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How to create Media Invoices

Media Invoices bill clients for booked spots or insertions. They can be created for an entire schedule or for selected placements and must be approved before posting to the general ledger.

Steps to Create a Media Invoice

  1. Go to NAVIGATION BAR > MEDIA > Media Accounting > Media Invoices.

  2. Select New Media Invoice.

  3. Search for and select the Media Schedule(s) you want to invoice.

  4. Choose one of the following:

    • Invoice Full Schedule: Bill all booked spots or insertions not previously invoiced.

    • Select Insertions: Invoice only specific placements within the schedule.

  5. Update invoicing details:

    • Invoice Date: Date shown on the invoice.

    • Accounting Year / Month: Defaults to match the invoice date.

    • Invoice Up To Date: Include only placements up to this date.

  6. Click Create Draft to generate a draft invoice.

  7. Review draft details. If correct, select the draft and click Convert Draft to create a final invoice.

  8. Approve the final invoice to post it to the general ledger.

Key Concepts

  • Draft vs Final: Draft invoices can be deleted or edited; only final invoices can be approved.

  • Approval Required: Invoices must be approved before they post to AR and revenue accounts.

  • Partial Invoicing: You can invoice entire schedules or just selected placements.

  • Reconciliation: If required by Media Options, appearances must be reconciled before invoicing.

Why It Matters

Media Invoices ensure clients are billed accurately for planned and booked placements. This process moves revenue out of WIP and into the general ledger for financial reporting.