Operative Media. Operative.One. Release Finance Module User's Guide. Document Version 1.0

Transcription

1 Operative Media Operative.One Release Finance Module User's Guide Document Version 1.0 Issued 9/2/2015

2 2015 Operative Media, Inc. All Rights Reserved. This document may not, in whole or in part, be copied, reproduced, translated, or redistributed without the express written consent of Operative Media, Inc. While every reasonable precaution has been taken in the preparation of this document, Operative Media, Inc. cannot guarantee the accuracy of printed or online material after the date of publication. As needed, Operative Media, Inc. will make a reasonable effort to publish updates and revisions to this document and make them available to their customers. 2 Operative.One Release Finance Module User's Guide v1.0

3 Contents Table of Contents About This Document 7 Tell Us What You Think! 7 1 Finance 8 About the Finance Module 9 Key Terminology 10 Sales Order 10 Sales Line Items 10 Product 10 Ad Slot 10 Billing Period 11 Invoice 11 Invoice Line Item 11 Invoice Schedule 11 Payments 11 Credit Memo 11 Finance Configuration Overview 12 Billing Period Schemes 12 Financial System Delivery Integration 12 Organizational Setup 12 Invoicing Options 14 Default Invoice Scheduling Options 18 Invoice Export File Formatting Options 20 Default Revenue Recognition Options 21 Sales Order Finance Settings 24 Viewing and Setting Invoice Schedules 27 Invoice Scheduling Terms 29 Contract - Pro-rated Daily 30 Contract - Straightline By Billing Period 31 Primary Performance 32 Third-Party Performance 32 Single Period (Contracted) 33 Custom Invoice Terms 34 Manual Invoice Schedules 35 Invoices and Active Order Values 36 2 Managing Invoice Data 39 Reviewing and Managing Invoices 40 Operative.One Release Finance Module User's Guide v1.0 3

4 Contents Navigating the Finance Module 40 Reviewing or Clearing Flags 43 Assigning Invoices 44 Finding Assigned and Unassigned Invoices 44 Assigning Invoices Manually 45 How to: Assign Invoices Manually 45 Assigning Invoices Using Rules 46 Updating Review Statuses 46 Opening and Reviewing an Invoice 47 Overriding Invoice or Revenue Numbers 49 Manually Entering Overrides 50 Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) 51 Overriding Invoice Schedules or Reverting Overrides 52 Calculating Amounts Based on Units/Quantity 55 Adding and Viewing Notes & Files 56 Understanding Invoice Fields 62 Invoice Totals and Summary Fields 62 Invoice Overview 63 Revenue Information 63 Sales Order Information 64 Cumulative Invoicing Information 64 Invoice Line Items Tab Fields 65 Default View 67 Invoice Breakdown 70 Performance View 72 Sales Order Tab Fields 74 Sales Line Items 74 Sales Line Item Pricing 76 Sales Order Roles 79 Sales Order Properties 79 Billing Account Tab Fields 79 Invoice Schedule Tab Fields 79 Taxes Tab Fields 80 Credit Memo Fields 80 Reporting on Credit Memos 82 3 Finalizing Invoices 84 Exporting Invoices 85 Export File Types 85 4 Operative.One Release Finance Module User's Guide v1.0

5 Contents Line Item Level 85 Order Level 85 Order Supporting Line Items 86 Client Activity 86 Exporting a Single Invoice 86 Exporting Multiple Invoices 87 Navigating and Downloading on the Exports Tab 88 Setting the Review Status after an Export 91 Locking and Unlocking 92 Locking or Unlocking Invoices 92 Prior Locked Data 93 Locking or Unlocking a Billing Period 93 Using the Unlock Billing Period Action 93 Adjusting Invoices 95 Entering Adjustment Details 95 Adjustment Impacts 96 Adjustments and Unlocking 96 4 Export File Options 98 Operative.One Release Finance Module User's Guide v1.0 5

6 Contents 6 Operative.One Release Finance Module User's Guide v1.0

7 About This Document About This Document The User's Guide describes how to use Finance Module in Operative.One Release This publication is intended for all Operative.One customers and partners. Tell Us What You Think! We invite your suggestions, corrections, and comments about the User's Guide: please contact us. Your feedback will help us serve you better. Operative.One Release Finance Module User's Guide v1.0 7

8 Chapter 1: Finance 1 Finance This document describes how to use the Operative.One Finance module to automate the process of determining invoice data for advertising managed through Operative.One. Operative.One is an end-to-end platform that integrates and coordinates the ad selling process across the many different departments, roles, and systems involved with selling, delivering, billing, planning, and tracking advertising. The Operative.One platform contains a set of modules to address the needs of different users in this process. Operative.One simplifies and streamlines your advertising operations by providing a single point of entry, tracking, and reporting. It improves communications between you and your clients, and it automates data flow between your sales, ad operations, accounting, and other departments. By providing a centralized access point for critical account details, order information, and campaign details, Operative.One enhances your ability to support your clients. It automates repetitive tasks and shortens the sales cycle while increasing the accuracy and speed of closing a sale. 8 Operative.One Release Finance Module User's Guide v1.0

9 About the Finance Module Chapter 1: Finance About the Finance Module The Finance module automates the process of calculating what you bill and recognize as revenue for advertising campaigns. It works hand in hand with the Express or Sales module to determine contracted details and with the Campaign360 module to determine primary and third-party performance numbers. Many different revenue recognition and billing options are available and the Finance module handles the complexity of managing these calculations. The Finance module also lets users override numbers as needed before finalizing invoicing details or adjust them after invoice data is sent. After calculations are reviewed, the Finance module lets you export them out of the system. The exported data can then be imported to your accounting system, where you create the actual invoices you send to your clients. Note: Although the term Invoice is used throughout the Finance module, Operative.One does not actually create the invoices you send to your customers. It creates invoice data that you import into your invoicing application. Operative.One Release Finance Module User's Guide v1.0 9

10 Chapter 1: Finance Key Terminology Key Terminology This section provides an overview and introduction to key concepts and terms found in the Finance module. It is important to understand these basic concepts before you begin using the system. It is also a good idea to review information about the Sales module, because orders created in the Sales module are the entry point to the Finance module. Sales Order The Sales module contains information about the advertisements you sell. These sales are organized into Sales Orders, also referred to as just Orders. A sales order contains the details the sale including the parties involved, the terms, conditions, and financial arrangements. Within the Sales module, the order has a number statuses and an involved workflow. When the order reaches the Active Order status, it is an agreed upon contract and its details become available in the Finance module. Note: Sales orders can also be created and managed through the Operative.Express module. Operative.Express is a simplified version of the Sales module designed for less technical or advanced users who enter less detail about an order. Finance related details typically default for Operative.Express users, so there is likely less complexity in how billing occurs. However, from a Finance module perspective, there is no difference between an order created in the Sales module versus one created in Operative.Express. Sales Line Items A line item is the part of the sales order that specifies the details of a specific ad. For example, a line item specifies the dates when an ad runs, the type of ad, the targeting, the pricing, the product, and other specific details. A sales order can contain many line items describing different ads sold to the same advertiser. A group line item is a collection of line items within the order that are normally sold together. In the Finance module, you normally only invoice for the group (parent) and that represents the sum of all the ads within that group. The Sales Module User s Guide contains additional information on line items and groups. Product Each line item has a product. A product defines many important details of what was sold, including pricing, targeting, and ad slot details. Note: A package product is a collection of products that are sold together as a group line item. The Sales Module User s Guide contains additional information on packages and groups. Ad Slot An ad slot is part of a product and defines technical instructions required to serve an ad. Ad slots can be associated with media properties and with partners. If your company uses the Partner Management features of Operative.One, the association between partners and ad slots is important to understand. However, if you do not create payments in Operative.One, ad slots are not an important consideration in the Finance module. 10 Operative.One Release Finance Module User's Guide v1.0

11 Key Terminology Chapter 1: Finance Billing Period A billing period is a time frame that an organization uses for scheduling financial activities, such as billing, revenue, payables, and receivables. Orders that span multiple billing periods are broken up and invoiced across all those periods. For example, if billing periods are based on calendar months and an order runs from January through the end of June, its billing is broken up across 6 billing periods each corresponding to a month. Operative.One lets administrators define how billing periods and fiscal calendars are set up. A standard (Gregorian) calendar can be set to start the fiscal year at any month. You can also define non-standard broadcast calendars where months contain 5 or 4 full weeks, so that each month always begins on the same day of the week. Depending on the complexity of your company, different billing period schemes can be defined and associated with different divisions (business entities). Invoice In Operative.One, an Invoice corresponds to the portion of a sales order s financial data in a specific billing period. For example, if billing periods are based on calendar months and an order runs from January through the end of June, then the order has 6 invoices each providing data for its corresponding month. Invoice Line Item An Invoice Line Item corresponds to the portion of a sales line item during a specific billing period. Invoice Schedule An invoice schedule breaks up line item goals across the different invoices associated with a sales order, and it specifies on what basis each line item in an order is billed. It determines whether to invoice based on what was expected to serve (contracted), what actually served from the primary production system (primary performance), or what actually served according to a third-party or rich media production system (third-party performance). It further defines whether to bill at a granular line item level or only to bill at the order level. Payments Payments in the Finance module are related to the Partner Management features of Operative.One. They determine how much your company owes a partner based on delivery to ad slots of that partner managed through Operative.One. They explained in the Partner Management User's Guide. Credit Memo Customers who primarily bill on a contract basis often have the need to reimburse their clients for undelivered inventory. In cases where makegoods are not sufficient, a credit memo specifies how much money to include in an invoice as a negative Net Invoice Amount. A credit memo is similar to an invoice line item in that it corresponds to a sales line item during a billing period. However, credit memos are for negative amounts, and only correspond to the Net Invoice Amount field. Credit memos appear as separate lines (rows) in Finance module invoice exports. They are issued and managed from the Finance & Legal tab in the Sales module. Operative.One Release Finance Module User's Guide v1.0 11

12 Chapter 1: Finance Finance Configuration Overview Finance Configuration Overview The sections that follow briefly describe important Administration module settings that impact the Finance module and its calculations. These settings are often defined as part of the initial set up of your system, but should be understood by all Finance module users. Billing Period Schemes below on this page briefly introduces the definition of billing periods which determine when invoices are created for an order. Financial System Delivery Integration below on this page briefly introduces the delivery of invoice data to your accounting and financial system (FTP/SFTP). Organizational Setup below on this page describes settings associated with an invoicing organization. Billing Period Schemes An administrator sets up which billing period schemes your company uses. Billing periods determine on what schedule you bill and recognize revenue. This is most commonly done on a standard monthly basis, but you can set in which month you begin your fiscal year. You can also define non-standard broadcast calendars where months contain 5 or 4 full weeks, so that each month always begins on the same day of the week. Depending on the complexity of your company, different billing period schemes can be defined and associated with different divisions (business entities). However, most organizations use one billing period scheme. This is typically set up as part of the initial Operative.One implementation in the Administration module under Module Settings > Billing Period Schemes. Financial System Delivery Integration The Finance module creates invoice data that you import into an accounting or invoicing system. The most common form of integration of this data is through CSV files that can be downloaded or transferred to an FTP or SFTP server from Operative.One. When a user within Operative.One chooses to export an invoice, the system creates the exportable file for a download or FTP transfer. The FTP or SFTP server must be in a location outside your organization s firewall accessible to both Operative.One and your organization. FTP/SFTP file delivery connection details are defined in the Administration module under System > Integrations > Financial Systems. The definition of what goes into the file is defined as part of the Organizational Setup described in the next topic. Organizational Setup Each invoice in the Finance module is associated with one invoicing organization entity, which is the part of your company that sends the bill and under which the revenue is reported. Finance module calculations are performed based on the invoicing organization s settings, so these should be understood when using the Finance module. Depending on the needs and complexity of your business, you may have one or more invoicing organizations. During the initial Operative.One implementation, the organizational and hierarchical structure are defined in the Administration module under System > Organizations. 12 Operative.One Release Finance Module User's Guide v1.0

13 Finance Configuration Overview Chapter 1: Finance This shows a tree structure of all the different Teams, Partners, Business Entities, Media Properties, and Approval Groups, with one Global Organization at the top of the tree. The Global Organization or any Business Entity can be an invoicing organization. If you use the Partner Management features, there are some settings you can make for a partner that impact partner calculations. In many companies, the Global Organization is the only invoicing organization and all the Finance module settings are defined for it. In other companies, settings are defined for different Business Entities. By default a sales order and all its line items have the first invoicing organization that is above the home team of the order s primary salesperson. A Sales module user can override this default for the entire order or on a line item by line item basis. When you open the Global Organization or a Business Entity, an Invoicing Organization check box is available. If this is checked, then the organization or business entity is an Invoicing Organization and additional fields appear below it. The sections that follow describe those fields and how they impact the Finance module. Operative.One Release Finance Module User's Guide v1.0 13

14 Chapter 1: Finance Finance Configuration Overview Warning: If you deselect the Invoicing Organization check box for the Global Organization, teams must be under business entities that have their Invoicing Organization box checked. Teams cannot be under the Global Organization if it is not an invoicing organization because a default invoicing organization will not be available for their orders. Invoicing Options The following fields appear on the Invoice Options pane when the Invoicing Organization box is checked for the Global Organization or a business entity. 14 Operative.One Release Finance Module User's Guide v1.0

15 Finance Configuration Overview Chapter 1: Finance Field Orders are invoiced at the Description This sets whether invoice details are displayed, calculated, and exported for each line item in an order or only for their sums as a single line. It determines options and a default for the Invoice Level field on the Finance & Legal tab in the Sales module. Line Item Level means that invoices are based on line item amounts and quantities by default. Order Level means invoices are based on the sum of line item amounts and quantities by default. Setting can be overridden within the order determines if the default can be changed when orders are created in the Sales module. If this is checked, a user can choose between Line Item or Order level invoicing when creating orders. If this is not checked, only the default is allowed in the Sales module. Note: Not all areas of the system support Order Level invoicing. Media Property reports, Finance data in non-finance reports, Cube/Business Analytics reports, Credit Memos, and Partner Management calculations are not available for Order Level invoices. Also locking any period for an order level invoice will prevent editing of many sales order fields even outside the locked date range, because all line items are considered together. Operative recommends making use of the Bottom Up group feature instead of Order Level Invoices. Operative.One Release Finance Module User's Guide v1.0 15

16 Chapter 1: Finance Finance Configuration Overview Field Include Line Items in invoices for Invoice Billing Period Scheme Financial System Roles allowed to push invoice data to the Financial System Description This sets how line item invoice goals can be broken up across multiple billing periods. It determines options and a default for the Include Line Items For field on the Finance & Legal tab in the Sales module.this does not apply to order level invoicing, only line item level. Invoiced billing periods only means that by default you can divide a line item s invoice numbers only among the periods when it runs. For example, if the total order runs from January 1 through April 30, but a line item runs only from February 1 through March 15, you can divide the invoice numbers for that line item only between February and March. Note: This does not prevent the Single Period invoice terms option from billing outside the range. All billing periods within the order means that by default you can divide a line item s invoice numbers among all periods in the order, even when the line item does not run. The system does not automatically distribute contracted amounts outside a line item date range, but you can manually import or enter those details on the Finance & Legal tab. For example, if the order runs from January 1 through April 30, but a line item runs only from February 1 through March 15, you can divide the invoice numbers for the line item among January, February, March, and April even though the line item does not run in January and April. Setting can be overridden within the order determines if the default can be changed when orders are created in the Sales module. If this is checked, a user can choose between these two options when creating orders. If this is not checked, only the default is allowed. Note: The All billing periods within the order option is not compatible with Media Property reports. Media Property reports only reflect Finance module data that overlaps with a line item's actual date range. This sets which billing period scheme is used to break up sales orders into multiple invoices. If you have defined a connection to your accounting and invoicing system, you can select the system here. These integrations are defined in the Administration module under System > Integrations > Financial Systems. If you specify a Financial System above, this sets which roles are allowed to export data from Operative.One into that system. This setting only applies when exporting to the Financial System and does not impact which roles can export for downloading within the Finance module. Note: In some environments, only the Finance Manager and Support Ops roles can actually export, but those roles need to be checked here to export directly to a financial system. 16 Operative.One Release Finance Module User's Guide v1.0

17 Finance Configuration Overview Chapter 1: Finance Field Allow users to invoice more than the net cost of the line item or order? Incorporate adjustments into invoicing calculations Description If this is Yes, the system allows and can calculate invoice amounts greater than the contracted goals in the Sales module. For a performance basis, the invoice amounts are based on the delivery data and unit cost regardless of the goal. Manual overrides for any basis that exceed sales goals are allowed. If this is No, you cannot invoice for more than the contracted goals set in the Sales module. For line item level invoices, this applies to each line item. Across periods, the line item is capped at its Net Cost as shown on the Media Plan tab. When invoicing on performance, after a line item has reached its delivery goal, no further invoice amounts can be accrued. The system will not calculate more than the Net Cost. When this is No, the Cumulative Net Invoice Amount cannot be more than the Net Cost, even when manually entering numbers or overriding for a contracted basis. If you manually increase an earlier period s invoice amount, the final period s amount is reduced to ensure the Net Cost is not exceeded. Note: This is referred to as capping. Note: Capping can be overridden per product on the product s Finance Settings tab when a product is edited under Ad Master Model > Sales > Products. Note: This is not applied to Invoice Units. Capping of Recognized Revenue is a separate setting further down the page on the Default Revenue Recognition Options pane. This impacts how adjustments are handled with cumulative line item goals or order level totals in the Finance module UI and export files. Reports always account for adjustments. Adjustments in the Finance module are only available after an invoice is locked. Adjustments are explained in the Finance Module User's Guide. If this is No, adjustments are ignored when determining if line item contracted goals are met, and order level totals do not reflect adjustments made to line items after an invoice is locked. If this is Yes then: Order level invoice totals reflect adjustments made to invoice line items. Line item level Cumulative fields reflect adjustments. Invoice tax values reflect adjustments. If the system is set so that Net Invoice Amount or Recognized Revenue cannot be more than contracted goals, then adjustments in a prior period are taken into account when determining how much of the goal has been met for contracted amounts in later unlocked periods. Starting with the latest period, the suggested contracted number is reduced if you adjust above an earlier period s originally suggested goal. For a contract basis, Net Invoice Amount and Invoice Units numbers in unlocked periods are not increased if you adjust a number down in a locked period. Recognized Revenue may be redistributed if you recognize on a pro-rated or straightline basis. The system also prevents a user from adjusting above the contracted goals. If this setting is modified, it takes effect when an invoice is opened or exported. Operative.One Release Finance Module User's Guide v1.0 17

18 Chapter 1: Finance Finance Configuration Overview Field Invoice export "count" behavior Description The Finance module keeps track of when an invoice is first exported, the last time it was exported, and a count of how many times it was exported. This helps finance managers understand how often and when exports occurred. This organization setting controls when the count and time stamps are recorded: The every time an export request is made setting reflects all exports. The only when an export request is sent to the Financial System setting reflects only when an export is sent to an FTP server. The only when an export request is sent to the local computer setting reflects when an export is sent to the Export queue but not the FTP server. Credit Memo Note: The system allows the count to go up to 255. You cannot export an invoice more than 255 times using a method that increases the count. Setting this to Yes turns on the credit memo feature; setting this to No turns it off. At this time, turning on the credit memo feature for the global organization turns it on for all invoicing organizations. You do not need to add new fields to the Finance Module invoice export formats. Credit memos appear as new lines and not new columns associated with existing line items. Credit memo lines can be identified because their Net Invoice Amounts are negative and because their Term Used fields are "Credit." If your exports do not contain any invoice term fields, you may want to add one (for example, Actual Net Invoice Amount Term Used) to easily identify the credit memo rows. Be aware that adding credit memos on the Finance & Legal tab for an order in the Active Order status always triggers a status change regardless of settings under Administration > Module Settings > Sales > Sales Preferences > Modified Sales Order Triggers > Finance & Legal. Regarding permissions, you may need to make some decisions regarding which users will be allowed to issue credits, and adjust role assignments accordingly. All users who can view an order or invoice can see in read-only mode credits issued by other users. However, only the following roles can issue credits in the Sales module s Finance & Legal tab: Sales Administrator (sales_admin) Finance Manager (finance_manager) Supportops (supportops) Finance managers can add and modify credits, but that role alone does not grant the ability to submit the sales order through the workflow, and adding credits requires the modified order workflow approval process. At this time, no approval rules are available based on credit memos. Default Invoice Scheduling Options This pane appears collapsed by default but can be expanded by clicking the triangle on the far right. This sets default suggested invoice terms that appear on an order s Finance & Legal tab in the Sales module. Invoice terms set the basis on which line items are billed (e.g., primary performance, third party 18 Operative.One Release Finance Module User's Guide v1.0

19 Finance Configuration Overview Chapter 1: Finance performance, Contracted - pro-rated, etc.). When Sales module users add line items to an order, based on the invoicing organization and the line item s cost method, the system automatically sets the invoice terms you choose here. Sales module users can then override or confirm them on the Finance & Legal tab. The default applies only when a line item is first added and saved in an order: changing a line item s cost method after the first save will not change the invoice terms after they have been saved. If your organization always invoices using the same terms or has a set of fall back terms, this ensures the Sales module user does not forget to choose them on the order s Finance & Legal tab. If you do not want the invoice terms to default, leave these fields set to None, and a Sales module user will need to set them. For each Cost Method, you can set the invoice terms that default for both the amount (monetary value, e.g., dollars) and the units (quantity, e.g., impressions). If you want amount and units based on the same invoice terms, be sure to set them to the same defaults in the drop-down lists in this pane. For each Cost Method, you can choose one of the following system invoice terms or custom terms defined by your administration. Calculation Contracted - Pro-rated daily Contracted - Straightline by billing period Description Contracted goals are invoiced and actual performance delivery numbers are not reflected. When an order runs only in a single period, the entire amount or quantity is invoiced in that period. When an order spans multiple periods, line items are pro-rated across periods so that the amount or quantity invoiced in each period reflects the number of days that a line item or order runs during the period. Note: With Order level invoicing, line item totals are summed together and the prorating is done based on the totals and cumulative dates with no accounting for when line items run. Contracted goals are invoiced and actual performance delivery numbers are not reflected. When an order runs only in a single period, the entire amount or quantity is invoiced in that period. When an order spans multiple periods, line items are evenly distributed across all periods in which they run and do not reflect the number of days within each period. The amount or quantity invoiced in each period is identical for all periods. Note: With Order level invoicing, line item totals are summed together and the periods are divided evenly not accounting for when the line items run. Primary Performance Invoicing is based on performance delivery numbers from the primary production system. An invoiced amount is calculated by applying a line item s net unit cost to this delivery. Note: For the invoiced amount, this is generally not used with Flat Rate cost methods because it will be calculated as zero. Operative.One Release Finance Module User's Guide v1.0 19

20 Chapter 1: Finance Finance Configuration Overview Calculation Third Party Performance Description Invoicing is based on performance delivery numbers from the billable third party production system. An invoiced amount is calculated by applying a line item s net unit cost to this delivery. Note: For the invoiced amount, this is generally not used with Flat Rate cost methods because it will be calculated as zero. Note: When this is used, Sales or Ad Operations module users must set the Billable Third Party System field for each line item, so that the Finance module knows which third party delivery information to use. Note: Bill in Single Period is not available for default invoice terms at this time. Invoice Export File Formatting Options This pane appears collapsed by default. You can expand it by clicking the triangle on the far right. This pane lets you define the content and format of Finance module export files. This is the data sent out of Operative.One and into your accounting or invoicing system after details are reviewed or modified in the Finance module. You can define multiple Finance export file instances for an invoicing organization to use different files for different purposes or systems. For example, you can have one instance as an Excel XLSX file with a limited number of fields, and another as a text CSV file with a more comprehensive list of files. On top of the pane, a drop-down list chooses one of the four export types. The four types (Line Item Level, Client Activity, Order Level, Order - Supporting Line Items) are described in the Operative.One Finance Module User s Guide. Note: The order level types appear only if the invoicing organization allows order-level invoicing. An Instance(s) pane on the left displays each instance of the export type. For each export type, one default instance is created along with the invoicing organization. Administrators can optionally create multiple instances of the Line Item Level or Order Level types. The Create button creates a new instance of the file type. It has two options: Create new instance creates a new instance using the system defaults for which fields are selected. You can then manually add and remove fields from the new instance. Create by copying this instance creates a new instance based on the instance selected in the Instance(s) pane. After clicking the Create button, you can rename the new instance on the left. This is the name that Finance module users choose when exporting, so you should use a name that indicates the purpose of the file for those users. Drop-down lists on the right let you choose the file format (XLSX, XLS, or CSV) used for exporting. The File Content pane lets you choose which fields are in the file by moving them between the left Available Mapping box, which shows unused fields, and the right Selected Mapping box, which shows selected fields. The available fields and options are described in the last chapter of the Finance Module User's Guide. You can use the up and down arrows to set the order in which the fields appear. 20 Operative.One Release Finance Module User's Guide v1.0

21 Finance Configuration Overview Chapter 1: Finance Note: You cannot create new instances of the Client Activity and Order - Supporting Line Items types, and their fields cannot be changed. You can change the file format of the Order - Supporting Line Items type, but not the Client Activity type. Note: Only 256 columns are supported. Some of the options on this page can add multiple columns. Default Revenue Recognition Options Depending on the needs of your organization, invoice and revenue numbers can be handled differently: Invoice numbers are what you bill your clients. Calculations for invoice numbers can default based on the organization settings and a line item s cost method as explained in Default Invoice Scheduling Options on page 18. A Sales module user can also set the calculations on a line item by line item basis when they set up the invoice schedule on an order's Finance & Legal tab. A Finance module user can override the calculated number as needed when editing an invoice. Revenue numbers are used internally within your organization. Calculations for revenue numbers default based on the organization settings as explained below. However, they can be overridden based on a line item s product if a revenue calculation is set for the product. Setting a revenue calculation based on a product is done in the Administration module on a product s Finance Setting tab when a product is edited under Ad Master Model > Sales > Products. A Finance module user can override the calculated number as needed when editing an invoice. There are three settings that may appear to set the default revenue calculations. Recognize historical revenue on the following basis sets how revenue is recognized for periods that are completely in the past. Calculation Contracted - Pro-rated daily Contracted - Straightline by billing period Invoiced Description The agreed to contracted price is the revenue and actual performance delivery numbers are not reflected. When an order spans multiple periods, line items are pro-rated across periods so that the amount of revenue allocated to each period reflects the number of days that a line item or order runs during the period. Note: With Order level invoicing, line item totals are summed together and the prorating is done based on the totals and cumulative dates with no accounting for when line items run. The agreed to contracted price is the revenue and actual performance delivery numbers are not reflected. When an order spans multiple periods, line items are evenly distributed across all periods in which they run and do not reflect the number of days within each period. The amount recognized in each period is identical for all periods. Note: With Order level invoicing, line item totals are summed together and the periods are divided evenly not accounting for when the line items run. The revenue numbers equal the invoiced numbers. Operative.One Release Finance Module User's Guide v1.0 21

22 Chapter 1: Finance Finance Configuration Overview Calculation Primary Performance Third Party Performance Description Revenue is based on applying a line item s net unit cost to performance delivery numbers from the primary production system. No revenue is recognized for Flat Rate line items by default, but revenue can be manually entered in the Finance module on a line item by line item basis. Revenue is based on applying a line item s net unit cost to performance delivery numbers from a billable third party production system. No revenue is recognized for Flat Rate line items by default, but revenue can be manually entered in the Finance module on a line item by line item basis. Recognize current or future revenue on the following basis determines how revenue is recognized for periods that are not entirely in the past. When you view or export an invoice before a period is finished, these are the numbers used. For contracted methods, this does not appear. Past and future revenue are both recognized based on the same contracted method. For invoiced methods, you can choose to use one of the contracted options. For performance methods, you can choose to use one of the contracted options or to use a forecast of performance based on delivery in previous days. Note: Until the entire period is in the past, the future revenue method is used, even if a line item completes within the period, but before the end of the period. Recognize revenue for makegood line items controls how the system automatically calculates the Recognized Revenue value for makegood line items, which are line items that have their Treat as Makegood box checked in the Sales module. Makegood line items always evaluate to zero for the Net Invoice Amount, but this setting lets you configure whether Recognized Revenue should also evaluate to zero. There are two values: by evaluating to 0, always means the system always evaluates Recognized Revenue as zero. A Finance module user can override this within an invoice by manually typing a new number. by evaluating the underlying line item net cost means the system uses the Net Unit Cost and the Revenue Terms to calculate the revenue. The most common use for makegood line items is when you invoice based on a contracted basis (for example, prorated) but you recognize revenue based on performance. If a non-makegood line item in the past delivered less than contracted but the client paid the full amount, you will have invoiced more than you recognized. You can then offer the customer a makegood line item to make up the difference that was not delivered. For this makegood line item, the system would not calculate a Net Invoice Amount, but you may want to recognize revenue based on the delivery. Allow users to recognize more than the net cost of the line item or order? determines whether revenue numbers are capped at Sales goals. If this is Yes, the system allows and can calculate revenue amounts greater than the contracted goals in the Sales module. For a performance basis, the invoice amounts are based on the delivery data and unit cost regardless of the goal. Manual overrides for any basis that 22 Operative.One Release Finance Module User's Guide v1.0

23 Finance Configuration Overview Chapter 1: Finance exceed the sales goals are allowed. If this is No, you cannot recognize revenue for more than the contracted goals set in the Sales module. For line item level invoices, this applies to each line item. Across periods, the line item is capped at its Net Cost as set in the Sales module. When invoicing on performance, after a line item has reached its delivery goal, no further invoice amounts can be accrued. The system will not calculate more than the Sales module Net Cost. Note: This is referred to as capping. Note: Capping can be overridden per product on the product s Finance Settings tab when a product is edited under Ad Master Model > Sales > Products. Note: Changing the recognition settings does not impact locked invoices or invoices whose sales orders are in the active order status. They impact invoices for sales orders that reach the active order status after the setting is changed. They may impact modified orders when they return to the active order status. Operative.One Release Finance Module User's Guide v1.0 23

24 Chapter 1: Finance Sales Order Finance Settings Sales Order Finance Settings How the Finance module handles a sales order s invoice/billing numbers is largely based on choices that are made within the Sales module on an order by order basis. This section reviews the Finance & Legal tab that appears when you open a sales order within the Sales module. This tab is edited after line items are added to the Media Plan tab and the basic details of the sales order are created. When Sales orders are managed in Operative.Express instead of the Sales modules, settings default based on product, invoicing organization, and/or cost method, so there is typically less variation in the invoicing behaviors across orders. These same defaults are also available for the Sales module, but in Operative.Express they cannot be changed. If you are not familiar with the Sales module and its Finance & Legal tab, it is a good idea to open the Sales module and review a sales order that is currently in the Finance module to understand available settings as follows: 1. In the Sales module, open an order and click the Finance & Legal tab. The bottom of the tab displays line items on the Media Plan tab that are set to be invoiced, so that you can set their financial terms. The top of the tab contains the initial financial options that are set as described in the following table. 2. Review the fields on top in the Finance & Legal Properties section as described in the following table. 24 Operative.One Release Finance Module User's Guide v1.0

25 Sales Order Finance Settings Chapter 1: Finance Field Terms & Conditions (required) Billing Account (required) External PO Reference Account Credit Status Billing Notes Description These are the legal contractual obligations for the order. Depending on your configuration, they can appear in the export files that contain the contractual order details between your organization and the client. They are defined in the Administration module under Module Settings > Sales > Terms & Conditions. The available options can vary depending on the order s accounts or team. This sets which account is billed. All accounts on the Accounts & Contacts tab appear. This must be chosen before the order is submitted and then cannot be changed if any invoice for the order is locked in the Finance module. This is an external PO number, ID, or other value used by the billing account. This can be up to 100 characters. This displays the Credit Status for the Billing Account as it appears for that account in the Accounts module. This contains notes about the billing. You can enter up to 1024 characters. Billing Terms These are billing terms that you can pass to your invoicing system along with the invoice information (e.g., Net 30, Net 45, etc.). The options are configured in the Administration module under Module Settings > Finance > Billing Terms. For most environments, this field has no impact on calculations or functionality within Operative.One, but its value is available to be exported from the Finance module. Billing Contact Default Invoicing Organization Tax Profile Note: This field can be used with the Operative.One credit card integration feature if it available with your environment. If you use terms associated with a credit card system, this field cannot be changed in a modified order. If this is set to prepayment terms the Prepayment Details sub-tab appears. See the Sales Module User s Guide for more information. This shows any contacts on the Accounts & Contacts tab that have the Billing Contact role. This sets the default organization associated with the sale of a line item. This can be overridden at the line item level. The Invoicing Organization determines available defaults and options based on its definition in the Administration module. The available and default options for the Invoice Schedule depend on those allowed for the Invoicing Organization. Note: After an order reaches the Active Order status, this cannot be changed in a modified order. Note: When you create an order, this is set based on the home team of the order s primary salesperson. It looks for a parent business entity or the global organization that has the Invoicing Organization box checked. Teams, business entities, and the global organization are set up in the Administration module. This field only appears if the tax feature is enabled for your system. It lets you choose which tax profile applies to the order. Tax profiles are defined in the Administration module under System > Internationalization > Tax Profiles. Operative.One Release Finance Module User's Guide v1.0 25

26 Chapter 1: Finance Sales Order Finance Settings Field Number of invoicing organizations in use on this sales order Description 3. Review the Invoice Schedule fields. This is 1 unless the invoicing organization is set for specific line items to be different than the Default Invoicing Organization above. The Invoice Schedule provides various options about when invoices are created during the life cycle of the ads on the order. It sets whether to invoice on a contracted or performance basis and how to divide line item goals into different billing periods. In most organizations, a billing period is a month. A line item running from Jan 1 through April 30 could be divided into 4 billing periods, one for each month. However, an invoicing organization can be configured so that billing periods do not necessarily correspond to calendar months. Some fields are activated and populated with default entries based on the invoicing organization. Line items appear after they are added on the Media Plan tab. Field Invoice schedule and terms for invoicing organization Invoice Level Description If all line items in the order are invoiced by the same organization, then this matches the Default Invoicing Organization field above and multiple options do not appear. However, Operative.One lets you send multiple invoices for different parts of the same order. For example, some line items may be invoiced by one business unit while other line items in the same order may be invoiced by another. When editing a line item s details on the Media Plan tab, you can set the Invoicing Organization on a line item by line item basis. Line items for which no organization is explicitly defined are invoiced by the default Invoicing Organization specified on the Finance & Legal tab. When this is overridden for specific line items, those line items can appear on different invoices that can have different schedules. This field only has multiple options when different line items have different Invoicing Organizations. This field then shows the organization whose invoice schedule is currently displayed on the tab. You need to select each organization in this field to set each organization s invoice schedule. You need to save after setting a schedule for one organization before setting the next organization. Some invoice schedule options are defined by the organization setup in the Administration module, and their defaults and restrictions are automatically applied. This sets whether invoices are generated at the line item or order level. This defaults based on the invoicing organization. This can only be overridden if the organization is set to allow it in the Administration module. 26 Operative.One Release Finance Module User's Guide v1.0

27 Sales Order Finance Settings Chapter 1: Finance Field Include line items for Description This is only applicable when the Invoice Level is Line Item and the invoicing organization allows overrides. It provides two options for breaking up a line item s invoice goals across billing periods: Invoice for all billing periods in the line item means that you can divide a line item s invoice numbers only among the periods when it runs. Invoice for all billing periods in the order means that you can divide a line item s invoice numbers among all periods in the order, even when the line item does not run. The next topic reviews the line items and their schedule definition. Viewing and Setting Invoice Schedules The Invoice Schedule determines how and when line items are billed relative to an order s total life span. It sets whether the client is invoiced based on pre-determined contracted numbers or based on actual performance delivery numbers from your primary or third-party production system. Depending on how your administrator has configured the Invoicing Organization, the schedule may default depending on the Cost Method of a line item. At the bottom of the Finance & Legal tab, line items set to Can Invoice on the Media Plan tab appear in a grid. Several options are available on this area of the page: The Set Suggested Invoice Terms button sets the schedule for checked line items. These options are explained in Invoice Scheduling Terms on page 29. Clicking the check box in the column header checks all lines. If a line item has any periods in a locked invoice, the box cannot be checked and its schedule basis cannot be changed. The Import and Export buttons are used when setting custom schedules through Excel files as explained in Invoice Scheduling Terms on page 29. To view a period by period break down for a line item, click the + next to the line item in the grid. A row appears for each billing period when the line item can be invoiced. Columns in that row are described in the following table. Operative.One Release Finance Module User's Guide v1.0 27

28 Chapter 1: Finance Sales Order Finance Settings Field Billing Period Name Locked Description This is the billing period as defined for the invoicing organization. It normally corresponds to a calendar month. The form this takes is configurable in the Administration module under Module Settings > Finance > Billing Period Schemes. This indicates if the invoice is locked in the Finance module. means the invoice was fully processed in the Finance module and is now locked. A locked invoice s numbers cannot be changed either manually by setting suggested numbers or automatically through edits on the Media Plan tab. However if there are multiple billing periods, numbers in later periods in unlocked invoices can be changed. means the invoice is unlocked. Outside Line Item Date Range Suggested Invoice Amount Terms Suggested Invoice Amount Suggested Invoice Unit Terms means the invoice is unlocked but had previously been locked and its values may not automatically update based on Sales module changes No means the line item runs during the billing period. Yes means the billing period is outside the line item s dates. This can be Yes when the Include line items for field is set to Invoice for all billing periods in the order or when using the Single Period invoice terms schedule. This indicates how the schedule was defined for the monetary values. Imported means the schedule was set using an Excel file import. Manual means the schedule was manually edited in the grid or left undefined when the order became active. Otherwise, it corresponds to options available in the Set Suggested Invoice Terms button. These options are explained in Invoice Scheduling Terms on the facing page. This is the monetary value to be invoiced in the period. For performance-based invoicing, it is zero until the invoice is locked. For contract-based invoicing, it is based on the Suggested Invoice Amount Terms. A user with the appropriate rights can override this suggestion and invoice a different amount in the Finance module. Note: Overriding in the Finance module does not change the suggested value but will change the actual value. This indicates how the schedule was defined for the quantity, which is referred to as the number of units: Imported means the schedule was set using an Excel file import. Manual means the schedule was manually edited in the grid or left undefined when the order became active. Otherwise, the values correspond to options set through the Set Suggested Invoice Terms button. These options are explained in Invoice Scheduling Terms on the facing page. 28 Operative.One Release Finance Module User's Guide v1.0

29 Sales Order Finance Settings Chapter 1: Finance Field Suggested Invoice Units Description This is the number of units to be invoiced in the period. For performance-based invoicing, it is zero until the invoice is locked. For contract-based invoicing, it is based on the Suggested Invoice Unit Terms. A user with the appropriate rights can override this suggestion and invoice a different quantity in the Finance module. Note: The system does not require synchronization between the invoiced units (quantity) and amount (monetary value). Invoice Scheduling Terms Using pre-defined invoice terms is done by checking boxes next to the line items whose schedules you wish to set and using the Set Suggested Invoice Terms button. 1. At the bottom of the Finance & Legal tab, check the line items whose invoice terms you wish to set. To set all line items to have the same type of schedule, click the check box on top of the check box column. Note: A line item that has any of its periods locked cannot be checked. 2. Click Set Suggested Invoice Terms. This opens a popup window. 3. Leave the radio buttons set to the amount and unit terms unless you wish to set only the invoice amount or only the unit terms. The terms can apply to the Invoice Units and/or the Invoice Amounts. The amount is the monetary distribution (e.g., dollars) and the units correspond to the cost method of the line item (e.g., impressions). They do not have to be on the same schedule in the invoice. Operative.One provides the flexibility to use different and unrelated terms for quantity unit (e.g., impressions) goals and amount monetary goals. However, most organizations keep them in sync. 4. In the To a value of drop-down list, choose the terms. The options are described in the topics that follow: Contract - Pro-rated Daily on the next page Contract - Straightline By Billing Period on page 31 Primary Performance on page 32 Third-Party Performance on page 32 Single Period (Contracted) on page 33 Other Custom Invoice Terms on page 34 Operative.One Release Finance Module User's Guide v1.0 29

30 Chapter 1: Finance Sales Order Finance Settings Contract - Pro-rated Daily This option invoices based on contracted pre-defined goals rather than actual performance delivery data. Performance delivery data is still gathered when it is available and will be visible in the Finance module. However, it does not impact the invoice numbers that you bill the client. Instead, invoices are based on proportionally dividing a line item based on the number of days it runs in each period. For example, consider the following line item that uses billing periods corresponding to calendar months. Field Value Line item Start Date June 18 Line item End Date September 15 Quantity (Units) 180,000 Net Unit Cost $5 Total Net (Amount) $900 To apportion the units and amount into the four billing period months, the daily prorated values are determined. Field Total Days 90 Value Daily pro-rated Quantity (Units) 2000 = Quantity / Total Days = 180,000/90 Daily pro-rated Net (Amount) 10 = Total Net / Total Days = 900/90 The monthly break down is then calculated. Period Line Item Days Units Amount June (18 30) 13 26,000 $130 July (1 31) 31 62,000 $310 August (1 31) 31 62,000 $310 September (1-15) 15 30,000 $150 The image below shows this breakdown on the Finance & Legal tab in the Sales module. Note: With Order level invoicing, line item totals are summed together and the prorating is done based on the totals and cumulative dates. Order level invoicing does not factor in when specific line items run. Totals are evenly divided between the first day of the earliest line item and the last day of the latest line item. 30 Operative.One Release Finance Module User's Guide v1.0

31 Sales Order Finance Settings Chapter 1: Finance Contract - Straightline By Billing Period This option invoices based on contracted pre-defined goals rather than actual performance delivery data. Performance delivery data is still gathered when it is available and will be visible in the Finance module. However, it does not impact the invoice numbers that you bill the client. Instead, the invoices are based on evenly dividing a line item between its billing periods, regardless of how many days the line item runs in each period. For example, consider the following line item that uses billing periods corresponding to calendar months. Field Value Line item Start Date June 18 Line item End Date September 15 Quantity (Units) 180,000 Net Unit Cost $5 Total Net (Amount) $900 To apportion the units and amount into the four billing period months, the totals are divided by 4. Field Total Periods 4 Value Units Per Period (Units) 45,000 = Quantity / Total Periods = 180,000/4 Amount per Period $225 = Total Net / Total Periods = 900/4 The monthly break down is then calculated. Period Line Item Days Units Amount June (18 30) 13 45,000 $225 July (1 31) 31 45,000 $225 August (1 31) 31 45,000 $225 September (1-15) 15 45,000 $225 The image below shows this breakdown on the Finance & Legal tab in the Sales module. Note: With Order level invoicing, line item totals are summed together and the division is done based on the totals and cumulative dates. Order level invoicing does not factor in when specific line items run. Totals are evenly divided between the first month of the earliest line item and the last month of the latest line item. Operative.One Release Finance Module User's Guide v1.0 31

32 Chapter 1: Finance Sales Order Finance Settings Primary Performance This option invoices based on actual performance delivery data from the primary production system where the ads are trafficked (e.g., DFP). The suggested invoice numbers are zero or undefined when you create the schedule. The amount is calculated by applying the Net Unit Cost for a line item to its performance delivery details. The actual Invoice Amount and Units are visible in the Finance module when that delivery information is available. The Suggested Invoice Amount and Units in the Sales module are updated to reflect the delivery only when the invoice is locked. In the Administration module, two settings control whether the cumulative Net Invoice Amount or Recognized Revenue across periods can exceed the Net Cost from the Sales module. These settings are Allow users to invoice more than the net cost of the line item or order? and Allow users to recognize more than the net cost of the line item or order?. When one of these is set to No, if the line item delivers more than the value of its contracted Net Cost, the additional delivery is not reflected in the amount or revenue. This is referred to as capping. With Order level invoicing, the value of each line item is calculated based on its specific performance and cost details. The line items are then summed. Order level invoicing based on performance factors in when specific line items run. Flat Rate line items set to invoice on performance are invoiced as zero by default, but the default can be overridden if needed. For group line items, Net Invoice Amount or Recognized Revenue is first calculated for each child line item on its own without capping at the contracted Net Cost. The total for the group is then determined based on summing the total for all the children in the period, and capping is applied to that total if applicable. This properly weights child line items that may have different unit costs, and lets you calculate performance values when line items have different cost methods. For group line items, Invoice Units is zero when child line items have different cost methods. Delivery outside the line item dates set within Operative.One that might occur in the production system is captured by Operative.One, but is not visible within the Finance module or used to calculate units, invoice, or revenue numbers. Third-Party Performance This option invoices based on actual performance delivery data from a third-party production system where ad performance is tracked (e.g., DFA). The suggested invoice numbers are zero or undefined when you create the schedule. The amount is calculated by applying the Net Unit Cost for a line item to its performance delivery details. The actual Invoice Amount and Units are visible in the Finance module when that delivery information is available. The Suggested Invoice Amount and Units in the Sales module are updated to reflect the delivery only when the invoice is locked. In addition to setting this schedule, you must set each line item s Billable Third-Party Server field to the third-party server that returns the data on which you invoice or recognize revenue. This is set on the Media Plan tab by opening each the line item s Advanced Edit page or using line item bulk editing. In the Administration module, two settings control whether the cumulative Net Invoice Amount or Recognized Revenue across periods can exceed the Net Cost from the Sales module. These settings are Allow users to invoice more than the net cost of the line item or order? and Allow users to recognize more than the net cost of the line item or order?. When one of these is set to No, if the line item delivers more than the value of its contracted Net Cost, the additional delivery is not reflected in the amount or revenue. This is referred to as capping. 32 Operative.One Release Finance Module User's Guide v1.0

33 Sales Order Finance Settings Chapter 1: Finance With Order level invoicing, the value of each line item is calculated based on its specific performance and cost details. The line items are then summed. Order level invoicing based on performance factors in when specific line items run. Flat Rate line items set to invoice on performance are invoiced as zero by default, but the default can be overridden if needed. For group line items, Net Invoice Amount or Recognized Revenue is first calculated for each child line item on its own without capping at the contracted Net Cost. The total for the group is then determined based on summing the total for all the children in the period, and capping is applied to that total if applicable. This properly weights child line items that may have different unit costs, and lets you calculate performance values when line items have different cost methods. For group line items, Invoice Units is zero when child line items have different cost methods. Delivery outside the line item dates set within Operative.One that might occur in the production system is captured by Operative.One, but is not visible within the Finance module or used to calculate units, invoice, or revenue numbers. Single Period (Contracted) This option invoices a line item entirely in a single billing period, regardless of how long it runs, when it runs, or how it performs. Performance delivery data is still gathered when it is available, but is not used to calculate the invoice numbers. This option lets you bill an entire order up front or after it ends. When you choose the Single Period invoice terms, a list of billing periods appears. All units and the total invoiced amount are placed entirely in the period you choose. The first billing period available is just before the order start date, and the last billing period is just after the order end date. If a line item runs in February and March, you can bill it entirely in January, February, March, or April. For example, consider a line item with 80,000 impressions, worth $900, that runs from June 18 to September 15. If you choose June for the Single Period, the entire amount is invoiced in June. Period Line Item Days Units Amount June (18 30) ,000 $900 July (1 31) August (1 31) September (1-15) The image below shows this breakdown on the Finance & Legal tab in the Sales module. Note: The Single Period billing period option is not compatible with Media Property reports if the period is outside a line item date range. Media Property reports only reflect Finance module data that overlaps with a line item's actual date range. Operative.One Release Finance Module User's Guide v1.0 33

34 Chapter 1: Finance Sales Order Finance Settings Custom Invoice Terms In addition to the options described above, the Set Suggested Invoice Terms button can contain custom invoice terms set up in the Administration module, under Module Settings > Finance > Custom Invoice Terms. To define custom terms, an administrator chooses two of the four system terms (Pro-rated, Straightline, Third Party Performance, Primary Performance), one as Default Terms and one as Alternate Terms. The administrator then defines a comparison condition (Less Than, Great Than, or Within). Custom invoice terms compare the two system invoice terms values to decide which of the two to use based on the condition. Note that you cannot compare Pro-rated and Straightline terms to each other. For example, you can invoice a line item based on Primary Performance but only if it is less than the Contract Pro-rated amount for the period. The system calculates a line item s invoice amount using both Primary Performance and Contract Pro-rated terms and then it compares them to decide which to use. This lets you cap the line item within a billing period so over delivery never exceeds the Pro-rated (or you could use straight-line) number. Custom terms can apply to both or either invoice amount and/or units. At this time, custom terms are not available for revenue recognition. Less Than Example A line item that runs in July and August is booked to have a total of 62,000 impressions with a $10 CPM. It delivers 35,000 in July and 30,000 in August. If you want to bill based on Performance (Primary or Third Party) but only up to the Contract Pro-rated amount for a period, custom invoice terms can be created with these settings. Term Setting Default Invoice Term Value Primary Performance Alternate Invoice Term Contract - Pro-rated daily Condition less than 0% This compares the Performance invoice calculations to the Pro-rated calculations. The Performance number is used as long as it is less than the Pro-rated number. If the Performance number is greater than the Pro-rated number, then the Pro-rated number is used. Period Actuals Performance Basis Invoice Units Performance Basis Invoice Amount Pro-rated Basis Invoice Units Pro- rated Basis Invoice Amount Custom Basis Invoice Units Custom Basis Invoice Amount July 35,000 35,000 $350 31,000 $310 31,000 $310 August 30,000 30,000 $300 ($270*) 31,000 $310 30,000 $300 * If the first period used Performance, the second period used Performance too it would be capped at $270 if the invoicing organization has the Invoice more than the cost of the order option set to No. Note: The comparison amount calculated for Contract Pro-rated is based on the total amount for the order and not the remaining amount. It does not factor in under delivery in a previous period and there is no roll over support at this time. Within Example 34 Operative.One Release Finance Module User's Guide v1.0

35 Sales Order Finance Settings Chapter 1: Finance Custom invoice terms also allow for the comparison to be based off of a percentage deviation. For example, you can compare Primary Performance and Third Party Performance and use the Primary Performance as long as it is within a 10% range of the Third Party Performance. Term Setting Default Invoice Term Value Primary Performance Alternate Invoice Term Third Party Performance Condition within 10% This compares the Primary Performance based units or amount to the Third Party Performance based units or amounts. It then chooses one of the two by looking at their deviation from each other. Period (Default Term) Primary Performance Actuals (Alternate Term) Third Party Performance Actuals Deviation % Source Terms July 33,000 31, Primary 33,000 August 32,000 27, Third Party Custom Basis Invoice Units 27,000 Note: Although the above example shows invoice units, it can also apply to invoice amount. Manual Invoice Schedules Operative.One provides the flexibility to define customized schedules on a line item by line item basis. This lets you set specific amounts and units to invoice in specific periods. For example, you may have a line item that runs for several months, but want to charge more in the first month than a simple even distribution would allocate. There may be some months for which you feel charging more is appropriate or when you anticipate higher inventory. For example, consider the following line item that runs on a site associated with costumes. You may decide to charge more in the first month and then more in October as a buildup to Halloween when your inventory is most valuable. Field Value Line item Start Date July 1 Line item End Date December 31 Quantity (Units) 180,000 Net Unit Cost $5 Total Net (Amount) $900 Using a manual custom schedule, you can apportion the monthly break down however you wish. The following is just an example: Operative.One Release Finance Module User's Guide v1.0 35

36 Chapter 1: Finance Sales Order Finance Settings Period Units Amount July 40,000 $200 August 20,000 $100 September 20,000 $100 October 60,000 $300 November 20,000 $100 December 20,000 $100 There are two ways to define a custom schedule. Manually enter values on the Finance & Legal tab. To manually enter values, click the + next to the line item to view its billing periods. Then doubleclick in the Suggested Invoice Amount and Suggested Invoice Units fields for each period to manually type the values you wish to suggest. Define values in Excel and import them. To use Excel, click the Export button to download a file to your desktop. The file contains a row for each line item in the grid with two columns for each billing period, Invoice Amount and Invoice Units. Values already defined in the grid appear in the file. Using the file, you can quickly fill out the scheduled amounts for each line item and billing period. Then you can save the file and click the Import button to upload it to the system. Your scheduled values are then applied to the line items. Note: If you import data for a billing period that already exists in the system, values in the import overwrite any existing values. If the value in the import is blank, it clears any value that currently exists for that billing period. The image below shows this breakdown on the Finance & Legal tab in the Sales module after importing the values. Note: In the Administration module, the Invoice more than the cost of the order setting determines whether the Invoice Amount cumulative for all periods can be more than the Net Cost for the line. At this time, this is not validated on the Finance & Legal tab, but is applied in the Finance module. If you suggest more than the total contracted Net Cost, the Invoice Amount is capped in the Finance module and may not match your manually suggested numbers for the later periods. Invoices and Active Order Values Invoices appear in the Finance module when a sales order reaches the Active Order status. This is when the order is considered a sold binding contract. To get to the Active Order status, the sales order passes 36 Operative.One Release Finance Module User's Guide v1.0

37 Sales Order Finance Settings Chapter 1: Finance through the Sales module workflow which can include approvals, where orders can be vetted and reviewed by different users who can sign off on values. After an order reaches the Active Order status, it can be changed in the Sales module as part of a modified order. When these changes occur, the order must pass through the Sales module workflow where approvals can apply in case changes require sign off to be part of the final binding contract. If a sales order is changed after it was an Active Order, the Finance module becomes aware of those changes only after the order returns to the Active Order status, when changes are approved. The Sales module workflow is described in the Sales Module User's Guide. For example: A line item sold for a $10 CPM and reaches the Active Order status. An invoice appears in the Finance module reflecting the $10 CPM. If a Sales user changes this to an $8 CPM, the sales order changes to the Proposed Order Modification status. At this point, the order is not approved and no one has signed off on this CPM change. The Finance module will continue to calculate the line item using the $10 CPM at this point even though the current CPM is $8 in the Sales module. This is because no one has approved lowering the CPM. Only when the order returns to the Active Order status, after passing through any required approvals, will the $8 CPM take effect in the Finance module. Be aware of the following when understanding how values in the Finance module relate to those in Sales module: When a sales order has the Active Order status, its invoices reflect the values that currently appear in the Sales module. Not all sales order changes trigger the modified order workflow. Changes that leave the order in the Active Order status appear in the Finance module the next time an invoice is opened or exported. When a sales order is in a modified order workflow status (any status relevant to invoices other than Active Order), its invoices reflect the values of the sales order just before it left the Active Order status and became a modified order. Until the order returns to the Active Order status, all Finance module values reflect the historical state of the sales order, and not the current displayed values in the Sales module. This is regardless of which fields trigger a modified order and which do not. This impacts all Finance module calculations based on values in the Sales module as well as places where the Finance module just displays the values from the Sales module. It impacts the Net Unit Cost that is applied to performance data, the Net Cost used for capping and prorating, the suggested invoice terms, and all other values. The system always references the last Active Order values of the sales order when the order is not in the Active Order status. The following are exceptions to the rule that the values always reflect the Active Order state. The Order Workflow Status that appears in the main Invoice grid always shows the current workflow status of an order in the Sales module, even when the order is in a modified status. This ensures you can tell which invoices are for orders that may be changing when the order status returns to the Active Order status. Operative.One Release Finance Module User's Guide v1.0 37

38 Chapter 1: Finance Sales Order Finance Settings The Notes & Files tab contains notes added even when an order is in a modified status. However, if the billing account changes, the default name for notes added within the Finance module reflects the billing account when the order was last in the Active Order status. The Active Order values appear in the Finance module Web pages as well as within export files. Export files always reflect an Active Order value for a field set within the Sales module. This applies to all export types. Locking an invoice is still allowed regardless of the sales order status. In non-media-property reports and in the data feed, values for Invoiced Units, Net Invoice Amount, and Recognized Revenue appear as they will in invoice exports and in the Finance module, respecting only the approved active order. However, other fields show values reflecting the current state of the sales order and not the Active Order state. Media property reports, business analytics/cube, and the data feed Media_Property_Delivery file reflect the active order value for the source of the Invoiced Units, Net Invoice Amount, and Recognized Revenue, but calculations related to dates and other values use the dates and values from the current state of the sales order, not the active order status. 38 Operative.One Release Finance Module User's Guide v1.0

39 Chapter 2: Managing Invoice Data 2 Managing Invoice Data This chapter describes how to navigate the Finance module to review, manage, and export invoice data. Invoice data appears in the Finance module for orders created in the Sales module or Operative.Express as soon as an order reaches the Active Order status. You can view revenue forecasts and suggested invoice numbers before a period completes. However, you generally review invoice data after a billing period ends or when you need to export data out of the system. This chapter explains both the main tasks you perform before finalizing an invoice as well as all the fields you can review. Reviewing and Managing Invoices on the next page describes the main tasks you can perform and fields directly relevant to those tasks. Understanding Invoice Fields on page 62 describes all the fields on many of the read-only pages that appear within an invoice. Operative.One Release Finance Module User's Guide v1.0 39

40 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices Reviewing and Managing Invoices The topics that follow describe the available tasks and functions within the Finance module that occur when reviewing and managing invoices before they are locked. Some of these tasks are optional depending on your organization s business practices. Navigating the Finance Module below on this page describes how to locate and open invoices. Reviewing or Clearing Flags on page 43 describes how to review and clear flags that alert you to missing information in sales orders. Assigning Invoices on page 44 describes how to assign invoices to users who are responsible for their review and management. Updating Review Statuses on page 46 describes how to set the review status of an invoice to indicate whether it needs review, is on hold, or has been exported. Opening and Reviewing an Invoice on page 47 describes how to open an invoice to view its details. Overriding Invoice or Revenue Numbers on page 49 describes the options for overriding the calculated invoice and revenue numbers generated by the system. Manually Entering Overrides on page 50 describes how to manually type new values for each calculated field. Overriding Invoice Schedules or Reverting Overrides on page 52 describes how to change the calculations used to determine for invoice numbers generated by the system. Calculating Amounts Based on Units/Quantity on page 55 describes how to override the Net Invoice Amount and Recognized Revenue to be based on the Invoice Units. Adding and Viewing Notes & Files on page 56 describes how to view and add notes shared across modules. Navigating the Finance Module To open the Finance module, click Finance on the Main Menu bar. When the Finance module opens, the Invoices tab displays invoices for the previous month and default invoicing organization. Which invoices are available on this page depends on whether the Finance teaming feature is enabled in your environment. If teaming is enabled, you can see only invoices that belong to sales orders for your teams or invoices assigned directly to you. Note: The system lets you assigned any invoice you can see to any user with whom you share at least one common team, even if that user is not on the order's team. If users are not on the team, the invoice is still visible when it is assigned to them. This provides a way for invoices to be hidden from users until or unless those invoices are assigned. If teaming is disabled, all invoices are available to all Finance module users. 40 Operative.One Release Finance Module User's Guide v1.0

41 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data Several different areas and options are available on this page. The Filters pane on the left lets you narrow the list of invoices that appear on the page. By default, invoices appear for the most recent billing period that has completed. When billing periods correspond to calendar months, this is the previous month. To view different invoices, change the filter options and click Apply. To return to the default list, click Reset. In addition to filtering, the Billing Period filter also lets you select a billing period. You can select a period extending as far back as the beginning of the calendar year, or the past six billing periods, whichever span of time is greater. This enables you to select any past billing period within the current year. You can also select up to six periods into the future. To see invoices for a period that does not appear in the drop-down list, set this to All and search for the billing period name (e.g., month-year) using the Invoice Name filter. The billing period name is appended to a sales order name to create the invoice name, so you can filter on it if needed. The Sales Order Status filter enables you to view only invoices that are billing for orders that are in a particular workflow status. Setting this Active Order lets you focus only on invoices that are not currently being modified in the Sales module. For example, if you want to see only invoices for Operative.One Release Finance Module User's Guide v1.0 41

42 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices active orders billed in January 2014, you would set Sales Order Status to Active Order, and set Billing Period to January The Organization filter lets you switch between invoices for different invoicing organizations within your company. If your company only has one invoicing organization, then you do not use this filter. The Order Line Item ID filter has a slightly different approach to selecting invoices: it returns all invoices containing an invoice line that references the specified sales order line item ID. The Invoice Updated Date filer selects all invoices that have been updated within the specified date range. You can select ranges of up to 90 days. You can save a filter, give the saved filter a descriptive name, and re-use it whenever you need it. You can save and name any set of filter criteria; select a filter from a list of all saved filters; identify which filters are your favorites, so that you can select them from a shorter "favorites" list; rename, edit, or delete a saved filter; and create new filters from old ones by copying a saved filter, and then editing and renaming the copy. The Invoices grid displays invoices that correspond to the Filters pane. Each invoice appears in a row. You can use the Page and arrow links in the bottom right to move through the pages in the grid. You can click columns to sort. The columns are based on the summary details of an order. Most of these fields are explained in Invoice Totals and Summary Fields on page 62. Note: The No. of Exports, First Exported, and Last Exported columns in the Invoices grid are updated when the file is created based on the invoicing organization Invoice export "count" behavior setting and whether you choose to export locally or via FTP (Financial System). Columns in the Invoices grid can be reordered and some additional columns can be added. Changes to grid columns are stored on your computer and apply to the grid until you clear your browser settings (e.g., cookies). Note: You can add additional columns by mousing over any column name, clicking the triangle that appears to the right of the name, selecting Columns, and selecting the name of the field you want to add. Clicking on an Invoice Name or double-clicking elsewhere on its row, opens a page displaying invoice details as explained in Opening and Reviewing an Invoice on page 47. Single-clicking on an invoice row on a field other than the Invoice Name displays a preview of its key summary fields on the bottom of the page. Checking boxes next to invoices enables the buttons below the grid and applies the button actions to the checked invoices. The Export button lets you create a file containing invoice details for downloading on the Exports tab or transfer to an FTP or SFTP server as explained in Exporting Invoices on page 85. The Lock Options button lets you lock or unlock a single invoice or entire billing period as explained in Locking and Unlocking on page 92. Note: Just above the columns, the Billing Period Status is listed as Unlocked or Locked. When you filter on a specific billing period, this shows whether that entire billing period is locked. The Update Review Status button sets the status of an Invoice as explained in Updating Review Statuses on page 46. The Assign button assigns invoices to Finance module users as explained in Assigning Invoices on page 44. This is optional depending on the needs of your organization. It is disabled if a locked 42 Operative.One Release Finance Module User's Guide v1.0

43 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data invoice is checked. The Clear Flag button removes the red flag from an invoice s row in the grid as explained in Reviewing or Clearing Flags below on this page. This is optional depending on the needs of your organization. The Payments tab on the very top right, lets you view and export partner payments. If you do not use Operative.One Partner Management features, then this tab is not relevant to your company. Details on this tab are explained in the Partner Management User's Guide. The Exports tab on the very top right, lets you download data and view information about export jobs as explained in Exporting Invoices on page 85. Reviewing or Clearing Flags When an invoice is created, the Finance module evaluates its sales order to ensure that all details are provided. The Finance module looks for several different fields and if any are missing values, a red flag appears next to the invoice s name in the Invoices grid. The flag does not prevent you from performing any actions and can be safely ignored if you do not wish to use its alerting functionality. However, it provides a useful way to ensure that all Sales details were entered for the order. When you mouse over the flag, you can review the missing details to determine if they are an issue for your organization. Not all of the issues may be of concern. Different companies may require different details. At this time, the issues that cause the flag to appear are not configurable. If the flag indicates an issue of importance to your organization, you should contact a Sales module user and ask them to complete the required details. This can be done after you open an invoice using the and note functionality on the Notes & Files tab as explained in Adding and Viewing Notes & Files on page 56. If the flag issues are not of concern, you can check the invoice s box and then click the Clear Flag button. Although you can ignore it, using the Clear Flag button lets you keep track of which invoice flags you have reviewed. Operative.One Release Finance Module User's Guide v1.0 43

44 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices Note: After a flag is removed, it does not return based on modifications or status changes in the Sales module. Assigning Invoices Assigning an invoice to a user enables your company to track which Finance module users are responsible for reviewing which invoices. Assigning invoices is not required. However, if many different people in your company review financial data, specifying which people are responsible for which invoices is a good way to divide and manage the effort. An invoice can be assigned to only one user at a time. However, an assigned invoice can be reassigned to a different user as needed. You can assign invoices manually in the Invoice module. Invoices can also be assigned automatically, and on demand by an administrator, using invoice assignment rules that have been defined by an administrator. Invoices can be assigned in the following ways: Automatically, on invoice creation, using rules. Each time an invoice is created because a sales order becomes active, the order s workflow automatically triggers your company's invoice assignment rules. The first rule that is evaluated as true assigns the invoice. Automatically, on invoice update, using rules. Each time an invoice is updated because a sales order returns to being active, if the invoice is unassigned, the order s workflow automatically triggers your company's invoice assignment rules. The first rule that is evaluated as true assigns the invoice. On demand, by applying rules. A Finance administrator can choose to run rules at any time in the Administration module. The administrator selects some or all rules, and then applies those rules once to all unassigned invoices that are unlocked or prior locked (and, if a rule contains a criterion that Lock Status is equal to Locked, applies that particular rule to unassigned invoices that are locked). For each invoice, the first selected rule that is evaluated as true assigns the invoice. On demand, manually. Any Finance user can manually assign any unlocked invoice to any other user with the Finance Manager or Billing Analyst role. The user assigns the invoice in the Finance module s Invoices grid. if teaming is enabled, a Finance user can assign an invoice to any other user with whom he or she shares at least one team, even if the user receiving the assignment is not on the invoice's team. (Assigning an invoice to a user who is not on an invoice's team grants them access to see an invoice that would otherwise be hidden.) If teaming is disabled, there are no team restrictions. Finding Assigned and Unassigned Invoices You can identify unassigned invoices by setting the Assigned To filter to None on the Invoices tab. You can find invoices assigned to you or to another user by setting the Assigned To filter to the user in question. This is the best way to locate invoices based on who they are assigned to. You can also set the filter to multiple users to see a list of all the invoices assigned to any of them. You can see which user an invoice is assigned to in its preview on the Invoices page or by adding the Assigned To column to the Invoices grid. You can add this to the grid by mousing over any column name, clicking the triangle to the right of the column name, clicking the Columns link in the drop-down list, and then checking Assigned To. 44 Operative.One Release Finance Module User's Guide v1.0

45 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data Assigning Invoices Manually All roles that access the Finance module can manually assign an invoice. Team membership can affect to whom you can manually assign an invoice: If teaming is enabled, you can assign an invoice to any user who shares at least one team with you, even if the user is not on an invoice's team. Assigning an invoice to a user who is not on an invoice's team, grants them access to see an invoice that would otherwise be hidden. If teaming is disabled, you can assign an invoice to any user with the Finance Manager or Billing Analyst role. The assignment of invoices does not restrict which users can view which invoices. You cannot manually assign a locked invoice. How to: Assign Invoices Manually Multiple invoices can be selected and assigned from the Invoices grid or a single invoice can be assigned after you open it. To manually assign invoices: 1. Select the invoices you wish to assign: For multiple invoices, on the Invoices grid, check the boxes next to invoices you wish to assign. For a single invoice, click its name to open its full details. Note that you cannot assign a locked invoice. 2. Click the Assign button, then move your mouse pointer to Assign To. The list of users is displayed: Operative.One Release Finance Module User's Guide v1.0 45

46 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices 3. Select the user who will handle the invoices. 4. Click Assign to complete the assignment. Assigning Invoices Using Rules Companies can streamline the invoice assignment process by defining rules that are triggered automatically to assign each invoice when it is newly created by the system, and triggered automatically to assign each updated unassigned invoice when its sales order returns to being active. Administrators define these rules. Administrators can also apply assignment rules on demand to all unassigned invoices. Invoice assignment rules evaluate properties such as Advertiser, Product, and Sales Team. For example, a company might want to assign invoices for certain advertisers to specific Finance users; or might want to assign invoices based on the invoicing organization or sales team. Assignment rules are applied to the invoices for an order s future, current, and two prior billing periods. Finance administrators can define, edit, and manage rules in the Administration module > System tab > Security category > Assignment Rules > Finance Assignment Rules tab, as described in the Operative.One Administration Module User s Guide. Updating Review Statuses The Finance module includes a workflow component that your company can use as needed. The workflow includes a series of review statuses that can be assigned to an invoice as well as the ability to lock an 46 Operative.One Release Finance Module User's Guide v1.0

47 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data invoice when it is fully reviewed and no further changes should be allowed. Locking an invoice prevents users from modifying its numbers as explained in Locking or Unlocking Invoices on page 92. An invoice s review status is not automatically set by the system. When an invoice is created, it has no review status. An invoice s status is only changed by clicking the Update Review Status button through the Invoices grid or after opening an invoice. A filter option is available on the Invoices tab to locate invoices based on their Review Status. Most of the review statuses are not required and your organization decides which statuses to use and under what circumstances. They provide a useful way to indicate what needs to be done to an invoice and what has already been done. Through the Update Review Status button, the following statuses can be assigned to an invoice: Final Export Completed is a useful way to indicate that an invoice has been exported for the final time and imported into your financial or accounting system. On Hold can optionally indicate that there is an issue that should be resolved before an invoice is locked or imported in to your financial system. However, it does not prevent locking or exporting. Pending 1st Review can optionally indicate that an initial review of the invoice data is required. Pending 2nd Review can optionally indicate that a second review of the invoice data is required. Pending 3rd Review can optionally indicate that a third review of the invoice data is required. Pending Final Review can optionally indicate that a final sign off review is required. None of the pending statuses are required and they do not prevent or enable any functionality. Note: You cannot set the review status of a locked invoice. Opening and Reviewing an Invoice The Finance module lets you review and override the results of calculations that the system generates based on a sales order s invoice schedule and delivery. This is most often done just after a billing period ends when its delivery information is finalized and available within Operative.One. However, it can be done earlier if you need to bill customers before delivery is complete. The system can continue to collect delivery and you can review its impact at a later time if your revenue is based on delivery. To review invoice details, click the Invoice Name field on the Invoices grid. The invoice opens and displays its summary information on top followed by a series of tabs in the center displaying line item, sales, or other details. Operative.One Release Finance Module User's Guide v1.0 47

48 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices There are several areas and options available when you open an invoice. On the top left, you can click Invoices above the Quick Nav pane to return to the main Invoices page. You can use the Quick Nav pane and the drop-down list above it to open another invoice. The list of invoices you can jump to reflects the most recently applied filters on the Invoices page. In the top center, the Invoice Details for pane displays invoice totals and summary details. These show the sums of values for line items within the invoice or order to date, along with information from the Sales module. These fields are described in Invoice Totals and Summary Fields on page 62. In the Invoice Details for pane, a message appears when the invoice s sales order is in a modified order status. This indicates that the order may be undergoing changes in the Sales module. Its current values in the Finance module reflect the last Active Order state of the order as explained in Invoices and Active Order Values on page 36. Only when the order returns to the Active Order status do changes appear in invoices. The Export button lets you create a file containing invoice details for downloading on the Exports tab or transfer to an FTP or SFTP server as explained in Exporting Invoices on page 85. The Lock button finalizes the displayed values and locks the invoice so that they cannot change as explained in Locking and Unlocking on page 92. When an invoice is already locked, this appears as 48 Operative.One Release Finance Module User's Guide v1.0

49 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data an Unlock button instead. The Update Review Status button sets the status of an Invoice as explained in Updating Review Statuses on page 46. The Assign button assigns the invoice to Finance module users as explained in Assigning Invoices on page 44. The Invoice Line Item tab is displayed by default and shows Finance module calculations and other fields as explained in Invoice Line Items Tab Fields on page 65. On this tab, you can also override invoice and revenue numbers as explained in Overriding Invoice or Revenue Numbers below on this page. The Sales Order tab displays additional details about all line items in the sales order as explained in Sales Order Tab Fields on page 74. The Billing Account tab shows information about the billing account and other orders for that account as explained in Billing Account Tab Fields on page 79. The Notes & Files tab lets you view notes left by users of other modules or leave your own notes as explained in Adding and Viewing Notes & Files on page 56. The Invoice Schedule tab provides a read-only view of the schedule defined in the Sales module as explained in Invoice Schedule Tab Fields on page 79. The Taxes tab provides a read-only view of taxes calculated for the invoice and its lines as explained in Taxes Tab Fields on page 80. This tab only appears if the tax feature is enabled for your company. The Credit Memo provides a read-only view of any credits added on the Finance & Legal tab in the Sales module as explained in Credit Memo Fields on page 80. This tab only appears if the invoice has credit memos in its period. Most tabs in the Finance module provide read-only data defined in the Sales module, delivered from a production system, or calculated by the Finance module. All of these fields are described in Understanding Invoice Fields on page 62. Overriding Invoice or Revenue Numbers The Finance module lets users override the invoice and revenue numbers it calculates provided the invoice is not locked. This is done on the Invoice Line Items tabs. The fields on this tab are described in Invoice Line Items Tab Fields on page 65. Note: The words overriding and adjusting do not mean the same thing in the Finance module. Overriding an invoice means modifying its details before it is finalized and locked. Adjusting an invoice is done while an invoice is locked to indicate credits or other changes required after the invoice is sent as explained in Adjusting Invoices on page 95. If the invoice or revenue numbers calculated by the system are not the numbers you wish to use, you can change them in one of the following ways: You can manually type in the specific numbers you want to use as explained in Manually Entering Overrides on the next page. An option is available to link Invoice Units and Net Invoice Amount edits based on the Cost Method and Net Unit Cost, but by default they are edited independently. You can use the Bulk Operations tool to change the invoice terms that calculated a number so that Operative.One Release Finance Module User's Guide v1.0 49

50 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices a different calculation is used (e.g., switch from primary to third-party delivery). The system then automatically determines the numbers for the new terms as explained in Overriding Invoice Schedules or Reverting Overrides on page 52. You can use the Bulk Operations tool to set the Net Invoice Amount or Recognized Revenue for one or more line items based on the Invoice Units, Cost Method, and Net Unit Cost as explained in Calculating Amounts Based on Units/Quantity on page 55. Manually Entering Overrides The steps below describe how to manually edit invoice or revenue numbers by typing in specific values. The Recognized Revenue number is never automatically modified based on manually entered edits to the Invoice Units or Net Invoice Amount fields. Whether the Invoice Units and Net Invoice Amount fields impact each other depends on the Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) checkbox as explained in Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) on the facing page. To manually override invoice values, do the following: 1. Open the invoice by clicking its name in the Invoices grid. The Invoice Line Items tab displays each line item in the invoice or a single line when using order invoicing. 2. If you want Invoice Units and Net Invoice Amount edits to update each other, check the Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) box. See Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) on the facing page for more information about this checkbox. 3. Review the Invoice Units, Net Invoice Amount, and Recognized Revenue fields to determine which if any need to change. Note: When you mouse over these fields, an i ( ) icon appears. If you mouse over the icon, a popup displays information on how the value was derived. The color of the number is important: If these fields are black, they are editable and the invoice is unlocked. If these fields are grey, they are not editable and the invoice is locked. If any of these fields are blue, then they contain either a manually typed override or their terms were changed using the Bulk Operations button. Note: You may wish to use the View button, or the menu that appears when you right-click a line item s name to see additional fields showing delivery or other sales details. All of these fields are described in Understanding Invoice Fields on page If you need to override the numbers calculated by the system, double-click in the field you wish to edit and change the number. 50 Operative.One Release Finance Module User's Guide v1.0

51 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data The field becomes highlighted when you have an unsaved edit. If the Synchronize check box is checked, Invoice Units and Net Invoice Amount update each other when you tab, enter, or click out of the field you edited. 5. Click Save if you are certain you wish to make the override. When you save, a manually changed number turns blue so that you are aware that it is an override. This override is permanent. The system will not change a value you have overridden based on modifications in the Sales module or changes to performance delivery numbers. However, while the invoice is unlocked, you can change the override again by double-clicking in the field and saving again. If you want to remove the override, you can use the Bulk Operations tool to set the terms to Invoice Schedule (from the sales order) as explained in Overriding Invoice Schedules or Reverting Overrides on the next page. Note: In the Administration module, the Invoice more than the cost of the order setting determines whether the Net Invoice Amount cumulative for all periods can be more than the Net Cost field for the line. If this setting is No, the system prevents (caps) you from increasing the Net Invoice Amount above the Net Cost. If you increase an earlier period for a contracted basis above its suggested amount, the Net Invoice Amount in the last period is decreased to ensure the Net Cost is not exceeded. This check is done when you save and will include even a slight decimal variation. This invoicing organization setting can be overridden at the product level on a product s Finance Settings tab in the Administration module. Note: In the Administration module, the Allow users to recognize more than the net cost of the line item or order? setting applies to a line s Recognized Revenue cumulative just like the Invoice more than the cost of the order applies to the Cumulative Net Invoice Amount. This invoicing organization setting can be overridden at the product level on a product s Finance Settings tab in the Administration module. For a contract basis, you can review what the system had originally suggested for an invoice number on the Invoice Schedule tab at any time. For a performance basis, the calculated amount and units as if the invoice were not overridden appear on the Invoice Schedule tab only while the invoice is locked. Note: Editing a field manually changes its invoice terms to Manual Entry for the edited period only. The source for the term that appears when you mouse over the field becomes Finance Override. When Invoice Units and Net Invoice Amount are synchronized for the edit, they are both considered Manual Entry/Finance Override regardless of which one you actually entered. Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) The Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s) checkbox temporarily ensures that the Invoice Units and Net Invoice Amount reflect each other when one of them is overridden. If this box is not checked, editing Invoice Units has no impact on Net Invoice Amount and vice versa. If this box is checked, edits to Invoice Units and Net Invoice Amount fields impact each other. After you manually enter Invoice Units for a line, the Net Invoice Amount for that line is calculated based on those units you entered, the Net Unit Cost, and the Cost Method. If you enter the Net Invoice Amount, Invoice Units are calculated based on it in reverse, with units rounded to a whole number. However, be aware of the following: The check box is not available for order level invoices. The check box is checked only until you save, refresh, or leave the page. The system does Operative.One Release Finance Module User's Guide v1.0 51

52 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices not remember that this was checked the next time you access the invoice. The link between the fields is temporary only while you are editing on the page. It does not establish a permanent relationship between the values. The update happens when you click, tab, or enter out of the Invoice Units or Net Invoice Amount field after making an edit. The number must change for the calculation to take place. If you click in and out without changing a value or re-enter the same value, the calculation does not occur. This functionality does not apply when the Cost Method is Flat Rate or SOV-Flat Rate. Using Invoice Units to calculate the Net Invoice Amount is also available through the Bulk Operations tool as explained in Calculating Amounts Based on Units/Quantity on page 55. This can also apply the Invoice Units to Recognized Revenue. The calculation does not enforce the capping setting that prevents the Cumulative Net Invoice Amount from being more than the Net Cost for the line item, However, when you attempt to save, the save is prevented until you manually fix any lines that are over the cap. Setting the Net Invoice Amount based on the Invoice Units through the Bulk Operations tool will cap, so if this becomes an issue, you may wish to manually enter Invoice Units with the Synchronize check box unchecked and then use the Bulk Operations tool. For Group Line Items, this uses the Net Unit Cost for the group line item itself, and does not weight child line items that might have different unit costs. Overriding Invoice Schedules or Reverting Overrides By default: The Invoice Amount and Invoice Units fields are calculated based on the terms set on the Finance & Legal tab in the Sales module. The Recognized Revenue field is calculated based on the invoice organization or product s settings. In the Finance module, you can: Explicitly choose a different number by simply typing it as explained in the previous topic. Choose to change the calculation used to derive a number as explained below. For example, if the line item calculates the invoice amount based on Third Party Performance, you can tell it to calculate based on Primary Performance instead. Change the terms back to the original terms chosen in the Sales or Administration module to revert manual overrides. Changing the terms in the Finance module impacts only the specific invoice. The line items you modify are not impacted in invoices that appear for future or previous periods. For example, if a line item runs from March through May, changing its terms through the Finance module for the April invoice does not impact that line item in the March or May invoice. Note: Invoice Terms and Invoice Methods refer to the same thing. They determine the calculation the system uses to figure out the Invoice Amount or Units, such as Primary Performance. 52 Operative.One Release Finance Module User's Guide v1.0

53 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data Changing the terms is done using the Bulk Operations button. This lets you change the terms for one more or lines items at a time. This button is not available if the invoice is locked. To change terms, do the following: 1. Open the invoice by clicking its name in the Invoices grid. 2. On the Invoice Line Items tab, click the Bulk Operations button. The Invoice Bulk Operations window displays the first page of a wizard that guides you through bulk operations steps. This page lets you choose the operations and which line items you wish to update. Leave the radio button set to Change the applied invoice term values. 3. Check boxes next to the line items you wish to update. You can manually check line items. To search for a line item by name, enter any part of the name in the Find a Line Item box. You can use the Select menu to check multiple line items at one time. 4. Click the Next: Bulk Edit button in the bottom right which becomes enabled after you check line items. The next page lets you select which fields to edit and how to edit them. 5. Click the plus icon in the top right to choose which fields to edit. 6. Click the plus icon next to Invoice Amount Term, Invoice Unit Term, and/or Recognized Revenue Term. Note: You must click the icon and not the name of the field. Each field you choose to edit appears as a line in the wizard. 7. Set the terms you wish to use. Options appear to change the terms Pre-defined system setting only appears for Recognized Revenue and restores the terms to the product or invoicing organization default. It removes any manual overrides and reverts any changes previously made by typing or made through the Bulk Operations tool. If an invoice was locked and then unlocked (Prior_Locked), use this if you want the lines to be updated by newly arrived delivery or other changes. Note: For a Prior_Locked invoice, if the Bulk Operations tool does not let you apply Predefined system settings, you may need to change to another the term first. Then run Bulk Operations again to change the term back to Pre-defined system setting. Contract - Straightline by billing period changes the calculation for this period to be based on a straightline calculation. If no periods are locked for this line item, it is the same number it would be if the entire line was straightline. However, if previous periods are locked or become locked, it is based on the total remaining in unlocked periods: (Line Item Total from Sales Net Invoice Amount in Locked Invoices) / Number of Periods Contract - Pro-rated daily changes the calculation for this period to be based on prorating. Operative.One Release Finance Module User's Guide v1.0 53

54 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices If no periods are locked for this line item, it is the same number it would be if the entire line was prorated. However, if previous periods are locked or become locked, it is based on the total remaining in unlocked periods: ((Line Item Total from Sales Net Invoice in Amount Locked Invoices) / Number of Days Unlocked) * Number of Days in Period Invoiced only appears for Recognized Revenue and sets the Recognized Revenue to equal the Net Amount Invoice. The two numbers become linked and changes to the Net Invoice Amount are reflected in the Recognized Revenue after you save the invoice. Note: If the invoice organization and product are set to cap at the contracted goals, the linked is only up until that goal. Invoice Schedule (from the sales order) appears for Net Invoice Amount and Invoice Units and restores the terms set in the Sales module. It removes any manual overrides and reverts any changes previously typed or made through the Bulk Operations tool. The system returns to using the default Sales module terms. If an invoice was locked and then unlocked (Prior_Locked), use this if you want the lines to be updated by newly arrived delivery or Sales module changes. Note: For a Prior_Locked invoice, if the Bulk Operations tool does not let you apply this change, you may need to change to another the term first. Then run Bulk Operations again to change the term back to Invoice Schedule. Primary Performance changes the calculation to be based on delivery information from the primary production system. Third Party Performance changes the calculation to be based on delivery information from the billable third-party system. 8. Click Next: Review & Confirm in the bottom right. The system evaluates the edits to ensure they are valid and displays a confirmation window before they are applied. Each line item you update is displayed and has an Action column which specifies one of the following: Pass means all changes can be applied to all of the line item s fields. Skip means one or more of the changes cannot and will not be applied. Note: You can also use the Expand All or Collapse All buttons above the list. 9. Use the horizontal scroll bar to move right to view a Message column that shows you the new value the system will apply based on the change of terms. If you do not wish to apply the changes, click Cancel to close the window or click Previous to modify values or fields on previous pages of the wizard. 10. If you wish to apply the Pass changes, check the Proceed with these changes box and click Confirm. Note: Pass changes are applied even if there are Skip changes. The Skip changes are never applied. After you click Confirm, the modified numbers appear in blue to indicate that they are an override. However, the system will update these numbers when you open the unlocked invoice if delivery or Sales module changes impact the chosen term calculations. 54 Operative.One Release Finance Module User's Guide v1.0

55 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data Calculating Amounts Based on Units/Quantity By default, the Invoice Units value is not directly related to the Net Invoice Amount and Recognized Revenue fields. Operative.One can use separate invoice terms to calculate them and modifying one does not directly impact another. However, there may be cases when you want changes to the Invoice Units to recalculate the Net Invoice Amount or Recognized Revenue. The Finance module can calculate this for you through the Bulk Operations tool. Note: The calculation factors in capping at the sales order goals if that feature is turned on for the invoicing organization and product. Note: This calculation does not set up a permanent link between the values. It only lets you set them automatically instead of manually typing. Note: This is not available for order-level invoices or line items using a Flat Rate or SOV-Flat Rate cost method. Flat Rate or SOV-Flat Rate line items are skipped. 1. Open the invoice by clicking its name in the Invoices grid. 2. On the Invoice Line Items tab, click the Bulk Operations button. The Invoice Bulk Operations window displays the first page of a wizard that guides you through bulk operations steps. This page lets you choose the operations and which line items you wish to update. 3. Set the radio button on top to Calculate invoice values based on invoice units. 4. Check boxes next to the line items you wish to update. You can manually check line items. To search for a line item by name, enter any part of the name in the Find a Line Item box. You can use the Select menu to check multiple line items at one time. 5. Click the Next: Bulk Edit button in the bottom right which becomes enabled after you check line items. The next page lets you select whether to update the Net Invoice Amount or Recognized Revenue or both. 6. Click the plus icon in the top right to choose which fields to update. 7. Click the plus icon next to Net Invoice Amount and/or Recognized Revenue depending on which you want to update. 8. Click Next: Review & Confirm in the bottom right. The system determines the new values and lets you review them before they are applied. Each value you update is displayed and has an Action column which specifies one of the following: Pass means the changes can be applied. Skip means the changes cannot and will not be applied. Expand a skip row and you can scroll to the right to view a Message column with additional information. Operative.One Release Finance Module User's Guide v1.0 55

56 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices If the invoicing organization is set to prevent the total amounts from being more than the sales order goals, that is reflected in the new value. If you do not wish to apply the changes, click Cancel to close the window or click Previous to modify values or fields on previous pages of the wizard. 9. If you wish to apply changes, check the Proceed with these changes box and click Confirm. Line items reload displaying new values in blue text. The changes are treated as manual overrides and have the same considerations that occur after a user manually types in a number. These changes do not set up a link between fields, and if you modify the Invoice Units again, you must run the tool again for the updates to be reflected in the Net Invoice Amount or Recognized Revenue. Note that you can revert these changes using the Bulk Operations tool to set the terms to Invoice Schedule or Pre-defined system setting as explained in Overriding Invoice Schedules or Reverting Overrides on page 52. Note that for Group Line Items, this applies the Net Unit Cost for the group line item to the Invoice Units for the group line item. It does not weight child line items that might have different unit costs. Adding and Viewing Notes & Files The Notes & Files tab provides a way to attach and communicate files, comments, and communications about an order across the different Operative.One modules and through . For example, if an agency provided a PDF, Excel, or Word file detailing the order, you may wish to attach it. Depending on your business practices, you may wish to review this tab in case any relevant information was provided. The Notes & Files tab lets you assign notes to other users within Operative.One, as well as send to users within and without the system. The tab appears within sales orders, tickets, invoices, payments, and partners: Notes added in a sales order appear in all Ad Operations tickets or Finance invoices related to the order. Notes added in a ticket appear in the sales order as well as all tickets and invoices for the same sales order. Notes added in an invoice appear only in that specific invoice. Notes added to a partner or payment appear only in that specific partner or payment. To add, review, or edit notes or files, do the following: 1. Click the Notes & Files tab. By default, no notes or files appear. When notes or files are attached, they are listed in a grid on the Notes & Files tab. 56 Operative.One Release Finance Module User's Guide v1.0

57 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data When notes exist on the tab, you can: Use the Filters pane on the left to find notes. Note: You can also filter for the attachment file type by mousing over the Type column, clicking the triangle, and using the Filters option that appears. Click an Attachment file name to download or open an attachment. Click the Summary field to open details. If you created the note or the note is assigned to you, you can edit some of its details. Whether you can edit the summary (subject), body, and attachment depends on the read-only setting in the Administration module under Module Settings > Notes and Files > Notes and Files Preferences. If you did not create the note and it is not assigned to you, existing notes always open in read-only view. Note: Notes cannot be removed after they are added to an order. Whether attachments can be removed depends on the read-only setting. 2. Click Add Note to add a new note or click the Summary of an existing note to open it. Note fields appear at the bottom of the page. On some screens, you may need to scroll all the way down to see them. Operative.One Release Finance Module User's Guide v1.0 57

58 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices When opening an existing note, if you did not create the note or it is not assigned to you, the Preview Note area appears and all fields are read-only. 3. View, edit, or complete the relevant fields as described in the table that follows. Only the Summary field is required, although the Category is recommended. If you just want to add an attachment, browse to its location, enter a summary, and save. You can include one attachment per note. 58 Operative.One Release Finance Module User's Guide v1.0

59 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data Field Select Category Description This specifies a category for the note. A category can use the Unreviewed Notes functionality if configured in the Administration module, under Module Settings > Notes and Files > Notes and Files Preferences. When a note using an Unreviewed Notes category is added or saved through Operative.Express or the Sales module, tickets that exist for the order at that time have their Unreviewed Notes field set to Yes. This provides a way for traffickers to be aware of which tickets contain notes that require their attention. When a ticket's Unreviewed Notes field is Yes, an Ad Operations module user can use filters to find the ticket and then review the notes. After reviewing the notes, the Mark notes as reviewed option within a ticket can set the Unreviewed Notes field to No, indicating that notes were read. By default, available categories for sales orders, tickets, and invoices include: Campaign Reports Sales Notes Finance Notes Ad Ops Notes Internal Approval Notes Legal Notes Optimization Notes Inventory Notes Client Approval Notes Creative Related Notes Operative.Express Creative (only with Express) Operative.Express Traffic (only with Express) Assign To Priority Status Follow-up Date This specifies the user responsible for the note. Only this user and the user who creates the note can edit it. An is sent from the system to this user s address. This indicates the importance level of the note. If you set this to high, s sent for this note indicate the high priority status (e.g.,! In Outlook). This indicates whether the note requires attention (open) or whether it has been resolved (closed). Notes cannot be removed, but their status can be changed to closed. This status has no impact on the Unreviewed Notes feature but can be useful when reviewing the tab itself. This sets a date related to the note, for example, when something needs to happen. This is useful when reviewing note content but does not trigger any alerts or notifications related to the date. Operative.One Release Finance Module User's Guide v1.0 59

60 Chapter 2: Managing Invoice Data Reviewing and Managing Invoices Field Description Attachment When adding or replacing an attachment, the Browse button lets you locate the file you wish to upload to the system. To When notes are sent as s, the contains a link to download any attachment. The attachment itself is not ed, and the recipient must have a login to Operative.One to access the file. To protect users from uploading files with potentially dangerous executable code and later downloading the files and compromising their network, Operative.One prevents files with the following file name extensions from being attached:.ade,.adp,.bat,.chm,.cmd,.com,.cpl,.exe,.hta,.ins,.isp,.jse,.lib,.lnk,.mde,.msc,.msp,.mst,.pif,.scr,.sct,.shb,.sys,.vb,.vbe,.vbs,.vxd,.wsc,.wsf,.wsh. This blacklist is case insensitive. Note that Operative.One does not prevent archive files (for example,.zip or.tar) that contain files with blacklisted extensions from being uploaded. If you want to avoid this scenario, your company can ask Operative to add archive file extensions to the blacklist. If you would like to customize the extensions blacklist in any way adding or removing extensions please contact your Operative account manager. This specifies recipients to whom note details and attachment links are sent. You can manually type addresses or select recipients that the system recommends when you begin typing. The system recommends the following types of recipients, starting with those previously entered: Contacts belonging to any account on the Accounts & Contacts tab. The search matches the beginning of the first name, last name, or address. The contact must be active and have an address. Contacts display as First Name Last Name - Account Name. Users of Operative.One as defined in the Administrative module. The search matches the beginning of the first name, last name, or address. The user must be active, but does not need to share a team or be related to the order. Operative.One users appear in a bold font displaying First Name Last Name. Previously manually typed addresses. The search matches the start of any addresses that you previously manually entered on the Notes & Files tab, in any module. Only addresses you entered appear, not addresses entered by other users; however, the addresses appear across all orders, tickets, and invoices. Note: If you manually type multiple addresses, hit enter after each address. If you need to cut and paste in a list of manually entered addresses, separate multiple addresses by commas. is sent when a note is first saved and when you click Resend. The contains the following fields associated with the note: Notes Id, Category, Status, Priority, Followup Date, Summary, Memo, and Assignee. The link to the attachment requires the user to have an Operative.One login. Note: After suggested Contacts or Users are selected, you can mouse over their names to see their addresses in a popup window. 60 Operative.One Release Finance Module User's Guide v1.0

61 Reviewing and Managing Invoices Chapter 2: Managing Invoice Data Field Add CC: Add BCC: Summary (required) Body Description This link adds a field to send using the carbon copy (cc) header. When you type in this field, the system recommends users, contacts, and previously entered addresses just like the To: field. This link adds a field to send using the blind carbon copy (bcc) header. When you type in this field, the system recommends users, contacts, and previously entered addresses just like the To: field. This is a short description for the note or attachment and becomes the subject line of any s sent for the note. The default depends on the module in which the note was added. For an order, it is: $yourcompany Order $orderid: $ordername ($advertiser) For example: ACME Order 1234: Summer special ad buy for ACBB (Borders) For a ticket, it is: $yourcompany Ticket $ticketid: $ticketname ($advertisername) For an invoice, it is: $yourcompany Order $orderid: $ordername ($billingaccount) For a partner or payment, it is: $yourcompany Partner $id: $partnername You can edit the text as needed, but new notes use this default unless they are added in Operative.Express. The large text area at the bottom of the page lets you enter details about the note. This text appears in the message body of s sent by the note. The formatting bar above the text box can add colors, fonts, lists, and other details. Note: The message body is HTML-based, using the tool bar for formatting. HTML tags manually entered in the summary are not interpreted and saved as HTML. Line breaks will be preserved automatically. If you enter <br>, an will literally display <br> and not interpret <br> as a line break. 4. Click Save to store the note if you made changes. If you created the note or it is assigned to you, you can edit it by clicking its Summary in the Notes & Files grid. This opens the Edit Note pane on the very bottom of the page. Which fields you can edit depend on the read-only settings in the Administraion module. On the Edit Note pane, you can click Resend to the note again to its recipients. Depending on your configuration, you can also remove a file attachment by clicking Remove File. Removing a file creates a new note for auditing purposes that says when and by whom the attachment was removed. A note can only have one attachment and uploading a new attachment replaces the first. Operative.One Release Finance Module User's Guide v1.0 61

62 Chapter 2: Managing Invoice Data Understanding Invoice Fields Understanding Invoice Fields The topics that follow describe the fields shown on invoice pages within the Finance module. There are no specific tasks that are performed on most of these pages. However, it is a good idea to understand these numbers and where they come from. They may influence override decisions or prompt the need for Sales module changes. Invoice Totals and Summary Fields below on this page describes the fields that appear on top when you open an invoice. Invoice Line Items Tab Fields on page 65 describes views available on the Invoice Line Items tab, which include Finance module calculated values and performance delivery data. Sales Order Tab Fields on page 74 describes the views on the Sales Order tab which contain information on the parent order. Billing Account Tab Fields on page 79 describes the information about the account displayed on the Billing Account tab. Invoice Schedule Tab Fields on page 79 describes how to view the schedule for an invoice within the Finance module. Taxes Tab Fields on page 80 describes the information on the Taxes tab. Credit Memo Fields on page 80 describes the fields and options that show credits created in the Sales module. Be aware that invoices reflect only the last Active Order status of a sales order as explained in Invoices and Active Order Values on page 36. To skip field descriptions and go straight to the tasks required to complete invoicing, proceed to Finalizing Invoices on page 84. Note: Additional fields and data are also available as part of the export. The exportable fields are described in Export File Options on page 98. Invoice Totals and Summary Fields The topics that follow describe fields that appear on the Invoice Details pane. This pane appears on top when you open an invoice within the Finance module. Note: These values do not reflect any taxes. When the tax feature is enabled, tax values are only shown on the Taxes tab as explained in Taxes Tab Fields on page Operative.One Release Finance Module User's Guide v1.0

63 Understanding Invoice Fields Chapter 2: Managing Invoice Data Note: If the invoice is locked or prior_locked, whether these totals reflect adjustments depends on the invoicing organization setting for Incorporate adjustments into invoicing calculations as explained in Organizational Setup on page 12. Invoice Overview The top left of the Invoice Details pane displays overall summary details and totals for the invoice. Field Summary for Invoice ID Total Net Invoice Amount Order/Invoice Currency Invoice Units Total Credit Amount Number of Credit Memos Number of Invoice Lines Lock Status Review Status Paid Status Revenue Information Description This is a unique number assigned to the invoice independent of the sales order ID. This is the total net amount for the entire invoice that you bill. It is the sum of the Net Invoice Amount fields of all line items in the invoice and also factors in any credit memos. This is the currency of the order. All monetary values in the invoice reflect this currency. This is the sum of the Invoice Units fields of all line items in the invoice. This does not necessarily represent the delivery unless all line items are invoiced on performance. Even then, unless all line items are impression-based (such as CPM and Flat Rate Impressions), it may not reflect impressions. It is a simple summing of the Invoice Units fields which may represent impressions, clicks, actions, a single flat rate, or other units. In addition, Operative.One lets you calculate Invoice Units independent of the Invoice Amount, so this may not directly reflect the monetary value of the invoice. This is the sum of all line item credits in the invoice. It has no value when there are no credit memos. Credit memos are explained in Credit Memo Fields on page 80. This is the number of credit memos within the invoice. This is the number of line items within the invoice This shows if the invoice is Locked, Unlocked, or Prior_Locked (unlocked after being locked). See Locking and Unlocking on page 92 for more information. This shows the Review Status of an invoice as explained in Updating Review Statuses on page 46. When no status is set, it says n/a. This is n/a unless you have an integration that pulls data from your financial system back in to Operative.One. If Operative.One receives data back from your financial system, after an invoice has been exported to your financial system, this can indicate whether or not your client paid the invoice. The Revenue Information fields show revenue numbers which can be different from the invoice numbers. Field Recognized Revenue Description This is the sum of the Recognized Revenue for all the lines in the invoice. Note: If the invoice is locked or prior_locked, whether this reflects adjustments depends on the invoicing organization setting for Incorporate adjustments into invoicing calculations. Operative.One Release Finance Module User's Guide v1.0 63

64 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Cumulative Recognized Revenue Description This is the sum of the Recognized Revenue for this period plus all previous invoices for this order and invoicing organization. Sales Order Information The Sales Order Information fields display contracted values from the Sales module. Values are not specific to the invoice or period and do not reflect Finance module calculations or overrides. They show Sales module totals across all periods reflecting the current state of the sales order. Field Order ID Order Name Net Cost Description This is the sales order ID. This is the sales order name. This is the total net value as contracted on the sales order for the line items invoiced to this organization. Note: In the Invoices grid and preview, this appears as the Order Cost. Billing Notes This displays the Billing Notes field from the order s Finance & Legal tab. If there are a Date Range Number of invoices for this billing period Primary Salesperson Owner lot of notes, only the first part appears. When you mouse over the field, an i ( ) icon appears. If you mouse over the i ( ) icon, you can see the full text of the Billing Notes field. This shows the first date of the earliest line item and the last date of the latest line item in the sale order, regardless of which ones are invoiced. Note: In the Invoices grid and preview, this appears as Order Start Date and Order End Date fields. This is the number of invoicing organizations associated with the order in this billing period. This is the primary salesperson for the order. This is the owner assigned to the order. External PO# This shows the value of the External PO Ref. field on the order s Finance & Legal tab. If no value was entered, it says n/a. Billing Terms Terms & Conditions This shows the value of the Billing Terms field on the order s Finance & Legal tab. If no value was entered, it says n/a. This shows the value of the Terms & Conditions field on the order s Finance & Legal tab. Cumulative Invoicing Information The Cumulative Invoicing Information fields show the value of the current invoice added to the value of all earlier invoices for the same order and invoicing organization. 64 Operative.One Release Finance Module User's Guide v1.0

65 Understanding Invoice Fields Chapter 2: Managing Invoice Data Field Cumulative Net Invoice Amount Cumulative Invoice Units Remaining Invoice Amount Remaining Invoice Units Cumulative Unpaid Amount Description This shows the Net Invoice Amount for this invoice plus all previous invoices for this order and invoicing organization. This shows the Invoice Units for this invoice plus all previous invoices for this order and invoicing organization. This is not a total impression count unless all lines are billing on performance and all performance is impression based (such as CPM and Flat Rate Impressions). This shows how much of the order remains to be invoiced in future periods. For the last period, it can indicate that there was under delivery when invoicing on performance. It is calculated as: Net Cost - Cumulative Net Invoice Amount The Net Cost is the value on the Sales Order Information fields to the left and is the total contracted in the sales module for all periods. This shows how much of the order s units (quantity) remain to be invoiced in future periods or any remaining uninvoiced units in the last period. This uses a sum of the quantity fields across the different cost methods. It shows the difference between the Cumulative Invoice Units and the total units contracted across all periods in the sales module. This field works with the Paid Status field which requires an integration from your accounting/invoicing system back into Operative.One, so that Operative.One is aware of which invoices are paid and which are outstanding. If this integration is not set up, then this field always equals the Cumulative Net Invoice Amount. When that integration is set up, the system is aware of the Paid Amount, which is the total amount of the order for this invoicing organization that was paid. This field then shows: Cumulative Net Invoice Amount - Paid Amount Invoice Line Items Tab Fields When you open an invoice, the Invoice Line Items tab is displayed by default. This tab provides a grid with a row per line item showing invoice and revenue numbers calculated by the system. For order level invoicing, it contains one row for the entire order. It lets users override calculated invoice and revenue numbers when the invoice is unlocked as explained in Overriding Invoice or Revenue Numbers on page 49. On the far right, a View button lets you choose from three different sets of fields that can be shown in the grid. You can switch to a view showing performance delivery numbers as well as more comprehensive invoicing data. Operative.One Release Finance Module User's Guide v1.0 65

66 Chapter 2: Managing Invoice Data Understanding Invoice Fields Note: You can resize the height of the grid, by clicking its bottom border and dragging it to the desired position. If you right-click on a line item row, you see a list of options that open the other views or other tabs. When that view or tab opens, the line item you right-clicked is highlighted in the grid so you can more easily locate corresponding details on the other view or tab. Invoice Breakdown stays on the Invoice Line Items tab and selects the line item in the Invoice Breakdown view, as described in Invoice Breakdown on page 70. This shows additional and cumulative details about the line. Performance stays on the Invoice Line Items tab and selects the line item in the Performance view, as described in Performance View on page 72. This shows primary or billable third-party delivery information about the line. Invoice Default appears when you are not on the Default view and it selects the line item in the Default view, as described in Default View on the facing page. Sales Line Item - Detail switches to the Sales Order tab and shows the Sales Line Items view, as described in Sales Line Items on page 74. Sales Line Item - Pricing switches to the Sales Order tab and shows the Sales Line Item Pricing view, as described in Sales Line Item Pricing on page 76. Invoice Schedule switches to the Invoice Schedule tab described in Invoice Schedule Tab Fields 66 Operative.One Release Finance Module User's Guide v1.0

67 Understanding Invoice Fields Chapter 2: Managing Invoice Data on page 79. Taxes switches to the Taxes tab if the tax feature is enabled as described in Taxes Tab Fields on page 80. Note: Order level invoicing does not support moving between tabs by right-clicking the line. Note: Columns can be reordered, and on some views, additional columns can be added to a grid. Changes to grid columns on the Invoice Line Items tab are stored on your computer and apply to the grid until you clear your browser settings (e.g., cookies). Note: Values from the Express or Sales module reflect only the last Active Order status of a sales order as explained in Invoices and Active Order Values on page 36. Default View The Default View appears when you first open an invoice and displays the following fields. Field Sort Order Line Item ID Line Item Name Order Name Start Date End Date Quantity Net Cost Description This reflects sorting defined for the line items in the Sales module. Note: For child line items of groups, it reflects both the sort order of the group line item and the child line items (e.g., 3-1, 3-2, 3-3). This is the unique ID assigned to the line item when it was created in Operative.One. It does not appear on an order level invoice. This is the Line Item Name from the sales order. It does not appear on an order level invoice. If you click the arrow to the left of the name, the options to jump to this line item on other views and tabs appear. This is the Order Name. It only appears on an order level invoice. This is the Start Date from the sales order across all periods. This is the End Date from the sales order across all periods. This is the total contracted Quantity from the sales order. It is the total purchased units across all periods and not just the units expected for the invoice period. It does not reflect actual delivery. This is the total contracted net value from the sales order. It is the total across all periods as contracted and not an expected amount specific to the invoice period. It does not reflect Finance module calculations or changes. When you mouse over this field, an i ( ) icon appears. If you mouse over the icon, a popup displays the Cost Method and Net Unit Cost applied to the Quantity to derive the Net Cost. Operative.One Release Finance Module User's Guide v1.0 67

68 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Invoice Units Description This shows the invoice units for the period. It defaults based on the invoice schedule defined in the Sales module as explained in Sales Order Finance Settings on page 24. When invoicing on a contracted or manual basis, this defaults to the Suggested Invoice Units from the Invoice Schedule. When invoicing based on performance data, it defaults to show the performance delivery data that occurred during the billing period as it becomes available. When an invoice is not locked, this number can be overridden by double-clicking the field in the grid. This lets you enter the number of units you wish to invoice. When this number is overridden, it appears in blue. After the number is overridden, the Suggested Units field on the Invoice Breakdown view, described in Invoice Breakdown on page 70, displays the original suggested number. For performance based invoicing, the Suggested Units field shows the original number based on the performance delivery data only when the invoice is locked. Overriding units does not automatically change the Net Invoice Amount or Recognized Revenue, even when invoicing or recognizing based on performance. The Finance module lets you track and invoice units and invoice amounts separately from each other. For a change in Invoice Units to impact amounts, you can tell the system to recalculate as explained in Calculating Amounts Based on Units/Quantity on page 55. When you mouse over this field, an i ( ) icon appears. If you mouse over the icon, a popup displays information on how the value was derived. 68 Operative.One Release Finance Module User's Guide v1.0

69 Understanding Invoice Fields Chapter 2: Managing Invoice Data Field Net Invoice Amount Recognized Revenue Description This shows the invoice amount (monetary value) for the period. It defaults based on the invoice schedule defined in the Sales module as explained in Sales Order Finance Settings on page 24. When invoicing on a contracted or manual basis, this defaults to the Suggested Invoice Amount from the Invoice Schedule. When invoicing based on performance data, it defaults to the calculated monetary value based on performance delivery data during the billing period. When an invoice is not locked, this number can be overridden by double-clicking in the grid. This lets you choose the monetary value you charge. When this number is overridden, it appears in blue. After the number is overridden, the Suggested Amount field on the Invoice Breakdown view, as described in Invoice Breakdown on the next page, displays the original suggested number. For performance based invoicing, it shows the original calculated number based on the performance delivery data only when the invoice is locked. Overriding the Invoice Units does not automatically change this number. For a change in Invoice Units to impact amounts, you can tell the system to recalculate as explained in Calculating Amounts Based on Units/Quantity on page 55. When you mouse over this field, an i ( ) icon appears. If you mouse over the icon, a popup displays information on how the value was derived. In the Administration module, if the Allow users to invoice more than the net cost of the line item or order? setting is No, the Net Invoice Amount cumulative for all periods cannot be more than the Net Cost for the line. For a performances basis, after a line item has reached its delivery goal, it is capped, and no further invoice amounts can be accrued. The system prevents you from manually overriding above this amount as well. For a contracted basis, manual increases in earlier periods are subtracted from later periods to ensure the Net Cost is not exceeded. This invoicing organization setting can be overridden at the product level on a product s Finance Settings tab in the Administration module. This defaults to the calculated revenue for the period which is based off the revenue recognition setting for the product or the invoicing organization as explained in Organizational Setup on page 12. When an invoice is not locked, this number can be overridden by double-clicking in the grid. This lets you choose the amount you wish to recognize. When you mouse over this field, an i ( ) icon appears. If you mouse over the icon, a popup displays information on how the value was derived. In the Administration module, if the Allow users to recognize more than the net cost of the line item or order? setting is No, the Recognized Revenue cumulative for all periods cannot be more than the Net Cost for the line. This invoicing organization setting can be overridden at the product level on a product s Finance Settings tab in the Administration module. Operative.One Release Finance Module User's Guide v1.0 69

70 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Unrecognized Revenue Deferred Revenue Gross Invoice Amount Invoice Amount without Discounts Description This shows the revenue that you have not yet recognized. If in the final period this is greater than zero, then you may have under delivered. If this is negative, you have recognized more revenue than contracted. It is the (contracted) Net Cost for all periods minus the Cumulative Recognized Revenue for the line. The Cumulative Recognized Revenue is the revenue from this period plus all previous periods. This shows whether you have recognized more or less revenue than you have invoiced. It is calculated as: Cumulative Net Invoice Amount - Cumulative Recognized Revenue If this is negative, you have recognized more revenue than you have invoiced. If this is positive, you have invoiced more than you have recognized. This is a variation on Net Invoice Amount that some organizations use to understand the value charged by the agency to the advertiser, or it reflects a portion, but not all, of the discount percentages. Its value is determined by ensuring that the ratio between the Gross Invoice Amount and Net Invoice Amount is the same as the ratio between the line item s total Gross Cost and Net Cost as calculated by the Sales module: Line Item Gross Cost * Net Invoice Amount / Line Item Net Cost Gross Cost from the Sales module is visible on the Sales Order tab s Pricing view, as explained in Sales Line Item Pricing on page 76. The gross calculation can vary depending on an order s discount profile as explained in the Administration Module User s Guide. Gross Invoice Amount does not appear by default but can be added by mousing over any column name, clicking the triangle to the right of the column name, clicking the Columns link in the drop-down list, and then checking Gross Invoice Amount. This is a variation on Net Invoice Amount that excludes the discount percentages but includes premiums if they impact actual prices. Since discount calculations can vary based on the discount profile, this is calculated based on ensuring that the ratio between the Invoice Amount without Discounts and Net Invoice Amount is the same as the ratio between the Unit Cost Before Discounts with Premium and the Net Unit Cost. It is calculated as: (Line Item Unit Cost Before Discounts With Premium / Line Item Net Unit Cost) * Net Invoice Amount This field does not appear by default but can be added by mousing over any column name, clicking the triangle to the right of the column name, clicking the Columns link in the drop-down list, and then checking Invoice Amount without Discounts. Invoice Breakdown If you set the View button to Invoice Breakdown, the fields in the grid change and you can see additional details about the line items. The following fields appear in the Invoice Breakdown view but not in the 70 Operative.One Release Finance Module User's Guide v1.0

71 Understanding Invoice Fields Chapter 2: Managing Invoice Data Default View. Field Suggested Unit Terms Suggested Amount Terms Suggested Units Suggested Amount Primary Performance Description This shows the method of invoicing selected for Invoice Units in the Sales module as explained in Viewing and Setting Invoice Schedules on page 27. This shows the method of invoicing selected for the Net Invoice Amount (monetary value) in the Sales module as explained in Viewing and Setting Invoice Schedules on page 27. This shows the default value of the Invoice Units field based on what was set in the Sales module. This number does not change based on edits made to an invoice, so if numbers are overridden in the Finance module, this shows their original values based on the Sales module. For a contracted or manual basis, this lets you see the original value if you override the Invoice Units field. If there is no override, this equals the Invoice Units field. For a performance basis, it is zero or empty until an invoice is locked. After an invoice is locked, it shows the value calculated based on the performance. If the Invoice Units are overridden, this still shows the original number based on the performance delivery numbers when locked. This shows the default monetary value of the Net Invoice Amount field based on what was set in the Sales module. This number does not change based on edits made to an invoice, so if numbers are overridden in the Finance module, this shows their original values based on the Sales module. For a contracted or manual basis, this lets you see the original value if you override the Net Invoice Amount field. If there is no override, then this equals the Net Invoice Amount field. For a performance basis, it is zero or empty until an invoice is locked. After an invoice is locked, it shows the value calculated based on the performance. If the Net Invoice Amount is overridden, this still shows the original suggested number based on the performance delivery numbers. This shows the total delivery during the period for the line item as reported by the primary production systems to which production line items were pushed. This corresponds to the same unit types as the Quantity field, which depends on the Cost Method of the line item. For CPC, this is clicks. For CPA, this is actions. Otherwise it shows impressions or nothing. Note: For group line items, the Finance module sums up the total delivery of child line items for the parent line item when all the line items in the group have the same unit type. For Place Holder groups, delivery is summed for those child line items that have the same unit type as the parent and whose dates overlap with the parent. Operative.One Release Finance Module User's Guide v1.0 71

72 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Third-Party Performance Cumulative Invoice Units Cumulative Net Invoice Amount Remaining Units Remaining Amount Last Billing Period Performance View Description This shows the total delivery for the line item during the period that was reported by the third-party production system set as billable. This reflects only delivery from the server specified on the Billable Third-Party Server field on the line item s Advanced Edit page. Note: For group line items, the Finance module sums up the total delivery of child line items for the parent line item when all the line items in the group have the same unit type. For Place Holder groups, delivery is summed for those child line items that have the same unit type as the parent and whose dates overlap with the parent. This shows the period s Invoice Units plus the Invoice Units of previous periods. Note: If an invoice for the order is locked or prior_locked, whether this reflects adjustments depends on the invoicing organization setting for Incorporate adjustments into invoicing calculations. This shows the period s Net Invoice Amount plus the Net Invoice Amount of previous periods. Note: If an invoice for the order is locked or prior_locked, whether this reflects adjustments depends on the invoicing organization setting for Incorporate adjustments into invoicing calculations. This shows how many units are left to be invoiced in later periods. It is calculated as: Quantity - Cumulative Invoice Units This shows the amount left to be invoiced in later periods. It is calculated as: Net Cost - Cumulative Net Invoice Amount This indicates if this is the final billing period in which the line item is invoiced or runs. Yes means this is the latest billing period in which the line item appears on an invoice. This is the period of the line item end date unless the line item is invoiced outside of its dates, which can happen with Single Period invoice terms and manual billing schedules. No means that there are later periods with invoice data for this line item. If you set the View button to Performance View, the fields and rows in the grid change to show delivery information. The line items that appear in the Performance View may be different than those that appear in the Invoice Breakdown or Default View. The Invoice Breakdown and Default Views show only line items set to be invoiced in the period, which have their Can Invoice fields checked in the Sales module. The Performance View shows all line items in the period that have their Has Performance Data box checked in the Sales module. With group line items, if you invoice a parent line item but collect delivery details about its child line items, the parent line item typically appears on the Invoice Breakdown and Default Views while the child line items appear on the Performance View. If you expand the + icon, you can see delivery for months before the invoice s period. The following fields appear in the Performance View but not in the Default View. 72 Operative.One Release Finance Module User's Guide v1.0

73 Understanding Invoice Fields Chapter 2: Managing Invoice Data Field Primary Performance Third-Party Performance Percent Discrepancy Discrepancy Primary System Third-Party System Cumulative Primary Performance Cumulative Third-Party Performance Cumulative Percent Discrepancy Cumulative Discrepancy Parent Line Item ID Description This shows the total delivery during the period for the line item as reported by the primary production systems to which production line items were pushed. This corresponds to the same unit types as the Quantity field, which depends on the Cost Method of the line item. For CPC, this is clicks. For CPA, this is actions. Otherwise it shows impressions or nothing. This shows the total delivery for the line item during the period that was reported by the third-party production system set as billable. This reflects only delivery from the server specified on the Billable Third-Party Server field on the line item s Advanced Edit page. This shows the percentage difference between the Primary Performance and Third- Party Performance. It is calculated as: ((Primary Performance - Third Party Performance) / Primary Performance) * 100 This shows how much additional primary (first party) units were reported for the period by the primary production system versus the third-party production system. It is calculated as: Primary Performance - Third Party Performance This is the name of the primary production system or systems. If a line item s product has ad slots for multiple production systems, the different systems are separated by commas. This is the line item s Billable Third-Party Server field as set in the Sales module. This shows the Primary Performance for this period plus all previous periods. This shows the (billable) Third-Party Performance for this period plus all previous periods. This shows the percentage different between what was reported from the start of line item to the end of the period by the primary production system versus third-party production systems. It is calculated as: ((Cumulative Primary Performance - Cumulative Third Party Performance) / Cumulative Primary Performance) * 100 This shows how much additional primary (first party) units were reported from the start of line item to the end of the period by the primary production system versus the third-party production system. It is calculated as: Cumulative Primary Performance - Cumulative Third Party Performance For a child line item of a group, this shows the ID for its parent group line item. This field does not appear by default but can be added by mousing over any column name, clicking the triangle to the right of the column name, clicking the Columns link in the drop-down list, and then checking Parent Line Item Id. Operative.One Release Finance Module User's Guide v1.0 73

74 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Line Item Type Description This indicates if the line item is part of a group or not. ILI (Individual Line Item) means it is not part of a group line item. GLI (Group Line Item) means it is the parent for a group line item. CLI (Child Line Item) means it is a child within a group. This field does not appear by default but can be added by mousing over any column name, clicking the triangle to the right of the column name, clicking the Columns link in the drop-down list, and then checking Line Item Type. With Order level invoicing, a top level row for the order appears by default showing the sums of delivery by the line items. You can click a + icon to view the line item level delivery. With Order level invoicing, Order Name and Quantity fields also appear in this top row. Sales Order Tab Fields The Sales Order tab displays information about the sales order, so that you do not need to switch over to the Sales module to review its details. This displays information on all the line items in the order and not just those line items in the invoice. This tab does not reflect any calculations or modifications from the Finance module or actual performance. It is a read only view of the sales order reflecting the last Active Order status as explained in Invoices and Active Order Values on page 36. Note: Child line items of run of groups are visible on this tab, even though they are not visible in the Sales module. These line items are created behind the scenes so that multiple products can be associated with the singe run of group parent line item. On the far right, a View button lets you choose from different sets of fields that can be shown in the grid. You can also right-click a line to jump to that line on another view or tab. Sales Line Items When you click the Sales Order tab, the Sales Line Items view is displayed by default. This provides a read-only view of most fields on the Media Plan tab in the Sales module. The grid displays a row for each line item in the sales order whether it is a standalone, parent of a group, or child of a group line item. These fields are described below and in the Sales Module User s Guide. 74 Operative.One Release Finance Module User's Guide v1.0

75 Understanding Invoice Fields Chapter 2: Managing Invoice Data Field Sort Order Line Item ID Line Item Name Product Name Start Date End Date Unit Cost Cost Method Description This reflects sorting defined for the line items in the Sales module. Note: For child line items of groups, it reflects both the sort order of the group line item and the child line items (e.g., 3-1, 3-2, 3-3). This is the unique ID assigned to the line item when it was created in Operative.One. It does not appear on an order level invoice. This is the Line Item Name. This is the Product for the line item. The Product s definition includes its ad slots which can be associated with partners. Parent line items of groups created from packages display the package name. This is the first day the line item is contracted to run. This is the last day the line item is contracted to run. This is the Net Unit Cost. This determines how line item goals are calculated (e.g., impressions, clicks, actions, time). For CPM and Flat Rate Impressions, it is: (Quantity/1000) * Net Unit Cost For SOV-Flat Rate, Net Cost always equals Net Unit Cost. For all other Cost Methods, it is: Quantity * Net Unit Cost Note: Flat Rate line items behave like CPC or CPA to determine an overall contract basis goal and the Sales module total Net Cost. However, they calculate as zero in the Finance module when using a performance basis. In most cases you will want their Quantity to be 1. Note: Makegoods are an exception where the Net Cost is always zero. Note: Taxes are not factored into the values on the Media Plan tab. Unit Type Quantity Can Invoice Note: Gross Cost is based on Gross Unit Cost instead of Net Unit Cost. This corresponds to the Cost Method. This is the number of units purchased. The units correspond to the Cost Method and Unit Type fields. For a Flat Fee Cost Method, this should be 1. Yes means that the line item is invoiced in the Finance module. No means there is no invoice schedule associated with the line item and it does not appear in financial exports. If it is a child line item within a group, its performance details may still appear on the Performance View of the Invoice Line Items tab and its delivery may be rolled into its parent. However, if the Can Invoice flag is No, invoice and revenue numbers are not calculated directly for this line item. Operative.One Release Finance Module User's Guide v1.0 75

76 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Cumulative Targeting Fields Cumulative Custom Fields Description This displays all of a line item s Operative.One targeting, both targeting added at the line item level as well as targeting embedded in the product. This shows any custom fields assigned to a line item in the form: Field Name1: Field Value1; Field Name2: Field Value2; Field Name3: Field Value3 You can also add Parent Line Item ID and Line Item Type columns to the grid by mousing over any column name, clicking the triangle to the right of the column name, clicking the Columns link in the dropdown list, and then checking the field names. Field Parent Line Item ID Line Item Type Description For a child line item of a group, this shows the ID for its parent group line item. This indicates if the line item is part of a group or not. ILI (Individual Line Item) means it is not part of a group line item. GLI (Group Line Item) means it is the parent for a group line item. CLI (Child Line Item) means it is a child within a group. Sales Line Item - Last Updated Timestamp Preset Schedule This is the date and time when the line item was last modified within the Sales module. Note: At this time, this reflects any save on the Finance & Legal tab even if it did not impact the specific line item. Otherwise, it reflects the last save of the line item. If the line item s product uses a preset schedule, this shows the schedule name and its entry (issue, episode, etc.) in the form: Schedule - entry For example: Monthly - June Sales Line Item Pricing If you set the View button to Pricing, the fields in the grid change and you can see additional details about the line items. The following fields appear in the Sales Line Item Pricing view but not in the Sales Line Items view. 76 Operative.One Release Finance Module User's Guide v1.0

77 Understanding Invoice Fields Chapter 2: Managing Invoice Data Field Makegood Unit Cost Before Discounts Targeting Premium Unit Cost Before Discounts with Premium Total Discount Percentage Net Unit Cost Description No means the line item is not a makegood. Yes means the line item is a makegood. Its Treat as Makegood box is checked in the Sales module. Makegoods are typically used when a previously sold line item was billed based on contracted terms, and the delivery of that line item did not meet the goals for which the client paid. You then create a makegood line item that runs at no cost to the client to make up the difference. Makegood line items always show in the Sales module as having a Net Cost of zero. In the Finance module the Net Invoice Amount is always zero, but Invoice Units are still tracked. In the Finance module, the Recognized Revenue can be configured to be either zero or to evaluate based on the Net Invoice Amount and the revenue terms. Whether revenue is zero or not is set with the Invoicing Organization settings in the Administration module. The Net Unit Cost is still pushed to the production system for makegoods. This is the unit cost without premiums and discount percentages applied. Note: A unit corresponds to the Cost Method. CPM is the cost per 1000 impressions and for CPC it is the cost per click. Note: In Operative.One, this is not referred to as the Gross Unit Cost. Not all companies use targeting premiums. This is the monetary value by which the unit cost is increased or decreased based on targeting premiums. If targeting premiums do not impact actual pricing and only apply to the rate card, this is always zero. For more information on targeting premiums, see the Sales Module User s Guide. This is calculated as: Unit Cost Before Discounts + Targeting Premium This shows the total discount percentage for the line item that is applied to the Unit Cost Before Discounts with Premium to produce the Net Unit Cost. When you mouse over this field, an i ( ) icon appears and if you mouse over the icon, a popup displays the individual discount percentages that went into the total. These can apply either Combined (e.g., 10% and 15% = 25%) or Sequential (e.g., 10% and 15% = 23.5%) based on the discount profile. The discount profile also defines which discount fields are available and how gross is calculated as explained in the Administration Module User s Guide. This is the final unit cost after premiums and discounts are applied. Operative.One Release Finance Module User's Guide v1.0 77

78 Chapter 2: Managing Invoice Data Understanding Invoice Fields Field Gross Unit Cost Description This is a variation on the unit cost value of the line item that some organizations use to understand the value charged by the agency to the advertiser, or it reflects a portion of discounts. The gross calculation can vary depending on an order s discount profile as explained in the Administration Module User s Guide. For the legacy default discount profile, gross is based on: Net Unit Cost/((100- Agency Discount)/100) For other discount profiles, gross is optionally defined as part of the discount profile as a portion, but not necessarily all, of the discount fields. For example, if a discount profile contains 3 discount fields, the gross can be configured to reflect the cost with the first two discount fields but not the third. The gross reflects premiums if they impact actual pricing. Gross Cost This is a variation on the total net cost value of the line item that some organizations use to understand the value charged by the agency to the advertiser, or it reflects a portion of discounts. The gross calculation can vary depending on an order s discount profile as explained in the Administration Module User s Guide. Cost Before Discounts For the legacy default discount profile, gross is based on: Net Cost/((100- Agency Discount)/100) For other discount profiles, gross is optionally defined as part of the discount profile as a portion, but not necessarily all, of the discount fields. For example, if a discount profile contains 3 discount fields, the gross can be configured to reflect the cost with the first two discount fields but not the third. The gross reflects premiums if they impact actual pricing. This is the total contracted value of the line item without discounts. It is calculated by applying the Unit Cost Before Discounts with Premium to the Quantity based on the Cost Method. For CPM and Flat Rate Impressions, it is: (Quantity/1000) * Unit Cost Before Discounts with Premium For all other Cost Methods, it is: Quantity * Unit Cost Before Discounts with Premium Net Cost This is the total contracted net value of the line item. It is calculated by applying the Net Unit Cost to the Quantity based on the Cost Method. Agency Discount Percentage For CPM and Flat Rate Impressions, it is: (Quantity/1000) * Net Unit Cost For all other Cost Methods, it is: Quantity * Net Unit Cost This shows the Agency Discount percentage for the line item. This field is not displayed by default but can be added to the grid. You can also see its value by mousing over the Total Discount Percentage field s i ( ) icon. 78 Operative.One Release Finance Module User's Guide v1.0

79 Understanding Invoice Fields Chapter 2: Managing Invoice Data Sales Order Roles If you set the View button to Roles, the fields and rows in the grid change to show users assigned on the order s Team Involvement tab. This shows who in your company is involved with the deal so that you know who to contact if you have questions or concerns. If a user is assigned as an order s Primary Salesperson or Additional Salesperson, you can also see their Commission Split % indicating their financial stake in the order. Sales Order Properties If you set the View button to Order Properties, the fields and rows in the grid change to show the details on the Order Properties tab for the order within the Sales module. This includes any order level custom fields as well as the Order Type and Sales Stage. Note: The Line Item Defaults information is not displayed. Billing Account Tab Fields The Billing Account tab displays information about active orders and contacts associated with an order s Billing Account. If teaming is enabled, orders are further filtered to reflect those you can see based on your teams and invoice assignments. Several panes appear on the Billing Account tab. The Orders totals for pane displays the billing account name and active sales orders associated with that account. Number of Invoices (cumulative) shows the number of invoices that exist across all periods and organizations for this sales order. Order Net Cost is the total net as contracted in the Sales module and does not reflect calculated invoice details. Cumulative Paid Amount is zero unless your company has an integration that pulls data from your financial system back in to Operative.One after the data has been exported. If Operative.One receives data back from your financial system, this can indicate what has been paid and what is outstanding depending on the configuration. The Financial Status pane shows additional details about the billing account. Credit Status is the value in the Accounts module. No. of Outstanding Invoices is zero unless you have an integration that pulls data from your financial system back in to Operative.One after the data has been exported. The Contacts pane displays all contacts associated with the account in the Accounts module. These are not necessarily contacts explicitly added to the order. The Contact Type is the assignment made in the Accounts module and not on the order itself. Invoice Schedule Tab Fields The Invoice Schedule tab displays a read-only view of the grid that appeared at the bottom of the Finance & Legal tab in the Sales module when the order last had the Active Order status. This is described on Viewing and Setting Invoice Schedules on page 27. This tab shows all line items in the order that are invoiced by the organization and not just line items in this billing period. Clicking the + on the left expands a line item and shows how contracted invoice details are broken up across the order s billing periods. Operative.One Release Finance Module User's Guide v1.0 79

80 Chapter 2: Managing Invoice Data Understanding Invoice Fields You can also right-click a line to jump to that line on another view or tab. Taxes Tab Fields The Taxes tab displays a read-only view of taxes calculated for the invoice and its lines based on the order s Tax Profile as set on the order s Finance & Legal tab. The Taxes tab only appears if the tax feature is enabled for your company. The values on the Taxes tab are the only values you see within the Finance module that reflect taxes. There are a number of areas within the tab. The top row contains the taxes calculated for the entire invoice based on the Total Net Invoice Amount. The Tax Policy Name is the tax profile chosen on the order s Finance & Legal tab. The Total Invoice Tax Amount is the sum of the four Tax Amount fields to its right. The four Tax Amount fields correspond to the different percentage calculations within a Tax Profile as defined in the Administration module under System > Internationalization > Tax Profiles. The majority of tax profiles are a single percentage of the Total Net Invoice Amount. In these cases, the Tax 1 Amount equals the Total Order Tax Amount. However, Operative.One lets you configure multiple tax percentages within a single profile in case taxes need to be split out and reported differently for different government levels or other reasons. For example, a tax profile could be configured so that Tax 1 is federal taxes, Tax 2 is state taxes, and Tax 3 is local city taxes. The Total Net Invoice Amount Including Taxes is the Total Net Invoice Amount + Total Invoice Tax Amount. When you mouse over an invoice level tax field, an i ( ) icon appears. If you mouse over the icon, a popup window displays tax calculation details. When the top row is expanded, a row for each invoice-able line item appears with the taxes calculated for each line item based on its Net Invoice Amount. Note: Total fields elsewhere in the Finance module do not reflect taxes. Taxes are only shown on the Taxes tab and the tax fields available for the export. Note: Values reflect adjustments if the Incorporate adjustments into invoicing calculations is Yes for the invoicing organization. Credit Memo Fields Customers who primarily bill on a contract basis often have the need to reimburse their clients for undelivered inventory. In cases where makegoods are not sufficient, a credit memo specifies how much money to include in an invoice as a negative Net Invoice Amount. A credit memo is similar to an invoice line item in that it corresponds to sales line items during a billing period. However, credit memos are for negative amounts, and only correspond to the Net Invoice Amount field. Credit memos appear as new lines in Finance module invoice exports. You can create and manage credit memos on the Sales module's Finance & Legal tab. Credit memos enable an organization to issue credits through the Finance module. Customers who primarily bill on a contract basis often have the need to reimburse their clients for undelivered inventory. In cases where makegoods are not sufficient, a credit memo specifies how much money to include in an invoice as a negative Net Invoice Amount. A credit memo is similar to an invoice line item in that it corresponds to sales line items during a billing period. However, credit memos are for negative amounts, and only 80 Operative.One Release Finance Module User's Guide v1.0

81 Understanding Invoice Fields Chapter 2: Managing Invoice Data correspond to the Net Invoice Amount field. Credit memos appear as new lines in Finance module invoice exports. They are issued and managed from the Finance & Legal tab in the Sales module. The following fields and options appear to all Finance module users to show credits created in the Sales module: On the main Invoices grid, the Credit Memo column contains an icon ( ) when an order has a credit memo. The Credit Memo filter appears on the bottom left so users can easily locate which invoices have credit memos and which do not. When you open an invoice, the Summary on the top left contains two credit-memo-related fields: Total Credit Amount shows the sum of all line item credits in the invoice. It has no value when there are no credit memos. Number of Credit Memos shows a count of the number of credit memo lines that are in the invoice. The Total Net Invoice Amount reflects the sum of all credit memos in the invoice. It can be negative for cases in which credits exceed line item Net Invoice Amounts. If there are any credits in the invoice, the Credit Memo tab appears to the right of the Invoice Line Items tab: This provides a read-only view of the Credit Memo tab in the Sales module. It lets Finance module users understand credits that were issued against line items in the order. The line item for which a credit is issued does not need to be in the same invoice, just in the same order. You can issue credit for a line item in a period after the line item ends. It is possible to have an invoice that contains only credit memos and has no invoice line items. In many cases, credit memos are issued in periods after line items end. When you export an invoice containing credit memos, a row appears for each credit memo in addition to each invoice line item. For example, if an invoice has six line items and two credit memos, the export contains eight rows for the invoice. The invoice line item Net Invoice Amount remains the same and does not deduct the credit memo. Instead, a new line for the credit memo will have a negative Net Invoice Amount. The order level Net Invoice Amount total reflects the sum of all invoice line items and credit memos in the invoice. This can now be negative for invoices that have more credit memos than line items. This can happen if you add credit memos in periods after line items end. Note that the Sales module prevents you from adding credits that exceed the contracted total net of a line item. However, it is possible to invoice less than the contracted net and then credit more than the total invoiced. In the export file, credit memo rows are like invoice line item rows in that they are associated with a Operative.One Release Finance Module User's Guide v1.0 81

82 Chapter 2: Managing Invoice Data Understanding Invoice Fields sales line item, and through it with a sales order: In the export file, fields that represent the order details from the Sales module continue to show those details just as the invoice lines (for example, Advertiser, Agency, Custom Fields, Contracted Order totals, etc.). In the export file, fields that represent the sales line item totals or non-monetary or non-delivery values associated with details from the Sales module continue to show those details just as the invoice lines (e.g., Advertiser, Agency, Custom Fields, Contracted Order totals, etc.). In the export file, fields that were specific to values for the invoice line item (the sales line item during the billing period) are instead specific to the credit memo. Net Invoice Amount values are negative. Monetary values other than the Net Invoice Amount are zero. Delivery details are zero. The Actual Invoice Terms Used fields say Credit, and this provides a good way to identify the credit memo lines. The Actual Invoice Terms Source fields can be disregarded, and in most cases are Invoice Schedule. In the export file, fields that combined sales and invoice line items are in most cases zero. These include fields like Remaining Amount and Remaining Units. Reporting on Credit Memos The following reports reflect credit memos: Invoicing Details by Sales Line Item The Total Credit Amount column is the sum of all credits issued in the Sales module against the line item in all periods, and not just the periods within the report range. It is the value from the Sales module when the report is run. The month-year Net Invoice Amount column reflects the combination of any invoice line item and credit memo for a line item during the billing period. For example, if a line item in January had a Net Invoice Amount of $100, and the same line item had a credit in January for $20, the report shows 80. If the credit was issued in February and there was no invoice line item for February, then February shows -20. The Total Net Invoice Amount Across Billing Periods column reflects the sum of the previous columns for the periods, so it will include the credit memos as well. Invoicing Summary by Sales Order The Sales Order Total Credit Amount column is the sum of all credits issued in the order in all periods and invoices. It does not reflect the report filters, and is the order level value from the Sales module when the report is run. The month-year Net Invoice Amount column shows the impact of all invoice line items and credit memos in the invoice. It shows the same total for the invoice you see within the Finance module and the exports at the order level. 82 Operative.One Release Finance Module User's Guide v1.0

83 Understanding Invoice Fields Chapter 2: Managing Invoice Data The Total Net Invoice Amount Across Billing Periods column reflects the sum of the previous columns for the periods, and so will include the credit memos as well. Invoice Exception The Period Invoiced Revenue column reflects any credit memo issued during the report date range as well as any invoice line items. Fields whose calculations involve the Period Invoiced Revenue will also reflect it. Sales Revenue Forecast The month,year Invoiced Revenue columns reflect any credit memos issued against the line item during that month. The memos are subtracted from the Net Invoice Amount in that month. The month,year Invoiced Revenue (Converted to currency) column reflects this in the expected currency. Account Monthly Details The Net Invoice Amount (currency) column reflects the credits subtracted from the Net Invoice Amount during the report range. Media Property reports and Cube/Business Analytics The metric based on the Net Invoice Amount accounts for credit memos if those credits are issued during a billing period that overlaps with the line item s dates. Credits issued in periods outside a line item s date range are not accounted for by the media property breakout calculations. Operative.One Release Finance Module User's Guide v1.0 83

84 Chapter 3: Finalizing Invoices 3 Finalizing Invoices After you have reviewed and optionally overridden the invoice and revenue numbers, you can finalize the invoice by exporting and locking it. The topics that follow describe how to export invoice data, and how to lock invoices and billing periods after their details have been finalized. 84 Operative.One Release Finance Module User's Guide v1.0

85 Exporting Invoices Chapter 3: Finalizing Invoices Exporting Invoices You can export an invoice at any time to review its data, even if its billing period is in the future. However, you generally export data after a period ends or when you are ready to import it into your financial system. When you export and import depends on your business needs. Not all the exportable fields are visible within Finance module pages, so depending on which fields are important to your organization, you may export first to review the numbers and then at a later time to import into your accounting and invoicing system. There are a few export options available. You can export: A single invoice A set of selected invoices All invoices for a selected billing period You can export by: Downloading a file (normally XLSX or XLS) FTPing a file to a server accessible to your financial system (normally CSV) Note: To set up FTP or SFTP information, an administrator defines a financial system as explained in Financial System Delivery Integration on page 12. The administrator then associates that system with the invoicing organization when defining the organization as explained in Organizational Setup on page 12. When defining the organization, an administrator can set which roles are allowed to export to the financial system. Depending on your configuration, this might only be available to the Finance Manager and support roles. Export File Types There are a few types of export files that the system can generate. Note: Except for the Client Activity export type, you can export a set of invoices across multiple periods or for a single period. Line Item Level Line item level exports contain a row for each invoice-able line item or credit memo in each invoice you choose to export. This is available when the Invoice Level is set to Line Item on an order s Finance & Legal tab Defining which columns appear in the export and its file format are explained in Organizational Setup on page 12. The specific fields are described in Export File Options on page 98. In the Administration module, you can create multiple instances of this export type if different systems require different sets of fields in different formats. Order Level Order level exports contain a row for each invoice you choose to export. This is available when the Invoice Level is set to Order on an order s Finance & Legal tab. Defining which columns appear in the export and its file format are explained in Organizational Setup on page 12. The specific fields are described in Export File Options on page 98. In the Administration module, Operative.One Release Finance Module User's Guide v1.0 85

86 Chapter 3: Finalizing Invoices Exporting Invoices you can create multiple instances of this export type if different systems require different sets of fields in different formats. Order Supporting Line Items This type of export has a pre-set format and contains a row for each invoice-able line item in each order level invoice you export. This is available when the Invoice Level is set to Order on an order s Finance & Legal tab. It lets you export the line items whose totals impact the order details on which you invoice. Setting which columns appear in this export is not configurable and you cannot create multiple instances. Client Activity Client activity exports have a pre-set format that some organizations choose to send directly to their clients. It can provide "proof of delivery" to clients, prior to sending them the actual invoice. It contains multiple Excel worksheets. The first worksheet displays a row for each invoice you export. This is labeled Billable Campaigns. This is followed by one worksheet for each invoice in the export. Each invoice s worksheet contains invoice and order details on a top and a row for each line item on the bottom. The invoice s order number is the worksheet s label. Which fields appear in this export is not configurable. You cannot use this export for invoices across multiple periods. You cannot export this format to a Financial System via FTP or SFTP. Note: This export type is not intended to serve as a substitute for formal invoices. Operative recommends using the Line Item Level or Order Level invoice exports for importing to a Finance system (for example, Oracle, SAP, Quickbooks, etc.) for processing. Exporting a Single Invoice You can export a single invoice after you open it in the Finance module. This is a good way to review all its details in Excel. To export a single invoice, do the following: 1. Open the invoice to view its details. 2. Click the Export button. The Export Options window displays three drop-down lists for choosing what and how to export. When exporting from within an invoice, the first drop-down option is always This invoice only. 3. Set the destination in the second drop-down list Export to local computer creates a file that you can download from the Exports tab. Export to Financial System creates a file that is FTPed to your financial system. This file is also available on the Exports tab. This option is only available if a financial system is configured for the organization and your role is allowed to export to it. 4. Set the export instance in the third drop-down list. See Export File Types on the previous page for more information. Only options allowed for the invoice appear. Administrators can configure the names that appear and add additional instances 86 Operative.One Release Finance Module User's Guide v1.0

87 Exporting Invoices Chapter 3: Finalizing Invoices for some of the export types. The options that appear can vary and may be specific to your organization. 5. Click OK. A Success window displays a Job ID associated with the export request. 6. Click OK to close the success window. 7. Retrieve the export data from the Exports tab and/or the FTP server as needed as explained in Navigating and Downloading on the Exports Tab on the next page. The No. of Exports, First Exported, and Last Exported columns in the Invoices grid are updated when the file is created based on the invoicing organization Invoice export "count" behavior setting and whether you choose to export locally or via FTP (Financial System). The system allows the count to go up to 255. You cannot export an invoice more than 255 times using a method that increases the count. The First Exported column is hidden in the Invoices grid by default but can be added. Exporting Multiple Invoices From the Invoices grid, you can export a set of invoices or an entire billing period at one time. If teaming is enabled, only invoices you can see are exported. This produces a single file containing the details of all the invoices you choose to export at that time. To export from the Invoices grid, do the following: 1. Choose the invoices you wish to export. For an entire billing period, select it using the Billing Period filter and no other filter option. For a set of invoices, check their boxes. Note: You cannot export a mix of order and line item level invoices in one file. If the grid contains a mix, then you must use the Invoice Level filter to narrow the invoices to either line item or order level. 2. Click the Export button. The Export Options window displays three drop-down lists for choosing what and how to export. 3. Choose what to export in the first drop-down list. All checked invoices appears if you have checked invoices in the grid. This exports only those checked invoices. All invoices matching the applied filter criteria appears when filters are applied. It lets you export everything returned by the filters across all pages of the grid. This can take some time to complete and may not be available if the Billing Period filter is set to All. All invoices within the current billing period appears if a billing period is selected. This can also appear if you have checked invoices and lets you export everything in the billing period ignoring what was checked. This can take some time to complete. If teaming is enabled, only invoices you can see are exported. Note: If finance teaming is enabled, only invoices for your teams, or invoices assigned to you, are exported. 4. Set the destination in the second drop-down list Operative.One Release Finance Module User's Guide v1.0 87

88 Chapter 3: Finalizing Invoices Exporting Invoices Export to local computer creates a file that you can download from the Exports tab. Export to Financial System creates a file that is FTPed to your financial system. This file is also available on the Exports tab. This option is only available if a financial system is configured for the organization and your role is allowed to export to it. 5. In the third drop-down list, choose the export instance. See Export File Types on page 85 for more information. Only options allowed for the invoice appear. Administrators can configure the names that appear and add additional instances for some of the export types. The options that appear can vary and may be specific to your organization. 6. Click OK. The Success window displays a Job ID associated with the export request. 7. Click OK to close the success window. 8. Retrieve the export data from the Exports tab and/or the FTP server as needed. The No. of Exports, First Exported, and Last Exported columns in the Invoices grid are updated when the file is created based on the invoicing organization Invoice export "count" behavior setting and whether you choose to export locally or via FTP (Financial System). The system allows the count to go up to 255. You cannot export an invoice more than 255 times using a method that increases the count. The First Exported column is hidden in the Invoices grid by default but can be added. Navigating and Downloading on the Exports Tab When you export invoices or payments, the system performs a number of calculations and processes that can take some time to complete depending on how many line items, invoices, or payments are involved. Therefore, when you choose to export, the process might not complete immediately. Instead, each export is assigned a job ID and processed when system resources are available. This ensures that you can continue to use the Finance module while waiting for the processing to complete. When you submit an export job, you can monitor the job and eventually retrieve the completed data on the Exports tab or from your FTP/SFTP server. 88 Operative.One Release Finance Module User's Guide v1.0

89 Exporting Invoices Chapter 3: Finalizing Invoices To view or monitor an export, do the following: 1. Click the Exports tab in the top right to view the Export Queue. The Export Queue is a grid listing export jobs. Which exports appear varies depending on whether the Finance teaming feature is enabled. If teaming is enabled, only your own invoice exports appear. If teaming is disabled, all exports submitted by members of your company, for any invoicing organization, user, or team appear. Note: Payment exports appear for all users. Only invoice exports are impacted by the teaming feature. Jobs appear until they are removed from the queue using the Remove button. 2. To locate your job, use the Filters on the left if needed to narrow the list of jobs in the grid. Note: For the Date Range filter, you may need to filter from the first day you wish to see until the day after the last day you wish to see. Note: The Export Type filter becomes enabled only after you set the Object Type. You can also click column headings to sort. If there are many jobs, you can use the Page and arrow links in the bottom right to move through the list. 3. Review the Status column to determine if your export is ready or not. If the Status is NEW, QUEUED, or INPROGRESS, the job is not yet complete and you must wait for the processing to finish. When exporting entire billing periods or invoices with many line items, it can take some time to complete. Click the refresh icon to view the Operative.One Release Finance Module User's Guide v1.0 89

90 Chapter 3: Finalizing Invoices Exporting Invoices change in the Status field as the jobs progress. If the Status is COMPLETE, then the Filename field should have a file name in it. 4. Click the Filename to download the completed file to your computer. The file name for a line item level export has the format: <Job_id>_Invoice_lineitem_Export_<Invoicing_Organization>_<timestamp>.<ext> Note: If after clicking the refresh icon the Filename field does not populate, but the Status is COMPLETE, review the Error Log column. For an FTP export: When the file name appears, the file should be on your server shortly if it is not there already. If the file appears in the Export Queue but does not appear on your server, there may be a connection failure. The name of the export file on the FTP server may differ from the file name format used elsewhere, omitting the job ID and the invoicing organization name, and having the format: Operative_Invoice_Export_<timestamp>.<ext> 5. Click a field other than Filename to view job details in the Details pane below. Job details and files remain on the Exports tab where all users with access to the queue can download them until they are removed. 6. To remove a job and file from the Export queue, check its box, check the Remove button, and choose Checked Items. The job is removed from the queue for all users and not just your view of the queue. You can delete the jobs for any user and not just your own. You can also use Remove > All Items to remove all items in the current grid on all its pages. If you run a filter before using Remove > All Items, it deletes only the jobs returned by the filter. Note: When the system has a high level of activity, it is possible for very large export files to take an hour or more to complete. Therefore, before contacting Operative Support, you should wait a considerable amount of time to confirm that the process did not complete as expected. The following table describes the fields that appear in the Export Queue grid. Field Job Id Object Type Request Time Requested By Status Completed Time Description This is the ID assigned when you submitted the export request. This is Invoice for exports from the Invoices tab. This is Payment for exports from the Payments tab. This is the time when the export request was made. This is the login name of the user who submitted the export request. This shows whether the job has finished processing, is still waiting to be processed, or has failed. This is the time when the export data file was created. 90 Operative.One Release Finance Module User's Guide v1.0

91 Exporting Invoices Chapter 3: Finalizing Invoices Field File Name Error Log Description This is the name of the file created by the export request. You can click its name to download it. This displays error information. Note: Success Log and Static Log fields can be added to the grid. They are reserved for future functionality. The following table describes fields for an invoice export that may appear in the Details pane at the bottom of the page. These fields are not displayed in the Export queue grid or when selecting a payment export. In some environments, they might not appear at all. Field Export Scope Finance System Billing/Payment Period Export Type Description This indicates if the job was for an entire billing period or just one or more invoices Partial Billing/Payment Period Export indicates one or more invoices were submitted but not an entire period Complete Billing/Payment Period Export indicates an entire period was submitted. This indicates the financial system where the file was sent. It says N/A if the request was for a download. The financial system is determined based on the invoicing organization. This shows the billing period for a single invoice or entire period export. For a set of invoices, it shows the billing period filter most recently applied. This shows one of the types described in Export File Types on page 85. For payments, it is either Detail Level or Summary Level. Setting the Review Status after an Export The Finance module Review Status feature is optional. However, after exporting an invoice to your financial system, it is a good idea to set its status to Final Export Completed as explained in Updating Review Statuses on page 46. This is a good way to ensure the invoice is marked as having been invoiced for the final time. Note: The No. of Exports, First Exported, and Last Exported columns in the Invoices grid are updated when an invoice export file is created based on the invoicing organization Invoice export "count" behavior setting and whether you choose to export locally or via FTP (Financial System). However, setting the Review Status provides an additional layer of validation since you may export multiple times to review details before importing to a financial system. Operative.One Release Finance Module User's Guide v1.0 91

92 Chapter 3: Finalizing Invoices Locking and Unlocking Locking and Unlocking Locking an invoice indicates that its details have been reviewed and finalizes the calculations. It prevents users from modifying it and is often done just after or before the invoice is exported for importing to a financial system. When an invoice is locked: A user cannot modify it in the Finance module. The invoice schedule for the locked period cannot be modified in the Sales module. If you update quantities or cost fields in the Sales module, the redistribution of contracted goals is only done across unlocked periods. The Net Invoice Amount, Invoice Units, and Recognized Revenue for the period are stored and fixed in the system. Before an invoice is locked, unless you manually override suggested numbers, these fields are recalculated when the invoice is open or exported. After an invoice is locked, these numbers are not recalculated, even if you unlock the invoice. If you lock an invoice and need to modify it or want changes in the Sales module to impact it, you must unlock the invoice. It then has the Lock status of Prior_Locked. This lets you override fields, and future changes in the Sales module are redistributed across suggested numbers for all unlocked periods. However, after an invoice has been locked, its numbers are stored, and changes in the Sales module might not get automatically applied to the previously locked invoice. In addition, delivery that enters the system after an invoice is locked may not become part of the unlocked invoice as well. If you want numbers to be recalculated after an invoice is unlocked, you need to use the Bulk Operations tool to set line item Invoice Amount Terms and Invoice Unit Terms back to Invoice Schedule as explained in Overriding Invoice Schedules or Reverting Overrides on page 52. Note: You should lock an order s invoices in the correct sequence. For example, if an order runs from January through March, you should not lock February before locking January. Note: Locking an invoice ensures the values you can set within the Finance module do not change, such as the Invoice Amount, Invoice Units, and Recognized Revenue. However, values set within the Sales module that appear within the Finance module Web pages or exports are not necessarily prevented from changing. Those values reflect the last Active Order status of the order as explained in Invoices and Active Order Values on page 36. Changes that are allowed in the Sales module will flow into the invoice when the order returns to Active Order status. For example, the advertiser for an order in February was Acme Lumber and the January invoice locked in February while the order was in the Active Order status. If in March the advertiser changes to Jersey Lumber and the order returns to Active Order status, the January invoice will say Jersey Lumber, and not Acme Lumber after the return to Active Order status. Locking or Unlocking Invoices To lock or unlock one or more invoices, do the following: 1. In the Invoices grid, check boxes next to the invoices you wish to lock or unlock. The Lock Options button becomes enabled. 2. Click Lock Options and choose Lock Invoice(s) or Unlock Invoice(s). The invoices are locked or unlocked and the lock icon changes accordingly. means the invoice is locked. means the invoice is unlocked. 92 Operative.One Release Finance Module User's Guide v1.0

93 Locking and Unlocking Chapter 3: Finalizing Invoices means the invoice is unlocked but was previously locked. It has the Prior Locked lock status. You can also lock or unlock a single invoice by opening it and clicking its Lock or Unlock button, depending on which displays. When you unlock an invoice, if any adjustments or adjustment notes were made while the invoice was locked, you are prompted whether to delete or keep them. Adjustments are explained in Adjusting Invoices on page 95. Prior Locked Data When you unlock an invoice, the system does not always automatically update numbers going forward based on Sales module changes or delivery. For example, if you mistakenly lock an invoice before a period ends, delivery that comes into the system after you unlocked the invoice might not be used for any delivery based calculations by default. After unlocking an invoice, you should reset the invoice terms used by the Invoice Units, Net Invoice Amount, and Recognized Revenue fields using the Bulk Operations tool as explained in Overriding Invoice Schedules or Reverting Overrides on page 52. The Invoice Units and Net Invoice Amount should be set back to Invoice Schedule and the Recognized Revenue should be set back to Pre-defined system setting. Unfortunately, there is a known issue that currently requires you to first change the terms to something else and then run the Bulk Operations tool again to change the terms to Invoice Schedule or Pre-defined system setting. Also, if adjustments were made while an invoice was locked, if you do not delete the adjustments when unlocking the invoice, then depending on your settings, those adjustments may impact reports, capping, and totals even though they are not visible until the invoice is locked again. See Adjustments and Unlocking on page 96 for more information. Locking or Unlocking a Billing Period A billing period is locked for an invoicing organization when every invoice in the period is locked. This happens automatically by individually locking each invoice. After a period is locked, unlocking a single invoice within the period will unlock the period but leave all invoices locked except for the one you specifically unlocked. After a period is locked, you can also use the Unlock Billing Period action to unlock every single invoice you can access within the period at one time. Note: Locking and unlocking a billing period is done per invoicing organization, so if you have multiple organizations, it is possible for a period to be locked for one organization and not another. After a billing period is locked, you cannot create line items in the Sales module that would result in invoice details during the locked period. An order cannot go to Active Order for the first time if it includes a locked billing period. Note: The Lock Billing Period action to lock all invoices in the period is not currently available. Using the Unlock Billing Period Action When a period is locked, the Lock Options button is enabled even when no invoices are checked in the grid. If you wish to unlock every invoice in the period that your teams grant access to, you can use the Unlock Billing Period action. This action is not required if you only need to edit a single invoice. To edit only a single invoice, you should unlock just that one invoice, which will unlock the period but leave all other invoices as locked. To use the Unlock Billing Period Action, do the following: Operative.One Release Finance Module User's Guide v1.0 93

94 Chapter 3: Finalizing Invoices Locking and Unlocking 1. Select the billing period using the Billing Period filter field and no other filter option. 2. Click Lock Options and choose Unlock Billing Period. If teaming is enabled, only invoices that you can access through your teams or assignment are unlocked. 94 Operative.One Release Finance Module User's Guide v1.0

95 Adjusting Invoices Chapter 3: Finalizing Invoices Adjusting Invoices After an invoice is locked, its numbers are finalized. However, there are certain cases where after sending invoice data, you need to make adjustments based on client feedback or other issues. The Finance module provides the ability to make adjustments to locked invoices when this is required. Depending on your company policies, you can either use the adjustments capabilities or you can unlock the invoices and change/override the invoice numbers. The terms overriding and adjusting do not mean the same thing in the Finance module. Overriding an invoice means modifying its details before it is finalized and locked as explained in Overriding Invoice or Revenue Numbers on page 49. Adjusting an invoice is done while an invoice is locked to handle changes required after the invoice is sent or finalized. Entering Adjustment Details After an invoice is locked, the adjustment fields appear on its Invoice Line Items tab. To make adjustments do the following. 1. Locate and open the locked invoice you wish to adjust. 2. If you want the units and amount adjustments to update each other, check the Synchronize manual edit(s) made to all "adjustment" field(s) box. This works similar to how Invoice Net Amount and Invoice Units update each other as explained in Manually Entering Overrides on page 50. The Recognized Revenue Adjustment is not updated based on the other adjustments. 3. Double-click in the number fields you wish to modify or click the link to enter notes. The adjustment fields are described in the following table: Field Invoice Units Adjustment Adjusted Invoice Units Net Invoice Amount Adjustment Description This field lets you optionally enter a positive or negative number that is applied to the Invoice Units. For example, means you are adjusting the units to be 1000 less than those locked in the Invoice Units field. If the Synchronize manual edit (s) made to all "adjustment" field(s) box is checked, the Net Invoice Amount Adjustment is set as well. This is a read-only field showing the units adjustment applied as: Invoice Units + Invoice Units Adjustment To subtract units, the Invoice Units Adjustment should be a negative number. This field lets you optionally enter a positive or negative number that is applied to the Net Invoice Amount. For example, -100 means you are adjusting the amount to be 100 less than the locked Net Invoice Amount Units field. If the Synchronize manual edit(s) made to all "adjustment" field(s) box is checked, the Invoice Units Adjustment is set as well. Operative.One Release Finance Module User's Guide v1.0 95

96 Chapter 3: Finalizing Invoices Adjusting Invoices Field Adjusted Net Invoice Amount Adjustment Notes Recognized Revenue Adjustment Adjusted Recognized Revenue Description 4. Click Save to store the changes. Adjustment Impacts This is a read-only field showing the amount adjustment applied as: Net Invoice Amount + Net Invoice Amount Adjustment To subtract, the Net Invoice Amount Adjustment should be a negative number. This displays Click to edit which opens a popup window into which you can enter or review previously entered notes related to the adjustments. When you mouse over the field, an i ( ) icon appears. When notes are entered for a line, you can mouse over the icon to view them. This field lets you optionally enter a positive or negative number that is applied to the Recognized Revenue. For example, -100 means you are adjusting the amount to be 100 less than the locked Recognized Revenue field. This is a read-only field showing the revenue adjustment applied as: Recognized Revenue + Recognized Revenue Adjustment To subtract, the Recognized Revenue Adjustment should be a negative number. Whether the adjustments impact the invoice level totals depends on the invoicing organization setting Incorporate adjustments into invoicing calculations as explained in Organizational Setup on page 12. If this is set to Yes, then after you save, the totals on top of the invoice that reflect the sum of all the lines change to reflect adjusted numbers. Whether adjustments in one period impact future periods depends on this same organization setting. If this is No, adjustments are ignored by future periods. If this is Yes, then the adjustments in a prior period are taken into account when determining if the Net Invoice Amount or Recognized Revenue is more than the contracted goal for the line item. Adjustments never cause suggested contracted amounts per period (pro-rated, etc.) to be redistributed for Net Invoice Amount or Invoice Units, but it recalculates to ensure that starting from the last period, any increase in an earlier period s adjustments do not cause overbilling. Recognized Revenue may redistribute in unlocked period for contracted Invoice Terms. The system also prevents a user from adjusting above the contracted goals if the system would have prevented overriding above the goal. Adjustments and Unlocking If you make adjustments and then unlock an invoice, you are prompted to either delete or keep the adjustment values. 96 Operative.One Release Finance Module User's Guide v1.0

97 Adjusting Invoices Chapter 3: Finalizing Invoices Adjustment fields are not shown when an invoice is unlocked or prior_locked. However, if you keep adjustment values, they can continue to impact reports, capping, totals, and other calculations after you unlock the invoice (while its Lock Status is prior_locked). Kept adjustment values are not visible, so it can be difficult to troubleshoot and account for them. If significant details of the sales order change, the hidden kept adjustments may no longer make sense, and they can also cause issues and discrepancies. If you are unlocking the invoice to make a quick change and then intend to quickly lock it again, you may wish to keep the adjustment values. They will be restored when the invoice is locked again. If you expect there to be significant changes to the invoice or the invoice will remain unlocked for some time, Operative recommends deleting the adjustment values. This clears all the values from the system and when you lock the invoice again, they will not return. Although you will need to reenter the adjustment values, this is a safer and cleaner approach if many changes occur or will occur to the order. Operative.One Release Finance Module User's Guide v1.0 97