Invoice Printing Users Guide AQUA

Transcription

1 Invoice Printing Users Guide AQUA Page 1 of 23

2 Invoice Printing General Advantage Invoice Printing is designed to provide a centralized area to manage all client invoice printing related activities. Create and manage agency and client formats for media and production invoices. Use the Customize Template option to tweak the standard templates and create new invoice templates that can be assigned to the agency, client or one-time invoice formats. Preview, print or single or selected groups of invoices as single files, single ZIPs per invoice or create one ZIP with all invoice-related documents neatly organized. The enhanced version of Advantage Invoice Printing combines the existing invoice format options with many new invoice settings. The new invoice settings will allow you to continue to use your existing agency and client defaults and utilize the new options to further customize invoices to meet specific needs. Continue to use the custom legacy pre-programmed invoice formats or create new agency or client defaults using the new invoice settings to replace them. This includes new address block options, column formats, grouping options and detail levels for both media and production invoices. Overall Review and modify invoice formats for all invoice types including combo, production, internet, magazines, newspaper, out of home, radio and TV. Click on any of the invoice format options to display the current options selected. Click the Export option to generate a printed report of the selected settings for each client and invoice type. Use the Search option to define a specific date range or specific criteria (e.g., MTD, YTD, 1 Year, 2 Years) to retrieve a list of client invoices to preview and print. Click on the Draft Invoices option to display and print all invoices currently in Draft mode in the Billing Command Center requested by the specific billing user Select a Print Option Agency, Client or One-Time to be used to preview or print a single or selected group of client invoices Print invoices using the previously programmed/hard-coded Custom Legacy formats assigned at the agency or client level. Create a Combo invoice with a single invoice number that includes selected job components and media orders. This new option is an invoice assignment option found in Client Maintenance and could replace your existing Combo Invoice format. Save time and establish default billing settings that will be used when printing or ing invoices or when creating packages. Set up a default Sender Name, Subject and Body, always CC Sender, include a cover sheet and automatically upload invoices and associated documents to Document Manager. Print client invoices as single or separate files in PDF, RTF, Excel or Image formats Page 2 of 23

3 Send client invoices using Standard Invoice Formats to Document Manager either on-the-fly or automatically during the printing process Easily add or modify job or function comments on both combo and production invoices Create invoice comments on-the-fly for media, production and combo invoices. Add or update the client contact for each invoice Easily override the printed invoice date or the due date for single or multiple client invoices Draft Invoice Printing All invoice formats can be printed as Invoices or Draft invoices. Invoices are printed after the invoice number has been assigned in the Billing Command Center. A draft or temporary version of both media and production invoices can be previewed and printed based on the billing request criteria selected by the user. A temporary invoice number is assigned to each Draft Invoice. Invoice Printing Invoice Printing may be accessed from both the Billing Command Center and from Invoice Printing. The prior version of Invoice Printing will continue to be available from the Billing Reports Menu for specific options related to both Combo and Custom Legacy formats. Default Formats for Invoice Printing A default format may be established at the following levels: Agency level for each client so that printing of the desired format becomes automatic. Agency Default means that the format you design in Invoice Printing and save as your Agency Default will be the format printed. Select Agency as the default invoice format in Client Maintenance. Client level for each client. Create a Client Default format in Invoice Printing and save it to the specific Client. Select Client as the default invoice format in Client Maintenance. Standard (One-Time) formats are created and easily assigned to clients as default formats in Invoice Printing or used on-the-fly to print an invoice. Custom Legacy (existing pre-programmed invoice formats) are selected at either the Agency or Client level. These invoice formats cannot be edited. Legacy Combo invoice formats are supported but must be saved as the client default in Client Maintenance in order to be printed. Customize Templates option provides report writing capabilities that may be used to further modify the existing templates and then assign the Custom Invoice template to the Agency, Client or One Time Formats. Printing Legacy Combo Formats Existing Custom Legacy Combo Formats are supported but must be saved as the client default in order to be printed. In Client Maintenance, select the Custom Legacy Combo Invoice Format to be used as the default for all invoice types to be combined. When invoices are assigned in the Billing Command Center, the combo format will automatically be used to print the invoices. Note: Custom Legacy Combo Formats are not supported in DRAFT. Page 3 of 23

4 Printing Combo Invoices Using Standard Invoice Formats A new feature is now available that provides the ability to create a single combo invoice that includes selected media orders and production jobs. The new Combo option is designed to enhance and replace the existing Combo invoice option by assigning a single invoice number for all of the combined jobs and orders. The single invoice created makes it easier to track and manage cash receipts applied against the invoice. New combo invoices will be displayed with a record type of C in Invoice Printing and can be previewed, printed and reprinted using any of the standard invoice format settings available. The printed combo invoice will be generated with Production jobs first followed by Media Orders in alphabetical order. A special Combo Tab will be displayed along with the existing settings tabs for Production and all Media Invoice Types. Combo invoices are designed by taking your production and media formats and rolling them into a single format with shared header data. Important Note: Custom/legacy formats are not supported with this new feature but you can print your custom/legacy formats using the legacy invoice printing module or by making that format a client default. In Webvantage, the Combo Invoices will be displayed on both the Client and Product AR Statements on a single line with a Various description. Printing Combo Invoices Using Legacy Combo Formats The new combo invoices both draft and actual - may also be printed in the Legacy Invoice Printing module by selecting the Combo Invoice Type. Once selected, the C type invoices will be displayed on the Selection tab in the Available Invoices List. Select the Combo invoice to print and select the specific Combo format to be used. Important Note: Due to the nature of the customization, not all custom legacy combo formats will work with the new Combo invoices. Setup Requirements Prior to printing client invoices, there are several settings that need to be reviewed and established in order to streamline the process of generating client invoices. Settings AGENCY MAINTENANCE ACCOUNTING OPTIONS Billing & Accounts Receivable Found under Maintenance / General The option to assign Custom Invoice Formats at the agency level is set in the Billings section by clicking on the specific invoice type. Select Agency Default or a specific custom invoice format. Page 4 of 23

5 BILLING SETTINGS Found under Maintenance / Billing Billing Settings Select the default Invoice Printing options that will be used to determine the default selections for printing invoices, exporting and ing invoices as files, creating and sorting package contents and sending invoices via . Save time by setting any or all of the following default settings: Default Sender Name Default From Address Default Reply To Default Subject for all s Default Body or detail for all s Upload invoices to Document Manager Default CC Sender Default Package Type Create either One Zip or One Zip Per Invoice Default Package Sort Option Sort the AP and Expense documents by either AP Invoice Date/AP Invoice Number or AP Invoice Number/AP Invoice Date Include a Cover Sheet that lists all media and production invoices CLIENT MAINTENANCE BILLING, PRODUCTION AND MEDIA TABS ASSIGN INVOICES BY Found under Maintenance / Client Determine how invoice numbers will be assigned for production and media or for a combination of both production and media invoices. This determines how records will be grouped together onto a single invoice. Billing Tab: Assign Combo Invoices By any of the following: o None o Client o Client/Campaign o Client/Division o Client-Division-Product o Client-Division-Product/Campaign Important: This new combo invoice assignment method only works with the new standard combo formats and does not work with the legacy custom combo formats. Note: Selecting one of these options will disable Assign By options selected on both the Production and Media Tabs. Production Tab: Assign Production Invoices By any of the following: o Campaign (Product) o Client Page 5 of 23

6 o Division o Job (Product) o Job Component (Product) o Product o Product/Sales Class o Product/Client PO Media Tab: Assign Media Invoices By any of the following: o Sales Class (Product) o Client PO (Product) o Campaign (Product) o Market (Product) o Order # (Product) o Order Type (Client) CLIENT MAINTENANCE PRODUCTION TAB PRODUCTION INVOICE FORMAT Found under Maintenance / Client Determine which default invoice format will be used in Invoice Printing for all Production Invoices for this specific client. Select one of the following default formats: Client - set up in Invoice Printing Agency set up in Invoice Printing Custom Legacy select the specific pre-programmed custom invoice format from the list CLIENT MAINTENANCE PRODUCTION TAB INVOICE FOOTER COMMENTS Found under Maintenance / Client Specify the footer comments that will be displayed on Production invoices. The Standard Comments input in Maintenance General Standard Comments will be used by default if they exist. If Standard Comments do not exist, the default comment entered here will be used. CLIENT MAINTENANCE MEDIA TAB MEDIA INVOICE FORMAT Found under Maintenance / Client Determine which default invoice format will be used in Invoice Printing for each of the six media types for this specific client. Select one of the following default formats for each media type: Client - set up in Invoice Printing Agency set up in Invoice Printing Custom Legacy select this option and then select the specific custom invoice format from the list Page 6 of 23

7 CLIENT MAINTENANCE MEDIA TAB INVOICE FOOTER COMMENTS Found under Maintenance / Client Specify the footer comments that will be displayed on all media invoices for this client. The Standard Comments input in Maintenance General Standard Comments will be used by default if they exist. If Standard Comments do not exist, the default comment entered here will be used. CLIENT CONTACT MAINTENANCE Found under Maintenance / Client Enter client contacts that can be used at various levels to control who invoices and other documents will be directed to when printing invoices. For the purposes of billing/invoicing and AR Statements, the client contact can be used in: AR Statement Maintenance This module is used to identify contacts who will receive invoices, invoice packages and AR statements, as well as, determine how they will be delivered (printed or ed). Job Jacket Select a client contact here to print on the invoice in the attention line and/or override and utilize the contact s address. This setting is not used for invoice delivery because multiple jobs may be assigned to a single invoice. Invoice Printing Select specific invoices and specify a client contact to be displayed on the invoice. GENERAL MAINTENANCE STANDARD COMMENTS Found under Maintenance / General Standard footer comments may be established for client invoices at any or all of the following levels including Office, Client, Division and Product. Standard footer comments set up here may then be selected in the settings options in Invoice Printing by selecting From Default as the Type of Invoice Footer Comments. Comments input as Standard Comments will override the comments input in Client Maintenance. A/R STATEMENT MAINTENANCE Found under Maintenance / Accounting Enter client contacts by Client to identify who will receive invoices and invoice packages when the Auto feature is selected in Invoice Printing. Select Contact use the new contact type assignment to easily select and filter the invoices by contact type when auto ing invoices Select , Print or Both INVOICE CATEGORY MAINTENANCE Found under Maintenance / Billing / Invoice Category Enter specific Invoice Categories that may be selected and displayed on invoice formats either by default or at the time of invoice printing. Page 7 of 23

8 Invoice Printing General Options Access the new Invoice Printing (Enhanced) module from the Billing Reports menu. There are four primary tasks that can be performed in Invoice Printing. Tip: Prior to printing invoices, don t forget to take advantage of the Invoice Printing defaults set up in Billing Settings in Billing Maintenance. 1. Managing Invoice Formats: Prior to retrieving any invoices, click on Agency in the Invoice Format Settings bar. The agency format for all invoice types for Media and Production will be displayed. Click on each of the tabs to preview or modify the saved settings for each invoice type format. To preview or modify a specific Client invoice format, select a single client invoice and click on the Client option in the Invoice Format Settings bar. Use the Export option to generate a report with the selected settings for each client and invoice type. 2. Previewing, printing or ing Draft Invoices: If invoices for a specific billing user are selected in Draft Mode in the Billing Command Center, the Draft Invoices option will be enabled. Click on the Draft Invoices option to display all invoices. 3. Previewing, printing or ing actual invoices: Once invoice numbers have been assigned in the Billing Command Center, they become available in Invoice Printing. a. Select the invoice type: Click on each of the invoice types to select or de-select any of them. The initial selection will default to all invoice types. Types include Production, Magazine, Newspaper, Internet, Out of Home, Radio or TV. b. Select the search criteria: Both the From and To date fields will initially default to the last date an invoice was generated. To select a specific date range, modify the From and To date range to retrieve all invoices for those specific invoice dates. Or, use the Month-to- Date (MTD), Year-to-Date (YTD), Last Year (1 Year) or Last 2 Years (2 Year). c. Retrieve Invoices: Click the Search button to retrieve all of the invoices for the selected criteria. 4. Print Option: Once the list of invoices is retrieved based on the selected criteria, select one of the three print options Client Default, Agency or One Time that will be used to print the selected invoices. When you select specific invoices, the default invoice format of Agency, Client or Custom Legacy will be displayed in Red in the Print Option box. Invoice List Options A list of client invoices will be displayed based on the selected criteria. Columns include the following and may be filtered or sorted: Invoice Number Sequence: Sequence numbers will only be displayed on co-op invoices (e.g , ) Invoice Date: This date can be temporarily modified for the selected invoice prior to printing. Invoice Amount Client Code Client Name Office Code Page 8 of 23

9 Office Name Record Type: C-Combo, I-Internet, M-Magazine, N-Newspaper, O-Out of Home, R-Radio, T-TV and P-Production Additional columns include the following that may be used to easily add, modify and display information prior to printing the invoices: Due Date click on the Due Date field and manually input or use the calendar widget to select a Due Date to be displayed on the invoice Invoice Category Select from the list of Invoice Categories set up in Billing Maintenance Invoice Comment Add a comment to the selected invoice Invoice Contact Select a client contact Invoice Contact Name Display only Show Sequence Number Select this option to display the sequence number associated with each invoice. A sequence number of 0000 will not be displayed as part of the invoice number on a printed invoice. Sequence numbers will only be displayed on co-op invoices. PRINT PREVIEW Once selected invoices are displayed, the Print Preview option is enabled. The selected invoices are displayed in the standard Print Preview window with some added features for Invoice Printing. PACKAGE OPTIONS Similar to the Package Options in Client Invoices, when you print or export the invoices to a separate file or use the Send or Auto options, you have the option to ZIP the files into a single ZIP file or create ZIP files for each individual invoice. The packages can include any or all of the following: Cover Sheet select this option to include a Cover Sheet that lists all of the invoices broken out by Media and Production and grouped by Client. Cover sheets will be displayed with the Location from the default invoice format, client address block selection and the date generated. The invoice details include a one line summary for each invoice with Invoice Date, Invoice Number, Job Description or Media Type, Sub-Totals and Total Amount. In Billing Settings, select the Cover Sheet to include it by default when printing, ing or zipping invoices. AP and Expense Documents check either or both of these options to include the AP documents associated with the AR Invoices. Documents will be neatly sorted within the package based on the Default Package Sort Option in Billing Settings. Send to Document Manager When invoices are printed or ed, copies of the media invoice, production invoice, and production invoice backup report and all attached documents are automatically uploaded to the Document Manager. Page 9 of 23

10 PRINTING INVOICES File Naming Convention - There are several different print options available in Invoice Printing. The invoice file names will vary slightly for each print option and will include the client code and invoice number for easy identification (e.g., jls.pdf, jls _1.pdf, jls Cover Sheet.pdf). Print Prints the selected invoices to any selected printer and includes the options to Send to Doc Manager and Include a Cover Sheet Quick Print - Prints the selected invoices to a default printer and includes the options to Send to Doc Manager and include a Cover Sheet. Quick Mail In a non-asp environment only, select this option to quickly send a PDF version of a client invoice using Microsoft Outlook. This option is only available from Print Preview. Export to File - Select one of the formats including Image, PDF, RTF or Excel to open the special Printing panel that displays the default Invoice Printing selections from Billing Maintenance. Check or uncheck any of the options and define the Export Path prior to clicking Process. as File - Select one of the formats including Image, PDF, RTF or Excel to open the special Send E- mails panel that displays the default Invoice Printing selections from Billing Maintenance. Check or uncheck any of the options and click Save to change the Default settings. The changes will be reflected in the Invoice Printing defaults in Billing Maintenance. Show Backup Report Select this option to display the Backup Report associated with selected production invoices. Backup reports are also sent to document manager along with the production invoice. Print Options/Setup Click the Setup option to open the default invoice format to quickly review the format settings or make changes prior to printing the selected invoices. Job/Function Comments Add Job or Function Comments to the jobs and/or functions on production invoices. This feature is available when generating both Combo and Production invoices. PRINT ACTIONS Print Prints the selected invoices to any selected printer and includes the options to Send to Doc Manager and Include a Cover Sheet Quick Print - Select this option to quickly print a copy of the invoice to the default printer. Options also include the ability to Send to Document Manager and Include Cover Sheet To Files Single - Select one of the formats including Image, PDF, RTF or Excel to open the special Printing panel that displays the default Invoice Printing selections from Billing Maintenance. Check or Page 10 of 23

11 uncheck any of the options and define the Export Path prior to clicking Process. A separate option may also be selected from this menu to send a copy to the document manager. To Files Separate - Select one of the formats including Image, PDF, RTF or Excel to open the special Printing panel that displays the default Invoice Printing selections from Billing Maintenance. Additional options exist at this level to include AP and Expense Documents and create a single ZIP with all invoices or a single ZIP for each individual invoice. Check or uncheck any of the options and define the Export Path prior to clicking Process. A separate option may also be selected from this menu to send a copy to the document manager. Send Select this option to open the Send panel and select recipients from six different Contact types including Internal, Client, Division, Product, Vendor or Vendor Representative. All default invoice printing settings are displayed at the top of the pane and may be selected or deselected prior to sending. Click the Save button to keep these settings as your new default settings. Optionally modify the default Subject and Body of the . Auto - Select this option to open the Auto panel. The existing client contacts will be displayed under the body text of the . The default print/ sort order is by Client and then by Contact Type. The sort order is not definable from this screen. The default sort order is in place to help confirm the last sent in case of a lost connection. Client contacts must be set up in AR Statement Maintenance at the Client Level prior to using the Auto feature. All default invoice printing settings are displayed at the top of the pane and may be selected or de-selected prior to sending. Use the Contact Type column to easily select and filter out specific contact types. Use the Quick Selection option to Select All or Deselect All either/both the E- mail and Print options for each client and contact. Click the Save button to keep these settings as your new default settings. Optionally modify the default Subject and Body of the . PRODUCTION INVOICES PRINT OPTIONS Select one of the following Print Options to be used to print a single or selected group of invoices. Client Default - When a single client invoice is selected, the default invoice format for the specific client in Client Maintenance is displayed in red under the Client Default option. The three formats are Client, Agency or Custom Legacy. Agency When selected will display all of the selected invoices using the Agency invoice format set up in Invoice Printing. One-Time - Standard (One-Time) formats are created and easily assigned to clients as default formats in Invoice Printing or used on-the-fly to print an invoice. Page 11 of 23

12 Customize Templates Media and Production Similar to the report writer feature, the Customize Template option provides an additional tool to further customize the invoice formats. Once selected, click the Add button and select from the following standard production or media invoice base templates: Production - Current Production Current/ TTD Production - Estimate/ Prior/Current/TTD Production Net/Commission/Tax/Current Production Grand Total Media Modify the template, save it as a new template and then assign it to the appropriate invoice type format of either Production or Media by clicking on the Custom Invoice setting. Note: The Customize Template option is not currently available for Combo Invoices. Invoice Date/Due Date Overrides Use this option to override either the Invoice Date or the Due Date or both dates on combo, media and production invoices. Invoice Date - To temporarily replace the invoice date on a single invoice, select the invoice and click on the Invoice Date on the invoice row. Select a new invoice date from the calendar widget to be printed on the invoice. Use the Invoice Date Override option to temporarily replace the invoice date on multiple invoices. Select multiple invoices and click on the Invoice Date in the Override option. Select a new date from the calendar widget and click the B/C icon to the right of the Invoice Date to save the date. Due Date - To permanently override the Due Date on a single invoice, select the invoice and click on the Due Date drop down on the invoice row. Select a new due date from the calendar widget to be printed on the invoice. Use the Due Date Override option to permanently replace the due date with a different due date on the printed invoice. Select multiple invoices and click on the Due Date in the Override option. Select a new date from the calendar widget and click the B/C icon to the right of the Due Date to save the date. PRODUCTION INVOICES INVOICE FORMAT SETTINGS /OPTIONS This feature is used to create, maintain and review the invoice formats set up at the Agency level or at the individual client level. Standard One Time Only formats may also be set up and saved to the existing Agency, Client or a One-Time Only format and used to print a single or selected group of invoices. The Export option provides an easy way to export and print the selected settings for each client and invoice type. Page 12 of 23

13 PRODUCTION INVOICE OPTIONS The options available for each section of the invoice include: Output Options Use Location Print Option Check this option to enable the Location selections. Location Select a specific location from the list to be displayed. Custom Invoice Select from the Custom Invoice Templates created in Invoice Printing Apply Exchange Rate activates the Exchange Rate Amount field Exchange Rate Amount - input a specific exchange rate (e.g., ) Header Options Title Options Select no title options to display the INVOICE title above the invoice number Use Invoice Category Description Select this option to display the assigned Invoice Category previously set up in Billing Maintenance Invoice Title Define a custom invoice title Invoice Due Date Header Address Block Address Block Type o Client o Division o Product o Invoice /Job Contact Address Print Client Name Print Division Name Print Product Description Print Contact After Address Contact Type None/Invoice Contact/Job Contact/Attn Line o Invoice Contact set at the Invoice level o Attention Line in Client Maintenance on Production Tab o Job Contact on the Job Jacket Show Codes Select this option to display the Client, Division or Product Codes after the Names Include Fields Client Reference o Client Reference Location Header or Job Component Level Client PO o Client PO Location Header or Job Component Level Page 13 of 23

14 Account Executive Sales Class o Sales Class Location Header or Job Component Level Campaign o Campaign Location Header or Job Component Level Comments Select one, any combination or all comments to print Invoice Comment added at the invoice level Billing Approval Comment Billing Approval Function Comment Job Comment Job Component Comment Estimate Comment Estimate Component Comment Estimate Quote Comment Estimate Revision Comment Estimate Function Comment Campaign Comment Job Options Group Jobs By : o Campaign o Sales Class o Campaign/Sales Class o Sales Class/Campaign Hide Job Number and Description Hide Component Number and Description DETAIL, SORTING AND GROUPING Report Format Options Format Type: o Current Only o Current TTD o Estimate Prior Current TTD o Net Commission Tax Total o Grand Total Only Summary Level: o None Page 14 of 23

15 Grouping Options o Job Summarizes all invoice detail at the job level collapsing all component information and summarizing all functions. o Invoice Summarizes all invoice detail at the invoice level collapsing all job information and summarizing all functions. Option o Function o Function Type and Function o Inside Outside and Function o Function Heading Total Only o Inside Outside Total Only o Function Type and Function o Function Type Total Only Inside Description Outside Description Function Options Sort By o Function Code o Function Order Print Option o Print Function from Product Default o Print Standard Function o Print Consolidated Function Show Zero Function Amounts select this option to display invoices with zero line items and zero total amounts. When this option is unchecked, the following message will be generated There are no invoice billing amounts for this client will be issued. Include Taxable Functions Hide Function Totals Show Employee Hours Show Quantity Item Detail Options Show Employee Time Description, Date, Rate and Comment Show Income Only Description, Date, Rate and Comment Show AP Description, Date, Rate and Comment TOTALS AND FOOTER Page 15 of 23

16 Total Options Show Tax Separately Tax Total Location o All o Invoice Total Only o Job Total Only Show Commission Separately Show Billing History Invoice Footer Comments Type o From Default Standard Comments input in Maintenance/General/Standard Comments will be displayed and will override Invoice Footer Comments input in Client Maintenance. o User Defined - activates Comments field to input custom comments Backup Options Include Backup Report o Date Hours Amount o Date Hours Amount Commission Tax Total Employee Time Comment Accounts Payable Comment Income Only Comment Job/Function Comments when Production Invoices are selected, this option is enabled and provides a tool to quickly add job and/or function comments on-the-fly to the selected invoices. MEDIA INVOICES INVOICE FORMAT SETTINGS/OPTIONS This feature is used to both display the default invoice format for the selected client and to modify the invoice settings. The changes may be saved to the existing Agency or Client default format or may be saved as a One-Time Only format change to print a single or group of invoices. To display or modify the specific invoice formats at each level, select any of the following Invoice Format Settings: Client Agency One-Time Page 16 of 23

17 The Export option provides an easy way to export and print the selected settings for each client and invoice type. GENERAL MEDIA OPTIONS The options available for General Media for each section of the invoice include: Output Options Use Location Print Option selection this option to activate the Location selections Location Select a specific location from the list to be displayed. Custom Invoice Select from the Custom Invoice Templates created in Invoice Printing Apply Exchange Rate activates the Exchange Rate Amount field Exchange Rate Amount enter an exchange rate (e.g., ) Header Address Block Address Block Type o Client o Division o Product o Invoice /Job Contact Address Print Client Name Print Division Name Print Product Description Print Contact After Address Contact Type None/Invoice Contact/Attn Line o Invoice Contact set at the Invoice level o Attention Line in Client Maintenance set on the Media Tab Show Codes Select this option to display the Client, Division or Product Codes after the Names Comments Invoice Comments added at the invoice level Footer Options Type o From Default Standard Comments input in Maintenance General Standard Comments will be displayed and will override Invoice Footer Comments input in Client Maintenance. o User Defined - activates Comments field to input custom comments MEDIA TYPE OPTIONS Page 17 of 23

18 The following options are available for each specific media type and may vary slightly for each media type Title Options Use Invoice Category Description Select this option to display an assigned invoice category Invoice Title Define a custom invoice title Invoice Due Date Include Fields Show Client PO o Client PO Location Header or Media Order Show Sales Class o Sales Class Location Header or Media Order Show Campaign o Campaign Location Header or Media Order Comments Select one, any combination or all comments to print Show Order Comment Show Order House Comment Show Campaign Comment Order Options Group Orders By o Market o Campaign o Sales Class o Vendor o Order Month Show Order Description Show Order Sub-Totals Detail, Sorting and Grouping Grouping Options Select one of the grouping options below to display the media order information at the Order level or from the detailed order line level. Order Order/Line Page 18 of 23

19 Order Options Select up to seven of the items listed below from the Order or Order/Line Options to be displayed on the media invoice. Options may differ slightly for each media type based on the Grouping Option and the Media Type. Order Number Select Show or Do Not Show Vendor Name Select Show or Do Not Show Vendor Code Select Show or Do Not Show For each of the media order items below, select Do Not Show or display the item in columns 4 through 7 on the media invoice. Order Months Net Amount Commission Amount Tax Amount Bill Amount Prior Bill Amount Billed to Date Amount Order/Line Options Show Zero Line Amounts select this option to display media invoices with zero line and zero total amounts. When this option is not selected, There are no invoice billing amounts for client: ABC Sort Lines by o Line Number o Line Date Line Number May only be displayed when Grouping Option is Order/Line For all of the media order details below Select Do Not Show, display in columns 4 through 7 or Show as a Row on the media invoice. Items may vary based on the media type. Program Spot Length Tag Remarks Number of Spots Headline Start and End Dates Creative Size Page 19 of 23

20 Ad Number URL Location Type Insert Dates Material Editorial Issue Section Quantity Job and Component Number Job Description Component Description Extra Charges Select Show or Do Not Show Footer Options Show Commission Separately Show Rebate Separately Show Tax Separately Show Billing History Combo Invoice Options When a client is set up with a Combo Assign By option in Client Maintenance, Combo invoices are created and displayed in the invoice list with a record type of C. When Combo invoices are selected, an additional Combo Tab is displayed with the following formatting options that define the header settings on the Combo invoices for the specific client. The specific formatting options that are displayed on the Production, Media and each specific Media Type invoice tabs are based on the settings established at each of the standard invoice format levels for those clients. Combo Invoice Format Settings Combo Tab When Combo invoices are selected, a special Combo Tab is displayed with the following formatting options that define the header settings on the Combo invoices for the specific client. The Export option provides an easy way to export and print the selected settings for each client and invoice type. Output Options Location Select a specific location from the list to be displayed. Apply Exchange Rate activates the Exchange Rate Amount field Page 20 of 23

21 Exchange Rate Amount enter an exchange rate (e.g., ). This exchange rate will override any existing exchange rate set up on the Production or Media tab for the specific client. The combo exchange rate will then be applied to all media order and production job amounts. Header Options Title Options Use Invoice Category Description Select this option to display the assigned Invoice Category previously set up in Billing Maintenance Invoice Title Define a custom invoice title Invoice Due Date permanently change the Due Date Header Address Block Address Block Type o Client o Division o Product o Invoice /Job Contact Address Print Client Name Print Division Name Print Product Description Print Contact After Address Contact Type None/Invoice Contact/Job Contact/Attn Line o Invoice Contact select a contact for the single combo invoice at the invoice level o Attention Lines retrieve the contact from the Attn Line in Client Maintenance on Production and Media tabs o Job Contact Contact on the Job Jacket Show Codes Select this option to display the Client, Division or Product Codes after the Names Footer Options Type o From Default Standard Comments o User Defined - activates Comments field to input custom comments Combo Invoice Settings: Production and Media Tabs The Output, Header and Footer options defined on the Combo Tab are displayed on each of the Combo Invoice header pages and give the Combo invoice header a consistent look across all pages. Important Note: In the current version, the Production Invoice Backup Report is not available for Combo Invoices. Production Tab Page 21 of 23

22 Based on the nature of the Combo Invoice, there are specific options that cannot be changed in Invoice Printing at the Production or Media level. The settings will be displayed but are disabled and cannot be changed. These sections include the following: Output Options o Location, Custom Invoice and Exchange Rates Header Options o Invoice Category, Title and Invoice Due Date Header o Address Block o Contact Type o Show Codes Include Fields Since a combo invoice is a single invoice that contains multiple production jobs and media orders across all media types, the following fields may be displayed on either the Header of the invoice or in the Job Component or Media Order levels. But, due to the nature of a combo invoice, the field displayed will be retrieved from the first production job or the first media order on the invoice. Account Executive Campaign Client Reference Client PO Sales Class Backup Options Invoice Backup report will be available in a future AQUA version. The remaining sections may all be selected or unselected for the combo invoice format and may also be saved to the Agency or One Time Format settings. Comments Job Options Detail, Sorting and Grouping Options Totals and Footer Media Tab Similar to the Production Tab, the Invoice Comments may be added but the following options are displayed but disabled and cannot be changed: Output Options o Location Page 22 of 23

23 o Custom Invoice o Exchange Rate Header Options o Address Block o Contact Types o Show Codes Footer Options o Comments Media Type Tabs On the six media type tabs, the following options are disabled and cannot be changed: Header Options o Title Include Fields Since a combo invoice is a single invoice that contains multiple production jobs and media orders across all media types, the following fields may be displayed on either the Header of the invoice or in the Job Component or Media Order levels. But, due to the nature of a combo invoice, the field displayed will be retrieved from the first production job or the first media order on the invoice. Campaign Client PO Sales Class All other options can be modified and may also be optionally saved to Agency and One Time formats. Page 23 of 23