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Creating Media Supplier Invoices

Media Supplier Invoices record the vendor-side cost of media buys and ensure correct posting to Media WIP and Accounts Payable. Regardless of the method used, all Media Supplier Invoices must be matched to the correct Media Schedule line entry to ensure accurate reporting and GL postings. There are two ways to create a Media Supplier Invoice: Method 1: Via Incoming Supplier Invoices (invoices emailed into the AP inbox and processed through the AP portal) Method 2: Via Media menu > Media Accounting > Media Supplier Invoices (manually created supplier invoices)

Method 1: Creating Media Supplier Invoices via Incoming Supplier Invoices

Use this method when supplier invoices are emailed into the AP email address and appear in the Incoming Supplier Invoices portal for AP processing.

Steps

  1. Navigate to:
    Accounting menu > Payables > Incoming Supplier Invoices

  2. Review the vendor, invoice number, and invoice date by clicking on the eyeball icon to view the invoice PDF.

  3. Click the Add Media button.

  4. Select the appropriate Media Schedule and insertions:
    a. Click the Select Insertions link for the relevant media schedule.
    b. Check the box next to the insertions that apply to this invoice.
    c. Click OK. The system returns you to the list of media schedules.
    d. The media schedule with the selected insertions will be automatically checked.
    e. Click the Add to Invoice button.

  5. Review the Supplier Total or Rate column and adjust if needed.
    For example, the vendor may have partially invoiced you for only a portion of the media schedule line entry.

  6. Check the box in the Billable column to select the entire invoice and either:

    • Click SUBMIT for approval (depending on your agency’s approval workflow), or

    • Click POST to post immediately.

  7. If the invoice was submitted for approval, once approved, navigate to:
    Accounting menu > Payables > Supplier Invoices
    Search for the invoice and post it.

  8. Verify the journal entry postings by opening the invoice from:
    Accounting menu > Payables > Supplier Invoices,
    then clicking the Activity drop-down and selecting Preview Journal.

Method 2: Creating Media Supplier Invoices Manually via Media Supplier Invoices

Use this method when supplier invoices need to be entered manually, such as when they were not emailed into the AP inbox or when media teams enter invoices directly.

Steps

  1. Navigate to:
    Media menu > Media Accounting > Media Supplier Invoices

  2. Locate the relevant media schedule and click the Select Insertions link.

  3. Select the insertions that apply to this supplier invoice and click OK.

    • The system will bring you back to the list of media schedules.

    • The media schedule with selected insertions will now be automatically checked.

  4. Click the Create All Supplier Invoices button.

  5. Enter the invoice number and adjust the amount, if needed (for example, for a partial invoice). Click OK.

  6. Navigate to:
    Accounting menu > Payables > Supplier Invoices

  7. Search for the newly created supplier invoice and post it.

  8. Verify the journal entry by clicking into the invoice and selecting Preview Journal from the Activity drop-down menu.