Difference between revisions of "Media accounting"
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+ | <htmltag tagname="style">p a.image{border:1px rgb(0,0,0) solid;box-sizing:content-box;}</htmltag> |
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− | __FORCETOC__ |
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− | + | All invoicing is made in MEDIA/INVOICING, also pre-invoicing and deductions. |
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− | + | You can make different selections such as insertion date, plan number, client, client category etc. If you use invoicing per campaign, it is also possible to select. |
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+ | |||
+ | <!--T:119--> |
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+ | {{ExpandImage|MED-EK-EN-Bild2.png}} |
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+ | |||
+ | <!--T:120--> |
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+ | If you invoice a certain media type or client continuously, you can save the selection for the next time. The options for saving are behind the blue arrow. |
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+ | |||
+ | <!--T:121--> |
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+ | {{ExpandImage|MED-EK-EN-Bild3.png}} |
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<!--T:5--> |
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{| class=mandeflist |
{| class=mandeflist |
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!Current invoicing |
!Current invoicing |
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− | |If blank, everything is |
+ | |If this is left blank, everything is printed out regardless if the agreement has “current invoicing” or not. If you only want to invoice plans/orders with “current invoicing” in their agreements, select Yes. |
|- |
|- |
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+ | !Also not checked |
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− | !Unchecked also |
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− | | |
+ | |If Yes, insertions will be printed out even if they haven’t been ad checked, provided that plan-/order number has been stated. |
|- |
|- |
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− | !No |
+ | !No reference number |
− | | |
+ | |If No here, all orders with reference number are invoiced, provided that the client has “invoice only orders with ref no” activated. |
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|} |
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<!--T:6--> |
<!--T:6--> |
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− | + | If Yes, all plans/orders without reference number will be invoiced, provided that the client has stated that it is mandatory. |
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+ | |||
− | |||
+ | If left blank, everything will be printed out, but only in the test print. |
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− | <!--T:7--> |
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− | Blank= Everything is shown but only in test print. |
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<!--T:8--> |
<!--T:8--> |
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+ | In the base registers’ client record there is a parameter “Invoice only invoices with reference number". When selected, the parameter must be set on Yes. If you select an erroneous combination, you will receive an error message and invoicing will not be allowed. |
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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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<!--T:9--> |
<!--T:9--> |
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{| class=mandeflist |
{| class=mandeflist |
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!Debit/credit |
!Debit/credit |
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− | | |
+ | |Blank = everything is invoiced. |
+ | Debit = Only debit invoices are printed out. |
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+ | Credit = Only credit invoices are printed out. |
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+ | Separate = debit- and credit records are invoiced in separate invoices. |
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|- |
|- |
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!Corrections |
!Corrections |
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+ | |Insertions marked with correction (x) can be invoiced separately. |
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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 |
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+ | Yes = include corrections |
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+ | No = don’t include corrections |
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+ | Separate = invoice ordinary invoicing and corrections on separate invoices |
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+ | Int = only internal corrections |
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|- |
|- |
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!Force one inv/client |
!Force one inv/client |
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+ | |If checked, the client’s minimum amount for invoicing is overruled. |
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− | |Y= overrules client'minimum billable amount. |
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|} |
|} |
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<!--T:10--> |
<!--T:10--> |
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+ | General invoice text can be written for each invoicing. |
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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. |
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== Credit/Reverse an invoice == <!--T:11--> |
== Credit/Reverse an invoice == <!--T:11--> |
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<!--T:12--> |
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− | If |
+ | If the complete invoice is wrong, you can credit it in the tab Reversing. |
<!--T:13--> |
<!--T:13--> |
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− | {{ExpandImage|MED-EK-EN- |
+ | {{ExpandImage|MED-EK-EN-Bild4.png}} |
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{| class=mandeflist |
{| class=mandeflist |
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!Block insertions |
!Block insertions |
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− | | |
+ | |Means that when an invoice is reversed, all insertions will be blocked so that they cannot be invoiced. If unchecked, the insertions become definitive and open for corrections and can then be reinvoiced. |
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|- |
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!Mail clients with … |
!Mail clients with … |
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Line 70: | Line 84: | ||
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− | Open order and insertion. Select the insertion to |
+ | Open the order and the insertion. Select the insertion you wish to credit and press the option CREDIT. |
+ | |||
+ | <!--T:122--> |
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+ | {{ExpandImage|MED-EK-EN-Bild5.png}} |
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+ | {{ExpandImage|MED-EK-EN-Bild6.png}} |
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− | <!--T:17--> |
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− | {{ExpandImage|MED-EK-EN-Bild3.png}} |
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<!--T:18--> |
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− | The insertion is |
+ | The insertion is credited, meaning it is classified as a credit insertion and marked with a correction. That means that you can choose to invoice the credit separately in the current invoicing. Choose if the earlier invoice number should be added as a comment. |
<!--T:19--> |
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− | {{ExpandImage|MED-EK-EN- |
+ | {{ExpandImage|MED-EK-EN-Bild7.png}} |
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{| class=mandeflist |
{| class=mandeflist |
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− | This |
+ | This reversal means that the whole insertion, including possible insertion fees and capital cost will be credited. |
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|} |
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<!--T:21--> |
<!--T:21--> |
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− | If you want to |
+ | If you want to reverse an insertion without including insertion fee and capital cost, you can exclude these fees. |
− | <!--T:22--> |
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− | {{ExpandImage|MED-EK-EN-Bild12.png}} |
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<!--T:23--> |
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− | Exclude insertion fee and capital cost in the |
+ | Exclude insertion fee and/or capital cost in the tab Other within the insertion. |
+ | |||
+ | <!--T:123--> |
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+ | {{ExpandImage|MED-EK-EN-Bild8.png}} |
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== Credit/Reverse part of allocation == <!--T:24--> |
== Credit/Reverse part of allocation == <!--T:24--> |
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<!--T:25--> |
<!--T:25--> |
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+ | If you have an allocation and you only wish to credit one of the clients, you are practically “moving” the cost to another client. |
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{| class=mandeflist |
{| class=mandeflist |
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!Example: |
!Example: |
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Line 105: | Line 123: | ||
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− | The client SAS |
+ | The client SAS Norge shall be credited, and the client SAS Sverige shall be debited instead, meaning the latter shall pay the whole amount. |
+ | |||
+ | <!--T:124--> |
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+ | {{ExpandImage|MED-EK-EN-Bild9.png}} |
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<!--T:27--> |
<!--T:27--> |
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+ | Proceed like this: |
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1. Open the order and select the insertion that shall be corrected. Use CREDIT ALLOCATION. |
1. Open the order and select the insertion that shall be corrected. Use CREDIT ALLOCATION. |
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+ | |||
+ | <!--T:125--> |
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+ | {{ExpandImage|MED-EK-EN-Bild10.png}} |
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<!--T:28--> |
<!--T:28--> |
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2. Select the invoice to be credited, press OK. |
2. Select the invoice to be credited, press OK. |
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+ | |||
+ | |||
+ | <!--T:126--> |
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+ | {{ExpandImage|MED-EK-EN-Bild11.png}} |
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+ | |||
+ | <!--T:127--> |
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+ | {{ExpandImage|MED-EK-EN-Bild12.png}} |
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− | 5. Select the post that shall be debited again and press OK. |
+ | 5. Select the post that shall be debited again /SAS Sverige) and press OK. |
<!--T:32--> |
<!--T:32--> |
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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. |
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. |
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+ | |||
+ | <!--T:128--> |
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+ | {{ExpandImage|MED-EK-EN-Bild13.png}} |
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<!--T:33--> |
<!--T:33--> |
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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. |
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. |
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− | == |
+ | == Pre-invoicing == <!--T:129--> |
+ | |||
<!--T:35--> |
<!--T:35--> |
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+ | The list in the Pre-invoice tab shows the status of the pre-invoices; the invoice amount, deduction amount and deducted invoices, and remining amount. Deduction from shows definitive orders that are available for deduction |
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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. |
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<!--T:36--> |
<!--T:36--> |
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− | {{ExpandImage|MED-EK-EN- |
+ | {{ExpandImage|MED-EK-EN-Bild14.png}} |
− | |||
− | <!--T:37--> |
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− | NB! These credits are visible only in Classic. |
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− | |||
− | == Pre-invoicing == <!--T:38--> |
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<!--T:39--> |
<!--T:39--> |
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− | There are two ways |
+ | There are two ways to pre-invoice based on the client agreement: |
<!--T:40--> |
<!--T:40--> |
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− | + | • The client is pre-invoiced and a controlled deduction is made. Not current pre-invoicing. |
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<!--T:41--> |
<!--T:41--> |
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+ | The client is pre-invoiced, and all definitive insertions are deducted currently. Current pre-invoice deduction. |
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− | * 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. |
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+ | |||
+ | <!--T:130--> |
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+ | {{ExpandImage|MED-EK-EN-Bild15.png}} |
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<!--T:42--> |
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− | + | New pre-invoice: |
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<!--T:43--> |
<!--T:43--> |
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+ | Make a new pre-invoice in the tab Pre-invoice Note, that it is not possible to deduct pre-invoiced from another client. |
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− | * Print out the pre-invoice in 08-70-23. |
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<!--T:44--> |
<!--T:44--> |
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+ | Enter client and possible owner (if you want to sort and search within your own in the list) |
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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. |
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+ | Block current deduction = the pre-invoiced is not deducted at the current pre-invoice deduction. |
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+ | |||
<!--T:45--> |
<!--T:45--> |
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+ | In pre-invoices, press NEW. |
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− | 2. The client is pre-invoiced and the deduction is made currently as ads has been inserted and checked. |
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+ | {{ExpandImage|MED-EK-EN-Bild16.png}} |
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<!--T:46--> |
<!--T:46--> |
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+ | 3. Enter invoice date, due date and text with amounts. Choose if the pre-invoice is taxable or not. Save and printout in the tab Pre-invoice. |
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− | * Select Y on “Current pre-invoice deduction” on the agreement. |
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+ | If you already know what plan/order the pre-invoice shall be deducted from, you can fill in that before printing out the invoice. |
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+ | |||
+ | <!--T:131--> |
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+ | {{ExpandImage|MED-EK-EN-Bild17.png}} |
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<!--T:47--> |
<!--T:47--> |
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+ | Deduction from |
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− | * Release a pre-invoice in 08-70-20. Select client, invoice date and due date.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. |
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+ | {{ExpandImage|MED-EK-EN-Bild18.png}} |
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+ | |||
+ | <!--T:132--> |
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+ | {{ExpandImage|MED-EK-EN-Bild19.png}} |
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<!--T:48--> |
<!--T:48--> |
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+ | Enter plan, order or campaign. If you select “Deduct all”, you cannot enter anything in the fields, these are default settings. |
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− | * Write pre-invoice text and amount in 08-70-21. |
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+ | {{ExpandImage|MED-EK-EN-Bild20.png}} |
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− | <!--T: |
+ | <!--T:133--> |
+ | The description field can be very useful. |
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− | * Print the pre-invoice in 08-70-23. |
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<!--T:50--> |
<!--T:50--> |
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+ | When the time for deduction comes, it is done either in Invoicing (if current deduction) or in the tab Pre-invoice deduction (if controlled deduction). Enter here the pre-invoice number that shall be deducted. Possible surpluses/deficits are invoiced as debit- or credit invoices and the pre-invoice is settled. |
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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. |
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<!--T:51--> |
<!--T:51--> |
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{| class=mandeflist |
{| class=mandeflist |
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− | ! |
+ | !To keep in mind: |
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| |
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|} |
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<!--T:52--> |
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− | When invoicing clients |
+ | When invoicing clients with agreements based on Current pre-invoice deduction, the system starts with the oldest pre-invoice. If there is nothing that matches the conditions for the pre-invoice, it goes to the next one. |
− | <!--T:53--> |
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− | 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. |
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+ | = Reconciliation of media discrepancies/ Discrepancy handling = <!--T:55--> |
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− | <!--T:54--> |
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− | Use the list in 08-70-26 to see the actual deductions/settlements status. |
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− | Select Y on Details. |
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− | |||
− | = Reconciliation of discrepancies/ Discrepancies = <!--T:55--> |
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<!--T:56--> |
<!--T:56--> |
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Book away discrepancies in Media: Reconciliation. |
Book away discrepancies in Media: Reconciliation. |
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+ | {{ExpandImage|MED-EK-EN-Bild21.png}} |
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<!--T:57--> |
<!--T:57--> |
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− | + | You can make a selection based on reconciliation codes, owner, client, date and many other fields. You can save your selection if you use it often. |
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+ | {{ExpandImage|MED-EK-EN-Bild22.png}} |
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− | |||
− | <!--T:58--> |
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− | {{ExpandImage|MED-EK-EN-Bild4.png}} |
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<!--T:59--> |
<!--T:59--> |
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{| class=mandeflist |
{| class=mandeflist |
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!Discr Net /Discr Net-net |
!Discr Net /Discr Net-net |
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− | | |
+ | |Describes how big discrepancies that shall be shown in the list.If you don’t want to see all the insertions, write 1-999 999 999 in Discr. Net-net. The setting to see booked away discrepancies is 0-999 999 999 in both fields. |
|} |
|} |
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+ | {{ExpandImage|MED-EK-EN-Bild23.png}} |
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<!--T:60--> |
<!--T:60--> |
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The amount in the list showing Discr Net-net is reconciled with the media deduction account. |
The amount in the list showing Discr Net-net is reconciled with the media deduction account. |
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− | Select only “to |
+ | Select only “to accounting date” if you want to reconcile with the deduction account, nothing else. |
+ | {{ExpandImage|MED-EK-EN-Bild24.png}} |
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+ | {{ExpandImage|MED-EK-EN-Bild25.png}} |
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<!--T:61--> |
<!--T:61--> |
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− | + | Order the column so that you can see all relevant information. Use the arrow on the right in heading row to see all column options. |
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− | symbol furthest to the right in the heading row. |
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− | <!--T:62--> |
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− | {{ExpandImage|MED-EK-EN-Bild14.png}} |
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− | |||
− | <!--T:63--> |
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− | Open |
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<!--T:64--> |
<!--T:64--> |
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{| class=mandeflist |
{| class=mandeflist |
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+ | !Open |
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+ | |Open the order to deepen into it |
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+ | |- |
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!Create corrections |
!Create corrections |
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− | |Creates a new insertion of the |
+ | |Creates a new insertion of the selected insertion's net-net discrepancy, depending on the discrepancy either a negative or a positive one. The new insertion can later be invoiced to client. |
|- |
|- |
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!Book away |
!Book away |
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Line 239: | Line 278: | ||
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|- |
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!Change order number/ins. date |
!Change order number/ins. date |
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− | | |
+ | |Here you can move the media invoice of the insertion to another insertion. See further description below. |
|- |
|- |
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!Change owner/client |
!Change owner/client |
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− | |Change owner or client |
+ | |Change owner or client. This requires a parameter setting that allows change. |
|- |
|- |
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!Show invoice |
!Show invoice |
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− | |Shows an invoice copy |
+ | |Shows an invoice copy in PDF format, if the invoice has been scanned. |
|- |
|- |
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!Printout |
!Printout |
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− | |Prints the reconciling list. Requires a special print template. |
+ | |Prints the reconciling list. Requires a special print template from Kalin Setterberg. |
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|} |
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Line 257: | Line 296: | ||
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− | {{ExpandImage|MED-EK-EN- |
+ | {{ExpandImage|MED-EK-EN-Bild26.png}} |
<!--T:68--> |
<!--T:68--> |
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+ | Enter accounting date. You can also book away only a part of the amount by changing the amount, as well as the account. |
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− | {| class=mandeflist |
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+ | {{ExpandImage|MED-EK-EN-Bild27.png}} |
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− | !''Note, that you cannot undo this action! |
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− | |'' |
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− | |} |
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− | |||
− | <!--T:69--> |
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− | Update the book-away to G/L in Classic 08-80-22. |
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− | |||
− | <!--T:70--> |
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− | The voucher is booked directly on the accounts stated in the media parameters under the Reconciliation tab. |
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= Move media invoice to another order or insertion date. = <!--T:71--> |
= Move media invoice to another order or insertion date. = <!--T:71--> |
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<!--T:72--> |
<!--T:72--> |
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+ | The function Change order number/insertion date is used for moving an invoice that has been erroneously registered. Select the order and click on the function. Enter the media invoice (searchable in the list) and the order number and insertion date, where the invoice shall be moved. It is only possible to move to an existing order and insertion date. If only a part of the invoice shall be moved, enter amount. |
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− | Use the function CHANGE ORDER NUMBER/INSERTION DATE to move an invoice that was incorrectly registered. |
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+ | {{ExpandImage|MED-EK-EN-Bild28.png}} |
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+ | {{ExpandImage|MED-EK-EN-Bild29.png}} |
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− | <!--T:73--> |
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− | Select order and click on the function. |
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− | |||
− | <!--T:74--> |
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− | Fetch the media invoice (from the search box) and enter order number + insertion date of the media invoice's destination. |
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− | |||
− | <!--T:75--> |
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− | If only a part of the invoice shall be moved, write amount. |
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= Agency settlement = <!--T:76--> |
= Agency settlement = <!--T:76--> |
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<!--T:77--> |
<!--T:77--> |
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+ | For clients, whose agreements allow a part of the commission, working fee and other fees to the advertising agency, the agency on the client is used for an agency settlement. When printing the settlement, a supplier invoice is created on the corresponding supplier in the purchase ledger. It will later be paid as a normal supplier’s invoice. |
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− | 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. |
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+ | Create agency in Base registers/MED/Agencies. |
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− | When you print out the settlement, a supplier's invoice is created in the purchase ledger and will be paid out to the agency. |
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+ | {{ExpandImage|MED-EK-EN-Bild30.png}} |
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− | |||
− | <!--T:78--> |
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− | - Enter the agency in System: Base registers/MED/Clients/Agencies. |
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<!--T:79--> |
<!--T:79--> |
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− | + | In the client record in Base registers/MED/Clients, enter the agency in the tab Parameters 1. |
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<!--T:80--> |
<!--T:80--> |
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− | + | On the client agreement in Base registers/MED/Agreements, state how big part/how many percent units of insertion fee, agency commission and capital cost you want to pass on to the advertising agency. |
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+ | The invoice and the agency settlement document are printed out under Agency settlement |
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− | |||
− | <!--T:81--> |
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− | - Print the invoice and the agency settlement in 08-71-10. |
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<!--T:82--> |
<!--T:82--> |
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− | {{ExpandImage|MED-EK-EN- |
+ | {{ExpandImage|MED-EK-EN-Bild31.png}} |
+ | {{ExpandImage|MED-EK-EN-Bild32.png}} |
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+ | |||
<!--T:83--> |
<!--T:83--> |
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− | Select |
+ | Select agency and accounting date or other selection. You can make different selections if for example a certain media only shall be settled against a certain plan. |
<!--T:84--> |
<!--T:84--> |
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{| class=mandeflist |
{| class=mandeflist |
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!Paid invoices |
!Paid invoices |
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− | | |
+ | |If selected, only paid client invoices are taken into the settlement |
|- |
|- |
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!Already updated |
!Already updated |
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− | | |
+ | |If selected, it is possible to reprint the specification |
+ | |- |
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+ | !Reprint |
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+ | |All agency settlements can be reprinted. |
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|} |
|} |
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+ | = Invoice projects together with the media invoice = <!--T:87--> |
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− | <!--T:85--> |
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− | 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. |
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− | This corrects the booking of the client invoice. |
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− | |||
− | <!--T:86--> |
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− | {{ExpandImage|MED-EK-EN-Bild17.png}} |
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− | |||
− | = Invoice projects together with the media invoice in 08-70-10. = <!--T:87--> |
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<!--T:88--> |
<!--T:88--> |
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+ | If you want to invoice project invoices together with media invoices, you have to activate a parameter in Media/Parameters/invoicing. The invoicing is made in the media invoicing part and in the project invoicing part you state on the invoice, which plan the invoice concerns. Create an invoice as normally in Adjusting/Invoicing and connect it to a plan in the tab Parameters. |
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− | Check the parameter Include invoices made in PRO in System: Base registers/Parameters, tab Invoicing |
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− | |||
− | <!--T:89--> |
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− | {{ExpandImage|MED-EK-EN-Bild10.png}} |
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<!--T:90--> |
<!--T:90--> |
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The media invoice template must be updated such that it fetches information from the Project accounting. |
The media invoice template must be updated such that it fetches information from the Project accounting. |
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− | |||
− | <!--T:91--> |
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− | Create an invoice as normally in Project: Adjusting/invoicing and connect it to the media plan in the tab Parameters. |
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− | |||
− | <!--T:92--> |
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− | {{ExpandImage|MED-EK-EN-Bild18.png}} |
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− | |||
− | <!--T:93--> |
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− | The invoice is printed out in Classic 08-70-10. The bottom part of the invoice shows the project. |
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− | = Enter media invoices = <!--T:94--> |
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− | Register incoming media invoices in Media: Enter media invoices. |
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− | Search by order number and/or media, supplier, client or insertion date. |
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− | 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. |
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− | If the media has another currency, all amounts shall be entered in it. |
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− | You can write the invoice number here or when saving the invoice. |
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− | {{ExpandImage|MED-EK-EN-Bild5.png}} |
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− | All matching insertions are shown. Select columns wih the > sign furthermost to the right in the heading bar. |
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− | {{ExpandImage|MED-EK-EN-Bild6.png}} |
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− | 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. |
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− | {{ExpandImage|MED-EK-EN-Bild7.png}} |
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− | 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. |
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− | 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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− | !Save |
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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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− | !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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− | |} |
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− | <!--T:111--> |
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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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− | {| class=mandeflist |
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− | !Insert order |
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− | |If you cannot find an order or the order hasn'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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− | !Find order |
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− | |Search order with order number. |
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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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− | <!--T:114--> |
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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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− | 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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− | <!--T:117--> |
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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]] [[Category:Manuals]] [[Category: |
+ | [[Category:MED-EK-EN]] [[Category:Manuals]] [[Category:Media]] |
</translate> |
</translate> |
Latest revision as of 15:00, 11 June 2020
Contents
Invoicing
All invoicing is made in MEDIA/INVOICING, also pre-invoicing and deductions.
You can make different selections such as insertion date, plan number, client, client category etc. If you use invoicing per campaign, it is also possible to select.
If you invoice a certain media type or client continuously, you can save the selection for the next time. The options for saving are behind the blue arrow.
Current invoicing | If this is left blank, everything is printed out regardless if the agreement has “current invoicing” or not. If you only want to invoice plans/orders with “current invoicing” in their agreements, select Yes. |
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Also not checked | If Yes, insertions will be printed out even if they haven’t been ad checked, provided that plan-/order number has been stated. |
No reference number | If No here, all orders with reference number are invoiced, provided that the client has “invoice only orders with ref no” activated. |
If Yes, all plans/orders without reference number will be invoiced, provided that the client has stated that it is mandatory.
If left blank, everything will be printed out, but only in the test print.
In the base registers’ client record there is a parameter “Invoice only invoices with reference number". When selected, the parameter must be set on Yes. If you select an erroneous combination, you will receive an error message and invoicing will not be allowed.
Debit/credit | Blank = everything is invoiced.
Debit = Only debit invoices are printed out. Credit = Only credit invoices are printed out. Separate = debit- and credit records are invoiced in separate invoices. |
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Corrections | Insertions marked with correction (x) can be invoiced separately.
Yes = include corrections No = don’t include corrections Separate = invoice ordinary invoicing and corrections on separate invoices Int = only internal corrections |
Force one inv/client | If checked, the client’s minimum amount for invoicing is overruled. |
General invoice text can be written for each invoicing.
Credit/Reverse an invoice
If the complete invoice is wrong, you can credit it in the tab Reversing.
Block insertions | Means that when an invoice is reversed, all insertions will be blocked so that they cannot be invoiced. If unchecked, the insertions become definitive and open for corrections and can then be reinvoiced. |
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Mail clients with … | Obsolete function. Use Invoice distribution in Accounting: Invoice distribution. |
Credit/Reverse insertions
Open the order and the insertion. Select the insertion you wish to credit and press the option CREDIT.
The insertion is credited, meaning it is classified as a credit insertion and marked with a correction. That means that you can choose to invoice the credit separately in the current invoicing. Choose if the earlier invoice number should be added as a comment.
If you want to reverse an insertion without including insertion fee and capital cost, you can exclude these fees.
Exclude insertion fee and/or capital cost in the tab Other within the insertion.
Credit/Reverse part of allocation
If you have an allocation and you only wish to credit one of the clients, you are practically “moving” the cost to another client.
Example: |
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The client SAS Norge shall be credited, and the client SAS Sverige shall be debited instead, meaning the latter shall pay the whole amount.
Proceed like this: 1. Open the order and select the insertion that shall be corrected. Use CREDIT ALLOCATION.
2. Select the invoice to be credited, press OK.
3. Select the insertion to be debited (the original insertion, not the credit).
4. Use DEBIT ALLOCATION.
5. Select the post that shall be debited again /SAS Sverige) and press OK.
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.
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.
Pre-invoicing
The list in the Pre-invoice tab shows the status of the pre-invoices; the invoice amount, deduction amount and deducted invoices, and remining amount. Deduction from shows definitive orders that are available for deduction
There are two ways to pre-invoice based on the client agreement:
• The client is pre-invoiced and a controlled deduction is made. Not current pre-invoicing.
The client is pre-invoiced, and all definitive insertions are deducted currently. Current pre-invoice deduction.
New pre-invoice:
Make a new pre-invoice in the tab Pre-invoice Note, that it is not possible to deduct pre-invoiced from another client.
Enter client and possible owner (if you want to sort and search within your own in the list)
Block current deduction = the pre-invoiced is not deducted at the current pre-invoice deduction.
3. Enter invoice date, due date and text with amounts. Choose if the pre-invoice is taxable or not. Save and printout in the tab Pre-invoice. If you already know what plan/order the pre-invoice shall be deducted from, you can fill in that before printing out the invoice.
Enter plan, order or campaign. If you select “Deduct all”, you cannot enter anything in the fields, these are default settings.
The description field can be very useful.
When the time for deduction comes, it is done either in Invoicing (if current deduction) or in the tab Pre-invoice deduction (if controlled deduction). Enter here the pre-invoice number that shall be deducted. Possible surpluses/deficits are invoiced as debit- or credit invoices and the pre-invoice is settled.
To keep in mind: |
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When invoicing clients with agreements based on Current pre-invoice deduction, the system starts with the oldest pre-invoice. If there is nothing that matches the conditions for the pre-invoice, it goes to the next one.
Reconciliation of media discrepancies/ Discrepancy handling
Book away discrepancies in Media: Reconciliation.
You can make a selection based on reconciliation codes, owner, client, date and many other fields. You can save your selection if you use it often.
Discr Net /Discr Net-net | Describes how big discrepancies that shall be shown in the list.If you don’t want to see all the insertions, write 1-999 999 999 in Discr. Net-net. The setting to see booked away discrepancies is 0-999 999 999 in both fields. |
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The amount in the list showing Discr Net-net is reconciled with the media deduction account.
Select only “to accounting date” if you want to reconcile with the deduction account, nothing else.
Order the column so that you can see all relevant information. Use the arrow on the right in heading row to see all column options.
Open | Open the order to deepen into it |
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Create corrections | Creates a new insertion of the selected insertion'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 | See below. |
Reconciling code | Changeable. |
Reconciling comment | Possibility to add or edit comments. |
Change order number/ins. date | Here you can move the media invoice of the insertion to another insertion. See further description below. |
Change owner/client | Change owner or client. This requires a parameter setting that allows change. |
Show invoice | Shows an invoice copy in PDF format, if the invoice has been scanned. |
Printout | Prints the reconciling list. Requires a special print template from Kalin Setterberg. |
Book away discrepancies
Select one or several rows and click on BOOK AWAY.
Enter accounting date. You can also book away only a part of the amount by changing the amount, as well as the account.
Move media invoice to another order or insertion date.
The function Change order number/insertion date is used for moving an invoice that has been erroneously registered. Select the order and click on the function. Enter the media invoice (searchable in the list) and the order number and insertion date, where the invoice shall be moved. It is only possible to move to an existing order and insertion date. If only a part of the invoice shall be moved, enter amount.
Agency settlement
For clients, whose agreements allow a part of the commission, working fee and other fees to the advertising agency, the agency on the client is used for an agency settlement. When printing the settlement, a supplier invoice is created on the corresponding supplier in the purchase ledger. It will later be paid as a normal supplier’s invoice.
Create agency in Base registers/MED/Agencies.
In the client record in Base registers/MED/Clients, enter the agency in the tab Parameters 1.
On the client agreement in Base registers/MED/Agreements, state how big part/how many percent units of insertion fee, agency commission and capital cost you want to pass on to the advertising agency. The invoice and the agency settlement document are printed out under Agency settlement
Select agency and accounting date or other selection. You can make different selections if for example a certain media only shall be settled against a certain plan.
Paid invoices | If selected, only paid client invoices are taken into the settlement |
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Already updated | If selected, it is possible to reprint the specification |
Reprint | All agency settlements can be reprinted. |
Invoice projects together with the media invoice
If you want to invoice project invoices together with media invoices, you have to activate a parameter in Media/Parameters/invoicing. The invoicing is made in the media invoicing part and in the project invoicing part you state on the invoice, which plan the invoice concerns. Create an invoice as normally in Adjusting/Invoicing and connect it to a plan in the tab Parameters.
The media invoice template must be updated such that it fetches information from the Project accounting.