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Creating Client Media Invoices in Accountability

This article explains how to generate client media invoices using scheduled invoice records from approved media schedules. The Client Media Billing process allows you to select the appropriate scheduled invoice lines, group them into client invoices, and review details before posting.

Overview

Client media invoices are created from scheduled invoice records generated within each media schedule.

In addition:

  • Only media schedules with insertions that fall on or before the date specified in the Scheduled Invoices Up To Date field will appear.

  • Ensure that your Invoice Data Source is set to Scheduled Invoices so the correct records are included.

Step 1: Navigate to Client Media Invoices

  1. Go to the Media menu.

  2. Select Media Accounting.

  3. Choose Client Media Invoices.

[Screenshot placeholder: Client Media Invoices navigation]

This displays all Client Media Invoices based on the filters selected.
Click on the New Invoice button in the top right corner to create a new invoice.

Step 2: Filter to the Appropriate Media Schedules

Use filters to narrow the list of media schedules:

  • Invoice Data Source = Scheduled Invoices

  • Scheduled Up To Date = the date of insertion or any date after the insertion date

These filters ensure that only valid media schedules with scheduled invoices ready for billing appear.

[Screenshot placeholder: Client Media Invoices filter bar]

Step 3: Select Scheduled Invoice Records to Bill

  1. Review the Media Schedules displayed.

  2. Click on the Select Insertions link to choose the specific scheduled invoice records to be billed.

    • Check the box next to each insertion line you want to include on the invoice.

    • To select all insertions, click the checkbox at the top of the list.

    • Click OK.

When reviewing, confirm:

  • The scheduled invoice date falls within the desired billing cycle

  • Amounts look correct based on the media schedule

  • No duplicates or previously billed lines appear unless the system is prompting you to adjust billing by issuing a credit invoice

[Screenshot placeholder: Select Insertions screen with checkboxes]

Step 4: Generate the Client Media Invoice

  1. Confirm the invoice date and accounting period for the invoice(s).

  2. Click either the Create Draft or Create Final button.

Notes:

  • The system creates one invoice per media schedule. If a media schedule contains multiple tax codes, the system will generate a separate invoice for each tax code.

  • A draft invoice does not receive a real invoice number; instead, the system assigns the media schedule number followed by “DR.”

  • Draft invoices can be deleted.

  • To finalize a draft invoice, click the Convert Draft button, which assigns a real invoice number.

  • You can bypass the draft stage entirely by clicking Create Final.

  • Final invoices cannot be deleted. If a final invoice is incorrect, it must be canceled.

[Screenshot placeholder: Create Invoice button]

Step 5: Review the Draft Invoice

Before converting the draft invoice to a final invoice, review the draft invoice for:

  • Invoice Date

  • Due Date

  • Payment Terms

  • Descriptions and line details

  • Subtotals and totals

  • Tax implications, if applicable

  • Proper grouping of media items

  • Verify that all pertinent information (such as the remittance details and client contact) is included on the invoice.

Only certain fields can be edited on a draft invoice:

  • Invoice Date

  • Due Date

  • Payment Terms

If any other changes are required, the draft invoice must be deleted, and you will need to restart the process from Step 3.

[Screenshot placeholder: Draft Invoice Preview]

Step 6: Convert the Draft Invoice to a Final Invoice

To convert a draft invoice to a final invoice:

  1. Go to the Media menu.

  2. Select Media Accounting.

  3. Choose Client Media Invoices.

  4. Use the filters to locate the draft invoice (for example, by media schedule, by client, or by checking the box for draft invoices only).

  5. Check the box next to the draft invoice you want to convert.

  6. Click the Convert Draft button at the bottom right.

The system will assign a real invoice number and convert the draft to a final invoice.

Step 7: Post the Invoice

A final invoice can be posted in one of two ways:

  1. From the Client Media Invoices search page:

    • Go to Media > Media Accounting > Client Media Invoices.

    • Use the filters to locate the invoice.

    • Check the box next to the invoice.

    • Click the Post button.

  2. From within the invoice itself:

    • Open the invoice record.

    • Review the details one last time.

    • Click the Post Invoice button.

Once posted, the invoice becomes a finalized Accounts Receivable transaction and has posted to the General Ledger.

Step 8: Verify Journal Postings for Invoice

  1. Click into the posted invoice.

  2. Open the Settings dropdown.

  3. Select Preview Journal.

The system displays the General Ledger accounts that the invoice posted to.

Verify that the General Ledger accounts are correct.
Unpost and update the posting accounts as needed, then repost and verify the journal again.

Step 9: Preview or Print the Invoice

A posted invoice can be previewed or printed in two ways:

  1. From the Client Media Invoices search page:

    • Go to Media > Media Accounting > Client Media Invoices.

    • Use the filters to locate the invoice(s).

    • Check the box next to the invoice(s).

    • Click the Preview or Print button.

  2. From within the invoice:

    • Open the invoice record.

    • Click the Preview or Print button.

From both the Preview and Print pages, you may print the invoice or save it as a PDF.

Verify that the correct logo appears and that the invoice formatting is correct.