN-Bild21.png}}
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# Select Y on “Current pre-invoice deduction” on the agreement.
  
   
  +
When reconciling with the media settlement account, only the accounting date is entered, nothing else. The Net-Net amount is reconciled with the media settlement account in, for example, Accounting | Queries, Accounts tab or the Account specification in Accounting | Reports, General Ledger tab.
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# Release a pre-invoice in 08-70-20. Select client, invoice date and due date.
  
  +
{{ExpandImage|MED-ACC-EN-Bild22.png}}
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Select function 3= Change settle agnst. Write the same client code, make possible restrictions and enter period and/or plan- or order number. Note, that a pre-invoice cannot be deducted from another client.
  
  +
{{ExpandImage|MED-ACC-EN-Bild23.png}}
−  
  +
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# Write pre-invoice text and amount in 08-70-21.
  
  +
Set up the columns so that the relevant information is visible. The columns are selected using the list button on the far right of the header row.
−  
  +
{|class=mandeflist
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# Print the pre-invoice in 08-70-23.
  
  +
!Open
−  
  +
|Open the order for deepening.
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# When invoicing in 08-70-10, pre-invoiced will be automatically deducted.
  
  +
|-
−
The part that possibly not is deducted will be saved for the next time that something concerning the pre-invoice shall be invoiced.
  
  +
!Create correction
−  
  +
|Creates a new insertion of the selected insertion’s Net-Net discrepancy – negative or positive depending on the discrepancy. The new insertion can then be sent as an invoice to the client.
−
{| class=mandeflist
  
−
!Keep in mind:
  
−
|
  
−
|}
  
−  
−
When invoicing clients in 08-70-10, who have “Current pre-invoicing” in their agreements, the system always starts with the oldest pre-invoice. If nothing matches the terms of it, it goes to the second pre-invoice.
  
−  
−
A problem that can occur is if you have general pre-invoices (not pointing at any specific plan or order) and pre-invoices connected to certain plans. Regarding the general accounts, the system deducts from everything possible, regardless if the pre-invoice is connected to a plan or not.
  
−  
−
Use the list in 08-70-26 to see the actual deductions/settlements status.
  
−
Select Y on Details.
  
−  
−
= Reconciliation of discrepancies/ Discrepancies =
  
−  
−
Book away discrepancies in Media: Reconciliation.
  
−  
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Make a selection in the screen with reconciliation code, owner, client, date, etc. You can save your selection for coming uses.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild4.png}}
  
−  
−
{| class=mandeflist
  
−
!Discr Net /Discr Net-net
  
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|State how big discrepancies you wish to see in the list. If you don&apos;t want to see all insertions, write at least 1-999 999 999 in Discr. Net- net. The setting is that both fields should have 0-999 999 999.
  
−
|}
  
−  
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The amount in the list showing Discr Net-net is reconciled with the media deduction account.
  
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Select only “to booking date” if you want to reconcile with the deduction account.
  
−  
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Adjust the columns such that you see the information that is relevant for you. Select columns with the '''&gt;'''
  
−
symbol furthest to the right in the heading row.
  
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−
{{ExpandImage|MED-EK-EN-Bild14.png}}
  
−  
−
Open
  
−  
−
{| class=mandeflist
  
−
!Create corrections
  
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|Creates a new insertion of the selectedinsertion&apos;s net-net discrepancy, depending on the discrepancy either a negative or a positive one. The new insertion can later be invoiced to client.
  
 
|-
  
|-
 
!Book away
  
!Book away
−
|''''''See below.
 +
|See chapter below
 
|-
  
|-
−
!Reconciling code
 +
!Reconciliation code/Comment
  +
|Possibility to change reconciliation code or add a comment on the insertion.
−
|Changeable.
  
 
|-
  
|-
  +
!Change order no/insertion date
−
!Reconciling comment
  
  +
|A registered media invoice can be moved to a new insertion. Read more in the chapter below
−
|Possibility to add or edit comments.
  
 
|-
  
|-
−
!Change order number/ins. date
 +
!Change owner/client
  +
|For changing plan owner or client. A parameter setting is required for change of client on an invoiced insertion.
−
|Possibility to move the media invoice of the insertion to another insertion. See further description below.
  
  +
|-
  +
!Show media invoices
  +
|Shows invoice copy as PDF, if the invoice has been scanned.
 
|-
  
|-
  +
!Claim
−
!Change owner/client
  
  +
|If the invoice is erroneous, it can here be sent as a reclamation to the supplier.
−
|Change owner or client, if the parameter has been set to allow it.
  
−
|-
  
−
!Show invoice
  
−
|Shows an invoice copy as PDF.
  
−
|-
  
−
!Printout
  
−
|Prints the reconciling list. Requires a special print template.
  
 
|}
  
|}
  +
 
   
−
== Bok away discrepancies ==
 +
== Book away discrepancies ==
  +
* Select one or several rows and press Book away.
  +
* Enter accounting date. It is also possible to book away a part by changing the amount and also change to optional account.
   
  +
{{ExpandImage|MED-ACC-EN-Bild24.png}}
−
Select one or several rows and click on BOOK AWAY.
  
   
  +
== Move media invoice to another order or insertion date==
−
{{ExpandImage|MED-EK-EN-Bild15.png}}
  
  +
* Use the function Change order number/insertion date for moving an erroneously registered media invoice. Select the order and press the button.
  +
* Select the media invoice and enter order number the insertion date into which the invoice shall be moved. It is possible to move it to an existing order number/insertion date.
  +
* If only a part of the invoice shall be moved, enter amount.
   
  +
{{ExpandImage|MED-ACC-EN-Bild25.png}}
−
{| class=mandeflist
  
−
!''Note, that you cannot undo this action!
  
−
|''
  
−
|}
  
   
  +
−
Update the book-away to G/L in Classic 08-80-22.
  
  +
== Agency settlement==
  +
For clients whose agreements stipulate that the advertising agency is to receive a share of commissions, fees and charges, Agency is added to the client in order to create an agency settlement. When the agency settlement is printed, a supplier invoice is created and added to the corresponding supplier in the Purchase ledger, which is then paid.
   
  +
Set up agency in Media | Backoffice | Base registers | Agencies
−
The voucher is booked directly on the accounts stated in the media parameters under the Reconciliation tab.
  
   
  +
Enter the agency on the client in Media | Backoffice | Base registers | Client, Parameters 1 tab.
−
== Move media invoice to another order or insertion date. ==
  
   
  +
On the client agreement in Media | Backoffice | Base registers | Agreements, you state how big part/percentage of insertion fee, agency commission and capital cost that shall be forwarded to the agency.
−
Use the function CHANGE ORDER NUMBER/INSERTION DATE to move an invoice that was incorrectly registered.
  
   
  +
* Media | Backoffice | Agency settlement for printing out invoice and agency settlement specification.
−
Select order and click on the function.
  
  +
* Select agency and accounting date or another selection. You can have different selections for different purposes, e.g. if only a certain media shall be settled on a plan.
   
  +
{{ExpandImage|MED-ACC-EN-Bild26.png}}
−
Fetch the media invoice (from the search box) and enter order number + insertion date of the media invoice&apos;s destination.
  
   
  +
{|class=mandeflist
−
If only a part of the invoice shall be moved, write amount.
  
−  
−
= Agency settlement =
  
−  
−
Some clients have an agreement that the advertising agency shall have part of commissions and fees. This is done by making an agency settlement and send it to the advertising agency.
  
−
When you print out the settlement, a supplier&apos;s invoice is created in the purchase ledger and will be paid out to the agency.
  
−  
−
- Enter the agency in System: Base registers/MED/Clients/Agencies.
  
−  
−
- Then state the agency in the client record in System: Base registers/MED/Clients/Clients, tab Parameters 1.
  
−  
−
- In the agreement in System: Base registers/MED/Clients/Agreements, set percentages of insertion fees, agency commissions and capital costs to be forwarded to the agency.
  
−  
−
- Print the invoice and the agency settlement in 08-71-10.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild16.png}}
  
−  
−
Select client and accounting date, or another selection if you for example want to deduct only one certain media on a plan.
  
−  
−
{| class=mandeflist
  
 
!Paid invoices
  
!Paid invoices
−
|Y = Settles only paid client invoices.
 +
|Creates settlement only for paid client invoices.
 
|-
  
|-
−
!Already updated
 +
!Already updated
−
|Y= Possibility to reprint specification.
 +
|Possibility to reprint the specification.
−
|}
  
−  
−
You can edit amounts that has yet not been settled in '''08-71-20.'''Select agency and press Enter. Press the F1 -key to edit.
  
−
This corrects the booking of the client invoice.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild17.png}}
  
−  
−
= Invoice projects together with the media invoice in 08-70-10. =
  
−  
−
Check the parameter Include invoices made in PRO in System: Base registers/Parameters, tab Invoicing
  
−  
−
{{ExpandImage|MED-EK-EN-Bild10.png}}
  
−  
−
The media invoice template must be updated such that it fetches information from the Project accounting.
  
−  
−
Create an invoice as normally in Project: Adjusting/invoicing and connect it to the media plan in the tab Parameters.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild18.png}}
  
−  
−
The invoice is printed out in Classic 08-70-10. The bottom part of the invoice shows the project.
  
−  
−
= Enter media invoices =
  
−  
−
Register incoming media invoices in Media: Enter media invoices.
  
−  
−
Search by order number and/or media, supplier, client or insertion date.
  
−  
−
If the media is connected to a supplier in the base registers, it will be fetched from there. If not, fill in supplier info in the Registration part.
  
−  
−
If the media has another currency, all amounts shall be entered in it.
  
−  
−
You can write the invoice number here or when saving the invoice.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild5.png}}
  
−  
−
= =
  
−  
−
All matching insertions are shown. Select columns wih the &gt; sign furthermost to the right in the heading bar.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild6.png}}
  
−  
−
If there is discrepancy between insertion and invoice, you can correct it directly on the insertion. Select insertion, open it and write invoice amount in the column This invoice.
  
−  
−
{{ExpandImage|MED-EK-EN-Bild7.png}}
  
−  
−
In the fields to the left you can add a discount – or surcharge code. The fields will then be open for you to enter amounts.
  
−  
−
If you want to send a reclamation (claim) of an erroneous invoice, use the function SAVE AND CLAIM.
  
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−
The orders will be marked with an X when they are corrected and saved. You can mark an order as correct directly, if you can see that it is OK.
  
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All marked orders will be included in the invoice.
  
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If the invoice is OK, save it.
  
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{{ExpandImage|MED-EK-EN-Bild8.png}}
  
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{| class=mandeflist
  
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!Cancel
  
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|Return to previous view
  
 
|-
  
|-
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!Reprint
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!Save
  
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|All agency settlements can be reprinted.
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|Select invoice number and accounting date in order to save the invoice. The voucher number will be given after saving.
  
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|-
  
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!Create order
  
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|If an order not is entered but you still want to include it in the invoice, click on CREATE ORDER and select an insertion date.
  
 
|}
  
|}
   
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[[Category:MED-ACC-EN]]
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This order gets a temporary order number (900000-series) when the invoice is saved. It can thereafter be changed to a real order number in Reconciliation of media invoices with the function CHANGE ORDER NUMBER/INSERTION DATE.
  
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[[Category:Media]]
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[[Category:Manuals]]
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{| class=mandeflist
  
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!Insert order
  
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|If you cannot find an order or the order hasn&apos;t been included in the selection, you can insert it to the invoice. Click INSERT ORDER and write order number and insertion date, then click OK.
  
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|-
  
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!Find order
  
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|Search order with order number.
  
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|-
  
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!Save as pending
  
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|You can suspend the registration of an invoice that you have started with.
  
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|}
  
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When you want to continue, click Pending invoices instead of Search and select the invoice from the list shown.
  
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{| class=mandeflist
  
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!Claim
  
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|You can send a claim (reclamation) directly from the program after your correction.
  
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|}
  
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{{ExpandImage|MED-EK-EN-Bild9.png}}
  
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If you have a text that shall be shown automatically, you can write it (or several texts for different types of claims) in System: Base registers/Parameters, tab Claims. Use IMPORT TEXT and select from the list.
  
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Before sending the claim you can check it with the function SHOW. Use SEND to email/fax the claim to the supplier.
  
   
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[[Category:MED-EK-EN]]
  
 
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Latest revision as of 10:32, 23 January 2026


Media Accounting

Invoicing

All invoicing is done in Media | Invoicing, including pre-invoicing, deductions and reversals of invoices.

Various selections can be made based on, for example, insertion date, plan number, client and client category. Invoicing per campaign can also be selected, if used.

If a specific media type or client is invoiced continuously, the selection can be saved so that a new selection does not have to be made each time. The options are located behind the blue arrow.

Different selections and description

Current invoicing Both = includes everything, regardless of whether the agreement has ‘Current invoicing’ or not. Yes = plans/orders that have ‘Current invoicing’ according to the agreement are invoiced. No = only includes agreements that do not have ‘Current invoicing’ checked.
Also not checked If ticked, insertions are included even if they haven’t been ad checked - if plan- or order number is entered.
No reference no. If Yes, all plans and orders without reference number but the client setting states that it is mandatory, will be invoiced. If Both is selected, everything is printed out but only in a test print.
Debit/credit Blank = everything is printed out.

Debit = Only debit invoices are printed out.

Credit = Only Credit invoices are printed out.

Separately = debit – and credit records are printed on separate invoices.

Corrections Insertions that are marked with Correction (x) can be invoiced peparately or be excluded:

Not corrected + external corrections

External corrections

Not corrected

Not corrected + external corrections separately

Internal corrections

Force one invoice… If selected, the minimum amount for invoice in the client setting will be overruled and an invoice will be printed anyway
Invoice text Possibility to write an invoice text at every invoicing.

 

Credit an invoice

If the entire invoice is incorrect, it can be credited under the Reversing tab. There, you can also reverse part of the invoice by entering the order number/entry.

Inv.no.series It is possible to set a deviating number series for credit invoices.
Block ins. after rev… Means that after reversal of the invoice, all its insertions are blocked for invoicing.

 

Credit an insertion

Orders and single insertions are credited in Media | Plans. Also, corrections are made here.

  • Open order and insertion.
  • Select one or several insertions that shall be credited and use the Credit button.
  • Select type of crediting and press OK.

The insertion will be reversed as a credit insertion and gets a correction mark. Now the credit can be separately invoiced in the current invoicing.

  • Select if you want to use the previous invoice number as a comment on the credit invoice.

This credit means that the complete insertion including possible insertion fee and capital cost will be credited. To credit an insertion without including insertion fee and capital cost, they can be excluded. Exclude insertion fee in the Other tab on the insertion.

File:MED-ACC-EN-Bild6.png

Exclude capital cost on the insertion.

File:MED-ACC-EN-Bild7.png

Credit part of allocation

If an allocation exists and only one of the clients shall be credited, the cost must be “moved” to another client.

Example The client Toyota Norway shall be credited, and Toyota Sweden shall be debited instead, meaning that Toyota Sweden shall pay the entire cost.

File:MED-ACC-EN-Bild8.png

  • Open the order and select the insertion that shall be corrected, press the Credit allocation button.

File:MED-ACC-EN-Bild9.png

File:MED-ACC-EN-Bild10.png

  • Select the insertion to be credited, press OK.
  • Open the credit row and write an invoice comment under the Correction tab.

File:MED-ACC-EN-Bild11.png

  • Select the insertion to be debited (the original, not the credit).
  • Use Debit allocation and select the client to be debited.

File:MED-ACC-EN-Bild12.png

  • Select the new debit insertion and open.
  • An invoice comment can be added in the correction tab.

File:MED-ACC-EN-Bild13.png

  • Save. Two new invoices are printed at the next invoicing. A credit to Toyota Norway and a new debit to Toyota Sweden.

Pre-invoicing

The list under the Pre-invoice tab shows pre-invoice status. Here you can see the invoice amount, how much has been deducted and from which amounts, and the remaining amount. The Deduction from column shows definitive orders that can be deducted from. File:MED-ACC-EN-Bild14.png

There are two ways to pre-invoice that are managed from the client agreement. No current pre-invoice deduction The client is pre-invoiced, and a controlled deduction takes place. Current pre-invoice deduction The client is pre-invoiced, and all definitive insertions are currently deducted.

File:MED-ACC-EN-Bild15.png

The parameter setting ”Current pre-invoice deduction per row” should be set to make sure that what is in ”Deduction from” only shall be used. This parameter is in Media | Backoffice | Base registers | Parameters | Invoicing tab.  

New pre-invoice

  • Go to the Pre invoice tab.

File:MED-ACC-EN-Bild16.png

  • Enter client and possible owner. Owner is only used for sorting and filtering in the pre-invoice list.
  • Write a description. It will be shown in the pre-invoice list.
  • Block current deduction means that the pre-invoice will not be deducted in the current pre-invoice deduction.
  • It is possible to deduct from another client, if it belongs to the same collective client.
  • Select NEW in the Pre-invoices tab.

File:MED-ACC-EN-Bild17.png

  • Fill in text and amount. Select if the pre-invoice shall be subject to VAT or not. The invoice cannot have mixed rows with VAT and VAT-free.
  • If you know from which plan/order the pre-invoice shall be deducted, you can fill in that in the Deduction from tab.
  • Deduct all is selected as default but you can remove it an enter plan, order or other to be deducted from.

File:MED-ACC-EN-Bild18.png

  • Save and print the invoice in the Pre-invoice tab.

Pre-invoice deduction

Current pre-invoicing is deducted in the Invoicing tab.

No current pre-invoicing, i.e. a controlled deduction is done in the Pre-invoice deduction tab. Enter the pre-invoice number to be deducted here. Any surplus/deficit will be invoiced in the form of a debit or credit invoice, and the pre-invoiced will be cleared.

Keep in mind When invoicing clients with agreements that states ”Current pre-invoice deduction”, the system takes the oldest pre-invoice and begins with it. If nothing meets the condition set for the pre-invoice, deduction continues with the next pre-invoice and continues until as much as possible can be deducted.

You should therefore link a pre-invoice to a plan/order if you want to be sure that only that plan/those orders are included in the deduction.  

Invoice project together with a media invoice

To be able to print a project invoice together with a media invoice, parameter settings must be made in Media | Backoffice | Base registers | Parameters | Invoicing.

File:MED-ACC-EN-Bild19.png

  • Create an invoice in Project | Invoicing and connect the invoice to the media plan in the Parameters tab.
  • The invoicing is done in media invoicing.

NB! The media invoice print template must be updated so that it fetches information from the project accounting.

 

Reconcile media discrepancies/Discrepancy handling

Reconciliation and booking away discrepancies are made in Media | Reconciliation. You can select on reconciliation codes, owner, client, date among other things. Your choices can be saved as default or as a selection, so that you don’t need to change each time you want to print the list.

File:MED-ACC-EN-Bild20.png

Discr. net/Discr. Net-Net

This specifies how large the discrepancies should be to be displayed in the list. 1–999 999 999 in Discr.Net-Net is specified to avoid seeing all entries without a discrepancy or that are already booked away. 0–999 999 999 in Diff Net-Net is specified to see all booked away discrepancies.

File:MED-ACC-EN-Bild21.png

When reconciling with the media settlement account, only the accounting date is entered, nothing else. The Net-Net amount is reconciled with the media settlement account in, for example, Accounting | Queries, Accounts tab or the Account specification in Accounting | Reports, General Ledger tab. File:MED-ACC-EN-Bild22.png File:MED-ACC-EN-Bild23.png

Set up the columns so that the relevant information is visible. The columns are selected using the list button on the far right of the header row.

Open Open the order for deepening.
Create correction Creates a new insertion of the selected insertion’s Net-Net discrepancy – negative or positive depending on the discrepancy. The new insertion can then be sent as an invoice to the client.
Book away See chapter below
Reconciliation code/Comment Possibility to change reconciliation code or add a comment on the insertion.
Change order no/insertion date A registered media invoice can be moved to a new insertion. Read more in the chapter below
Change owner/client For changing plan owner or client. A parameter setting is required for change of client on an invoiced insertion.
Show media invoices Shows invoice copy as PDF, if the invoice has been scanned.
Claim If the invoice is erroneous, it can here be sent as a reclamation to the supplier.

 

Book away discrepancies

  • Select one or several rows and press Book away.
  • Enter accounting date. It is also possible to book away a part by changing the amount and also change to optional account.

File:MED-ACC-EN-Bild24.png

Move media invoice to another order or insertion date

  • Use the function Change order number/insertion date for moving an erroneously registered media invoice. Select the order and press the button.
  • Select the media invoice and enter order number the insertion date into which the invoice shall be moved. It is possible to move it to an existing order number/insertion date.
  • If only a part of the invoice shall be moved, enter amount.

File:MED-ACC-EN-Bild25.png


Agency settlement

For clients whose agreements stipulate that the advertising agency is to receive a share of commissions, fees and charges, Agency is added to the client in order to create an agency settlement. When the agency settlement is printed, a supplier invoice is created and added to the corresponding supplier in the Purchase ledger, which is then paid.

Set up agency in Media | Backoffice | Base registers | Agencies

Enter the agency on the client in Media | Backoffice | Base registers | Client, Parameters 1 tab.

On the client agreement in Media | Backoffice | Base registers | Agreements, you state how big part/percentage of insertion fee, agency commission and capital cost that shall be forwarded to the agency.

  • Media | Backoffice | Agency settlement for printing out invoice and agency settlement specification.
  • Select agency and accounting date or another selection. You can have different selections for different purposes, e.g. if only a certain media shall be settled on a plan.

File:MED-ACC-EN-Bild26.png

Paid invoices Creates settlement only for paid client invoices.
Already updated Possibility to reprint the specification.
Reprint All agency settlements can be reprinted.
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