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Verifying Media Scheduled Invoices

This article provides guidance on how to review and validate scheduled media invoices before billing clients. Scheduled invoices are generated automatically based on the selected cycle type, flight dates, and rate information entered on each media line entry. 

Overview

When media buys are created in a Media Schedule, Accountability generates Media Scheduled Invoices according to the media line’s cycle type and date range. Verifying these scheduled invoice records ensures accuracy before they are included in client billing.

Step 1: Navigate to Scheduled Invoices

  1. Go to the Media menu.

  2. Select Media Schedules.

  3. Search for and open the appropriate Media Schedule.

  4. Click on the appropriate medium.

  5. Click the Scheduled Invoices icon for the specific media line entry.

[Screenshot placeholder: Media Schedule with medium selected]
[Screenshot placeholder: Scheduled Invoices icon]

This displays all system-generated scheduled invoice records for that media line item.

Step 2: Review Scheduled Invoice Dates

Check that the scheduled invoice dates align with:

  • The media line’s flight dates

  • The selected cycle type

Valid cycle types include:
1-week, 2-week, 3-week, 4-week, monthly-calendar, monthly-date, daily, upfront

Notes:

  • Only the monthly-calendar cycle type prorates based on the number of days in each month.

  • All other cycle types divide the total media line amount evenly among the number of scheduled invoice records generated.

If the cycle type is incorrect, update it within the media schedule entry and regenerate the scheduled invoices.

[Screenshot placeholder: Media line entry showing cycle type]

Step 3: Validate Invoice Amounts

For each scheduled invoice:

  1. Confirm the scheduled amount matches the expected calculation.

  2. Cross-check against vendor contracts and MAFs.

  3. Confirm that the total of all scheduled invoices equals the total contracted amount on the media line.

[Screenshot placeholder: Scheduled Invoice detail modal]

Troubleshooting

Amounts don’t match expectations

  • Confirm the correct cycle type is selected.

  • Verify the start and end dates of the media line.

  • Check the rate, units, and total amount assigned to the line item.

Invoices generating too many or too few cycles

  • Confirm the cycle type matches the intended billing frequency.

  • Review the flight dates to ensure accuracy.

Fee and buy amounts not separated

If your agency breaks out fees from the media buy, confirm that the Charge Type field is used consistently. Certain fees may have different cycle types than the main media buy.

Example:
Installation may be billed upfront, while the media buy itself is billed monthly. This will cause the Installation fee to generate a different number of scheduled invoice records than the media line entry. Verify the cycle type assigned to each Charge Type prior to regenerating invoices.

[Screenshot placeholder: Charge Type field on media line]