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Invoice Printing Users Guide AQUA 6.70.04

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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 for both media and production invoices.

Preview, print or e-mail 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.

Easily retrieve a specific invoice number using the Search option.

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 e-mailing invoices

or when creating packages. Set up a default e-mail 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

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Print multiple invoices for the same client on a Single PDF when using Send E-mail or Auto E-mail.

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.

Note: Custom Invoice formats may also be imported by using the Advantage Custom Report Import.exe.

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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.

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.

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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.

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 e-mailing invoices as files, creating and sorting package

contents and sending invoices via e-mail. Save time by setting any or all of the following default settings:

Default Sender Name

Default From E-mail Address

Default Reply To

Subject for all e-mails

Body or detail for all e-mails

Upload invoices to Document Manager

Default CC Sender

Default Package Type – Create either One Zip, One Zip Per Invoice or a Single PDF with multiple

invoices.

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

Single PDF – Create a single PDF with multiple invoices

Include a Cover Sheet that lists all media and production invoices

Email Invoices to the Product Contact – Auto e-mails invoices to the Product Contact set in

Maintenance/Accounting/AR Statements under Product Setup

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

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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

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


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:

Agency – set up in Invoice Printing

Client - 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


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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 | PRODUCTION TAB | CLIENT DISCOUNT (OPTIONAL)


Select the client discount code to be used for Production Invoices. The client discount codes are set up in Maintenance/Accounting. Once set, both the discounted and the non-discounted invoice amounts will be displayed side-by-side at the bottom of each of the production invoice formats.

DIVISION/PRODUCT MAINTENANCE | PRODUCTION TAB | EARLY DAYS TO PAY OVERRIDE

Found under Maintenance / Client / Division/Product

In the Billing Options section, enter up to 999 days in the Early Pay Days Override field. This will apply to the early pay discount. If entered here, will calculate the Early Pay amount based on this ‘days’ number instead of at the client level.

CLIENT MAINTENANCE | MEDIA TAB |MEDIA INVOICE FORMAT


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:

Agency – set up in Invoice Printing

Client - set up in Invoice Printing

Custom Legacy – select this option and then select the specific custom invoice format from the list

CLIENT MAINTENANCE | MEDIA TAB | INVOICE FOOTER COMMENTS


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


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 at either the Client or

Product level who will receive invoices, invoice packages and AR statements, as well as, determine

how they will be delivered (printed or emailed).

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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 and product contacts by Client to identify who will receive invoices and invoice packages

when the Auto E-mail feature is selected in Invoice Printing. Invoices can be auto e-mailed to either

the Client or the Product Contacts

Select contact – use the new contact type assignment to easily select and filter the invoices by

contact type when auto e-mailing invoices

Select Email, 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.

VENDOR INVOICE CATEGORY MAINTENANCE

Found under Maintenance / Accounting/Vendor / Invoice Category

Enter specific Vendor Invoice Categories that may be assigned to Internet Media Vendors on the

Default/Notes tab. In Invoice Printing, the Group By Vendor Invoice Category setting will display the

media orders totals on a single row.

Note: When a vendor is not assigned to a Vendor Invoice Category the media order detail row will be

displayed with the Vendor label.

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.

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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 e-mailing 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 e-mailing 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. Invoice Search Option – To easily locate a specific invoice number, clear both the From and the To

Dates by clicking the ‘X’, input the specific invoice number and click Search.

5. 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. 1534-001, 1534-002).

Select the Show Sequence Number option to show/hide this column

Invoice Date: This date can be temporarily modified for the selected invoice prior to printing Draft

or Live invoices.

Invoice Amount

Client Code

Client Name

Division Name - Select the ‘Show Div, Prod, Job/Comp’ to Show/Hide this column

Product Name - Select the ‘Show Div, Prod, Job/Comp’ to Show/Hide this column

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Job Component - Select the ‘Show Div, Prod, Job/Comp’ to Show/Hide this column

Office Code

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

Last Auto Email Date/Time – 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.

Show Div, Prod, Job/Comp - Select this option to optionally display the Division Name, Product Name

and Job Component associated with the invoice.

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 E-mail options, you have the option to ZIP the files into a single ZIP file,

create ZIP files for each individual invoice or send just a Single PDF. 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 Maintenance/Billing/Billing Settings,

select the Cover Sheet to include it by default when printing, e-mailing or zipping invoices.

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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 Maintenance/Billing/Billing Settings.

*Note: AP and Expense Documents cannot be included when using the Single PDF Package option and

is only available once Invoice Numbers/Sequences have been assigned.

Send to Document Manager – When invoices are printed or e-mailed, copies of the media invoice,

production invoice, production invoice backup report and all attached documents are automatically

uploaded to the Document Manager.

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., 000001718 jls.pdf, jls 000001721_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.

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.

E-mail 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 e-mail settings. The changes will be

reflected in the Invoice Printing defaults in Billing Maintenance.

Quick Mail – In a non-ASP environment only, select this option to quickly send a PDF version of a client

invoice using Microsoft Outlook.

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.

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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

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 E-mail – Select this option to open the Send E-mail panel and select e-mail 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 de-

selected prior to sending. Click the Save button to keep these settings as your new default e-mail

settings. Optionally modify the default Subject and Body of the e-mail.

Auto E-mail - Select this option to open the Auto E-mail panel. Options include:

Default Email Settings – Click on the Save icon when enabled to change the settings and update the

Invoice Printing section in Maintenance/Billing/Billing Settings.

Send to Document Manager

Include Cover Sheet

Send to Product Contact – When product contacts are set up in Maintenance/Accounting/AR

Statements, invoices for the specific client can be auto e-mailed. This setting defaults from

Billing/Billing Settings.

AP Documents – check this option to include the AP Documents with the invoices

Expense Documents - check this option to include the Expense Report receipts and documents

with the invoices

Package Options – select one of the three options One Zip Per Invoice, One Zip or Single PDF

Quick Selection – easily select all of the contacts and update the Email and Print selection options

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The existing client contacts will be displayed under the body text of the e-mail. The default print/email

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 e-mail sent in case of a lost e-mail connection.

Client contacts must be set up in AR Statement Maintenance at the Client Level prior to using the Auto

E-mail feature. Product contacts must be set up in order to use the ‘Send to Product Contact’ option.

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.

Click the Save button to keep these settings as your new default e-mail settings. Optionally modify the

default Subject and Body of the e-mail.

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.

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/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.

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Invoice Date/Due Date Overrides – Use this option to override either the Invoice Date or the Due Date

or both dates on Draft or Live invoices for 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.

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., 1.7141)

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 - Input spaces in the Invoice Title field and Save to completely remove the Invoice Title

from the Invoice Header

Invoice Title – Define a custom invoice title to be displayed in the Invoice header

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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

Account Executive

Sales Class

o Sales Class Location – Header or Job Component Level

Campaign

o Campaign Location – Header or Job Component Level

Note: Updates to both the Campaign and Client PO will automatically be displayed on previously generated

invoices when reprinted.

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

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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 Current TTD

o Estimate Prior Current TTD

o Net Commission Tax Total

o Grand Total Only

o Job Description Roll-Up – Groups jobs by job description and displays Quantity and Rate.

Summary Level:

o None

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.

Grouping Options

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

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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

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.

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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

Note: Both formats display the sales tax detail separately

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

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



Exchange Rate Amount – enter an exchange rate (e.g., 1.7141)


Address Block Type

o Client

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o Division

o Product


Print Client Name

Print Division Name



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


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.


MEDIA TYPE OPTIONS

The following options are available for each specific media type and may vary slightly for each media

type

Custom Invoice: Select a custom invoice template to be used for each of the media invoice types.

Header Options

Title Options

Use Invoice Category Description – Select this option to display an assigned invoice category

Invoice Title – input spaces and save to completely remove the Invoice Title from the Invoice

Header

Note: In order to leave the Invoice Title blank, the Show Sales Class (Header) option must be

unchecked.

Invoice Title – Define a custom invoice title to be displayed in the Invoice Header

Invoice Due Date

Note: When the Sales Class is selected to display in the Header, the invoice title will automatically be

prefaced with the Sales Class (e.g., Media Insert Invoice)

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Include Fields

Show Client PO

o Client PO Location – Header or Media Order

o Modified Client POs on media orders after invoice generation will be updated automatically

and displayed on the existing invoice.

Show Sales Class

o Sales Class Location – Header or Media Order. When Header is selected, the Invoice Title

will automatically be prefaced with the Sales Class (e.g., Media Insert Invoice)

Show Campaign

o Campaign Location – Header or Media Order

o Modified Campaigns on media orders after invoice generation will be updated automatically

and displayed on the existing invoice.

Note: Updates to both the Campaign and Client PO will automatically be displayed on previously generated


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 None

o Market

o Campaign

o Sales Class

o Vendor

o Order Month

o Vendor Invoice Category (Internet Only) – when selected will consolidate the information

based on the Vendor Invoice Categories assigned at the Vendor level on the Default/Notes

tab in Vendor Maintenance. Only specific options will be enabled for this Group By option.

Show Order Description

Show Order Sub-Totals

Note: Updates to the Market code on the media order will automatically be displayed on previously generated


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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

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

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Tag

Remarks

Number of Spots

Headline

Start and End Dates

Creative Size

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.

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Output Options



Exchange Rate Amount – enter an exchange rate (e.g., 1.7141). 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 – Input spaces and click Save to completely remove the Invoice Title from the Invoice

Header

Invoice Title – Define a custom invoice title

Invoice Due Date – permanently change the Due Date


Address Block Type

o Client

o Division

o Product


Print Client Name

Print Division Name



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


Footer Options

Type

o From Default – Standard 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.

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Important Note: In the current version, the Production Invoice Backup Report is not available for

Combo Invoices.

Production Tab

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:

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Output Options

o Location

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.

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