EditBilling Procedures
The billing process can be separated into three sections: log reconcilation, invoice finalization and printing statements.
EditLog Reconciliation
(Note: The video demonstrates that you need to save the log before commit of the reconcilation; this is no longer necessary.)
Make sure all logs have been reconciled/invoiced through the billing cycle being processed (weekly, broadcast, monthly).
From the dashboard, double click on the log icon to start the log editor. The log will automatically load for the next day, so you'll most likely need to select a different log.
Click on the folder icon.
This will open the select log dialog.
This dialog contains several pieces of information related to finalizing your logs. At this point, you are looking for any logs that are "Locked" for the billing cycle that you are currently processing. Each one of these will need to be reconciled/invoiced (designated by the "Invoiced" status in the list).
For each log that needs to be "Invoiced", open them individually and apply the following processes.
Located on the "File" menu, select the "Begin Reconciliation" to initiate the reconcilation process for the currently loaded log.
If you have automatic reconcilation as an option and it's correctly configured, initiating this process will automatically process the automation system's aired file and reflect as much information as possible on the existing log. All items that can be matched will automatically be checked as aired, other items will be unchecked. Any items that are "questionable" coming from the aired file will be presented a separate dialog allowing you to decided what needs to be done with each of them.
If you do not have automatic reconcilation configured, continue to the next step.
The log will now display the original scheduled time and the aired time columns. Each item also has a check box representing if the items have aired.
- Review each spot, verifying that it aired by checking the "Aired" check box accordingly; optionally modify the "Aired Time" to reflect the actual aired time (to do so, just hover the mouse over the aired time you want to modify and click to enable the in-place editing).
- Double click on the customer and you may also correct/change a cart number.
- Add any spots that may have been aired but not originally scheduled (write on spots).
Once you are satisfied with the reconciled log, you can select the "Commit Reconciliation" menu item located in the "File" menu.
This will finalize the reconciliation process for the selected log and place all aired spots on their respective invoices.
Repeat for all logs during the billing cycle being processed before continuing to the actual invoicing process.
EditInvoice Finalization
Note: Prior to beginning invoice finalization, double check the A/R Tools->Batch Print Invoices to make sure you don't have any pending invoices that need to be printed due to being modified and not printed when they were modified. If you do not wish to print these, just "print" them to a virtual printer such as Microsoft XPS Document Writer.
There are two ways to finalize invoices and each of them have their own merits. However, for the purposes of this tutorial, we will be focusing on the batch approval method.
Open Accounts Receivable.
Using the main menu, select the View->Pending Invoices menu item to open the Pending Invoices window.
At this point you will see several invoices. Each invoice may be one of several colors, these colors are:
| Color | Meaning |
|---|
| None | Invoice appears to be incomplete. |
| Green | Invoice appears to be complete. |
| Yellow | Invoice appears to be complete, however, the end date of the invoice has not transpired. |
The invoices that are green will be automatically checked as approved. The Finalize button in the bottom left hand of the screen is used to initiate the finalizion process; turning the pending invoices into Posted invoices and providing you the option to print printable invoices upon completion.
Using
MyViews, you can manipulate the list in many ways to present the list of invoices on a per billing cycle, progress, customer, station, etc. basis. Additionally, you can use
MyViews filtering to hide items from the list to reduce the list of invoices down to a much more managable and focused list. Please see documentation on
MyViews for more information.
If you have any CoOp billing, you should utilize the main menus View->Invalid CoOp Scripts menu item to review and correct any missing scripts before finalizing.
If you choose not to print the invoices at this time, you can go to the Accounts Receivable window and use the Tools->Batch Print Invoices menu item to select and print the pending to print invoices.
If you have the Prepayment option pack available, any pre-pay payments will be automatically applied to finalized invoices (prior to printing) that are associated with their respective orders. (Note: The only time this prepayment occurs is when an invoice is finalized.)
If you have the Electronic Delivery of Invoices (EDI) option pack available then any any agency related invoices that has an IDB# associated with it will automatically export an .edi document that you can then provide to your agency clearing house provider. These files are located in your my documents\RadioTraffic\EDI folder. You will have to contact this provider for information on how these files will need to be transferred. If they are interested in having us work more closely with them to provide a more streamlined solution, we will make ourselves available upon request.
If you have the EmailMyInvoices option pack available, any customers that have been configured to receive their invoices will automatically be emailed a copy of their invoice upon finalizing.
EditStatements
If you are printing statements in addition to printing invoices, the process is very similar to utilizing the Pending Invoices window.
Open Accounts Receivable.
Utilize the main menu by selecting Tools->Print Statements menu item.
This will present the list of all the active customers in the system.
The Select check boxes will be automatically selected based on how you've configured each customer regarding the "print statements" option.
Like the Pending Invoices window, each customer is color coded. The colors are as follows:
| Color | Meaning |
|---|
| None | Zero balance. |
| Red | Negative balance (pre-pay balances?). |
| Green | Positive balance (they owe you money). |
Also similar to the Pending Invoices window, you can utilize
MyViews capabilities to control what you see to help you zero in on what you'd like to print.
Once you have at least one customer in the list checked in the Select column, the Print button will be made available.
Pressing the print button will collect all of the data, render all of the documents and display it in a Preview window. If you are satisfied with the results displayed in the Preview, use the Preview window to send the documents to the printer (or save as a document using the File->Export Document main menu item).