Difference between revisions of "Media accounting"

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* Go to the Pre invoice tab.
  
* Go to the Pre invoice tab.
   
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{{ExpandImage|MED-ACC-EN-Bild15.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.
  
* Enter client and possible owner. Owner is only used for sorting and filtering in the pre-invoice list.
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* Select NEW in the Pre-invoices tab.
 
* Select NEW in the Pre-invoices tab.
   
−
{{ExpandImage|MED-ACC-EN-Bild16.png}}
 +
{{ExpandImage|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.
 
* 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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* Deduct all is selected as default but you can remove it an enter plan, order or other to be deducted from.
  
* 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-Bild17.png}}
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{{ExpandImage|MED-ACC-EN-Bild18.png}}
 
 
 
* Save and print the invoice in the Pre-invoice tab.
  
* Save and print the invoice in the Pre-invoice tab.
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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.
 
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-Bild18.png}}
 +
{{ExpandImage|MED-ACC-EN-Bild19.png}}
 
 
 
* Create an invoice in Project | Invoicing and connect the invoice to the media plan in the Parameters tab.
  
* Create an invoice in Project | Invoicing and connect the invoice to the media plan in the Parameters tab.
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Reconciliation and booking away discrepancies are made in Media | Reconciliation.
 
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.
  
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}}
 
 
−
Discr. net/Discr. Net-Net
 +
'''Discr. net/Discr. Net-Net'''
  +
 
This specifies how large the discrepancies should be to be displayed in the list.
 
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.
 
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.
  
0–999 999 999 in Diff Net-Net is specified to see all booked away discrepancies.
  +
−
 
  +
{{ExpandImage|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.
 
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.
  +
{{ExpandImage|MED-ACC-EN-Bild22.png}}
−
 
  +
{{ExpandImage|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.
 
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
⚫
Open Open the order for deepening.
  
  +
!Open
⚫
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.
  
  ⚫
|Open the order for deepening.
⚫
Book away See chapter below
  
  +
|-
⚫
Reconciliation code/ Possibility to change reconciliation code or add a comment on the Comment insertion.
  
  +
!Create correction
⚫
Change order no/ A registered media invoice can be moved to a new insertion. Read insertion date more in the chapter below
  
  ⚫
|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.
⚫
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.
  
  +
!Book away
⚫
Claims If the invoice is erroneous, it can here be sent as a reclamation to the supplier.
  
  ⚫
|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
+
== Book away discrepancies ==
−
Select one or several rows and press Book away.
+
* 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.
 +
* Enter accounting date. It is also possible to book away a part by changing the amount and also change to optional account.
−
 
  +
⚫
Move media invoice to another order or insertion date
  
  +
{{ExpandImage|MED-ACC-EN-Bild24.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.
 
  ⚫
== Move media invoice to another order or insertion date==
⚫
If only a part of the invoice shall be moved, enter amount.
  
  ⚫
* 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}}
   
 
 
−
Agency settlement
 +
== 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..
 +
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
  
Set up agency in Media | Backoffice | Base registers | Agencies
  +
 
Enter the agency on the client in Media | Backoffice | Base registers | Client, Parameters 1 tab.
  
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.
  
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.
 +
* 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.
 +
* 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.
−
 
  +
⚫
Paid invoices Creates settlement only for paid client invoices.
  
  +
{{ExpandImage|MED-ACC-EN-Bild26.png}}
⚫
Already updated Possibility to reprint the specification.
  
  +
⚫
Reprint All agency settlements can be reprinted.
  
  +
{|class=mandeflist
  +
!Paid invoices
  ⚫
|Creates settlement only for paid client invoices.
  +
|-
  +
!Already updated
  ⚫
|Possibility to reprint the specification.
  +
|-
  +
!Reprint
  ⚫
|All agency settlements can be reprinted.
  +
|}
  +
  +
[[Category:MED-ACC-EN]]
  +
[[Category:Media]]
  +
[[Category:Manuals]]
   
 
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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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