Embedded Files
As described in an earlier section SLM can generate invoices for a contract period based on the products the client is taking, the fees agreed, and the billing terms. Each invoice line details the product and fee, the client purchase order if provided, and the chart of accounts details.
Invoices can be manually amended as required, and extra invoices can be added if appropriate.
1. Once 'Scheduled Invoices in the Contracts Period tab has been selected, the Invoice tab will be active and the invoices will be scheduled.
2. If 'ad share' has been selected in the Contracts Period tab the invoices generated will be 'Estimates' This means that the invoices will not be issued until the estimate box is unticked. Once the amount is received in a statement then enter the relevant amount for the month and then untick Est. The corresponding statement can be loaded into the system by clicking the Load Statement
3. The invoices may be manually amended. This is usually only done when updating an estimate Fee amount to an actual Fee amount. Update the 'Issue on date to the day the invoice has been taken off 'estimate?' . This ensures that once the invoice is issued it is not already in arrears.
4. If the invoice payment was received before the invoice was issued to Accounts then tick Pre paid? The Pre-pay ref field will need to be filled in before it can be saved (The invoice will then be sent to Accounts with that information)
5. Once an invoices has been issued the 'Sent' box will be populated.
6. Should an invoice be cancelled for any reason ensure that the 'cancelled' box is selected - for auditing purposes.
7. If an invoice has not yet been sent then it can be put on hold by ticking the Hold? That will prevent the invoice from being being sent and it will appear in the contract accruals report.
8. Additional invoice lines may be added by selecting . Populate all necessary fields. Note this may mean that the 'Total of all invoices' amount will differ from 'Contracted Fees'
In the situation where the customer sells on the content and GNM may then have to pay on a royalty to the original contributor. This customers report their usage at the end of each contract billing period and so their content usage is linked to the invoice period. In this situation more information is recorded, including the end client and fee, and royalties can be entered. The Details can be recorded in Link Content.
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