New Invoices/ Proformas

The Media Invoice form allows you to generate client invoices with various formatting options.

Schedule Number

Shows number of schedule to be invoiced.

Enter Schedule Number or Press F7 to Search or F6 to Create New.

Supplier

Filter for specific Supplier(s) whose ads need to be invoiced.

Enter an existing supplier Code or Press F7 to Search or F6 to Create New. Click on the (+) icon to select multiple Suppliers.

Vehicle

Filter for specific vehicles(s) for which ads need to be invoiced.

Enter vehicle Name/part of the name or Press F7 to Search or F6 to Create New. Click (+) to select multiple vehicles.

Invoice details

Invoice date

Date the invoice is issued. (can be updated)

Select the invoicing date.

Date filtering

• All

Issues invoices for all the ads in the schedule. (default option)

• Appearing from

Invoices only those ads appearing between a period specified by the user.

Select start and end Dates of desired time period.

Invoice comments

Important comments/notes/instuctions to display on the invoice.

Enter required information.

Terms of payment

Terms on which the payment is to be received.

• Standard

Terms of payment as entered in the client's chart of accounts record. (default option)

• Special

Specific terms of payment for this invoice.

Opens a new section where you can manually enter the terms of payment. (substitutes the standard terms of payment)

• None

No terms of payment on the invoice.

Invoice Type

• Initial

Invoice issued without discounts or charges. (default option)

• Final

Invoice only for charges or discounts, which has been chosen to appear on a separate invoice.

Note- This invoice can only be issued if the initial invoice has already been raised.

• Both

This is a combination of Initial & Final invoices. This generates both the invoice types simultaneously.

• Credit note

Issue credit notes to the client.

See Issue Credit Notes

Certified

• Certified ads only

Invoices only the certified ads.

• All ads

Invoices all ads regardless of their certification status.

NOTE - not all users are authorised to invoice uncertified ads.

Save proforma

A proforma invoice is an invoice that is sent prior to shipment of goods, this describes the details of the invoice but does not serve as a real invoice. The system by default does not save the proforma, however if required you can click Yes to save the proforma.

The proforma number appears on the issued invoice. This can be viewed in Media > Invoices > Old Invoices/Proformas by entering the proforma number.

Despatch Date

Allows you to update the system with the invoice despatch date. You can either select Immediate which makes the current date the despatch date or choose another date using the popup calendar.

You can also update the despatch date of existing invoices by reprinting them from Media>Invoices>Old Invoices/Proformas.

Where can I view the despatch date of existing invoices?

The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

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Formatting options

Date Format

NEOSYS allows you to format the appearance of the scheduled dates on the invoice printout as required. Below are screenshots of all the different date formatting options :

• Partial Grid

Only shows the dates from the first ad to the last ad during the month.

• Full Grid

Unlike the Partial Grid the Full Grid shows the dates of the entire month highlighting the dates on which the ads are scheduled.

• List

Shows a different view of the schedule only in terms of how the dates of the scheduled ads appear on the invoice.

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Columns

• Time
• Material
• Postion/Program
• Costs

Any of the options above can be selected to appear on the invoice considering these details have been updated on the media schedule.

Costs

• Cost to client

Issues a client invoice showing the cost the to the client.

• Cost to agency

Issues a cost invoice showing the cost to the agency. The currency on the cost invoice is always the base currency.

• Both

This issues two separate invoices, the client invoice and the cost invoice.

Choosing various Net & Gross Columns to be printed

• All columns
• Gross and Net only
• Net only

Allows you to choose what part of the cost you want to show on the invoice.

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Check numbers

Checked by default, this option tells the system to check for any discrepancy in the number of ads on the schedule row. The schedule printout/ new invoice would not be issued if the ads entered in the Dates calendar do not match the Number of Ads column. However, you can select the No option if you wish to proceed with printing/invoicing the schedule.

It could be possible that the number of ads entered in the Dates calendar differ from the number of ads in the No. Ads column in the media schedule row due to changes made by the agency representative or for some other reason.

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Approve Schedule

• Yes
• No

Allows you to approve the schedule from the invoicing form considering it has not been already approved. The current date is entered as the client approval date on the schedule once the invoice is generated.

This is ineffective if the approval date has already been entered in the schedule.

Summary

• None
• By Vehicle
• By Supplier
• By Market
• By Medium

NEOSYS allows you to add a brief overview of the gross and net costs as per vehicle, supplier, market or medium to the bottom of the media invoice. Only one option can be selected per invoice.

Subtotals

• Lines and Subtotals

The lines on the invoice are the schedule lines which show the per unit cost details as mentioned on the schedule. The subtotals are the separate totals of each line on the schedule.

This shows the lines and subtotals on the invoice.

• Subtotals only

Shows only the subtotals of each line on the invoice. The unit cost details do not appear on this.

• Lines only

Shows each line of the schedule with its details and a cumulative total of all the lines without the subtotals.

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Paging

Paging can be done when there are multiple vehicles or suppliers in the schedule. For paging the invoice the three options are -

• Continuous - issues an invoice where all schedule lines appear together on the invoice even if the schedule has multiple vehicles and suppliers. This is the default option.

• Vehicle - issues a separate invoice for each vehicle.

• Supplier - issues a separate invoice for each supplier.

Material List

• Auto
• Show
• Hide

A material list is a list of the artwork prepared by the agency which is to be sent to the vehicle supplier.

NEOSYS allows the agency to show a summary of the material list on the bottom of the printout, this feature which is primarily used to show the supplier the list of materials in the planned/scheduled ads is also used for agency reference.

Auto is the default option which would either show or hide the material list as specified in the Configuration file.

Sample Invoice