Invoices
These instructions are for Miscellaneous Invoices in the A/R Module. For Advertising and Exhibition Invoices see the "Billing" Section in their respective modules.
Prerequisite Setup
Class Codes
See Class Setup
Misc Product Setup
Navigate to the menu item Setup -> Misc. Product Setup
Click the + sign button and enter the Product ID and Description. The General Settings Price field is optional if there is a fixed default value to be attached with this product. Choose a Class Code you just created from the drop down menu and ensure inactive button is set to “No”. The Class Description and G/L Accounts are informational and read only from this screen.
Set the Charge Cancellation Fee to “Yes” only if you will charge a cancellation fee against this Misc. Invoice if it were cancelled. Click the “Save” button at the bottom.
Note that you can also setup the UDFs for the A/R invoicing in this screen by clicking the Text/Integer, Money/Decimal, Date or Multi-Select fields. Setup instructions can be found in A/R Setup.
Misc. Product Import
User can import multiple miscellaneous products in bulk using a template provided in the system. Navigate to the menu Setup -> Misc. Product Setup -> Import Misc. Product node.
Click the button “Download Template” and the excel sheet opens on your screen. Fill out the fields as follows noting that the fields which are bold are mandatory and the fields which are highlighted in yellow must contain fields that match the values in Élan.
Template
Field Name
Example
Data Source and Restriction
Mandatory/ Optional
Product ID
SH1920
Free entry of alphanumeric ID for the product you want to import into Élan.
Mandatory
Product Description
Product 1920
Free entry of alphanumeric description of the product you want to import.
Mandatory
Price
333.00
$ Numeric value of the cost of the product which will be calculated into invoices in Élan when used.
Optional
Class Code
ART
The Class Code to assign to the product. This value must match the Élan value from the menu Setup -> System Tables Setup -> Class Setup.
Mandatory
Inactive Ind.
N
Y or N for Yes or No value to indicate if the product imported is inactive.
Optional
Charge Cancellation Fee Ind.
Y
Y or N for Yes or No value to indicate if you will charge a cancellation fee if client cancels order.
Optional
Sponsorship Product Ind.
Y
Y or N for Yes or No value to indicate if the product is a sponsorship product.
Optional
Sponsorship Type
EX
If you enter Y in the previous field then this value is the ID value for Exhibition, Publication or Conference Sponsorship
Optional
Sponsorship Entity
SHDOG2019
This is the ID for the publication, exhibition or sponsorship
Optional
Once you enter the values of the fields in the excel template, save it to your desktop.
In the Import screen, click the “Select” button to upload the file into Élan and browse to select it on your desktop. Then click on “Test Import” and the system will alert you to any mistakes in the template. If you receive a message indicating an error, click the x remove button on the import screen, navigate to the excel sheet and fix all errors, then save the sheet again. Navigate back to the Import screen and re-select the template to upload into Naviga Ad. Repeat the testing process and steps until the system gives you a success message.
Click the button “Import File”. The system provides a success message of the import.
Click the node “Misc. Products” to search for the imported products. Start typing the ID of the product you imported, and the system displays all IDs matching this value.
All fields you entered in the template must display in this screen accurately.
Invoice Template Setup
Create the invoice using an HTML form. Navigate to the Accounts Receivables Module -> Setup -> Miscellaneous Invoice Forms Template. Click the button “View Merge Fields Documentation” and view all the HTML mapped fields which can be used in the template invoice. This requires HTML knowledge. For assistance contact Naviga Support.
Note, the logo selected here is the default logo. This can be overwritten by the statement logo selected in Company Setup.
Copy the desired fields and paste in a new template which you can design by clicking “Create New” and then the tabs for “Design” or “HTML” at the bottom.
Here is an example template to start with.
Next step is to navigate to the menu Setup -> Admin -> AR System Setup.
Scroll to the ”Invoice Forms” section. Check “Yes” for Use Naviga Forms.
Choose the template you created above from the drop-down in the “Default Naviga Invoice Form”.
Enter the override Email to Address to override the email address displayed to the customer in the “From” email.
In the Email Invoice Subject Line and Email Invoice Body you can enter any text or these HTML fields: #DESCRIPTION# and #INVOICE_NO# to reflect the invoice description and ID. Save the settings.
If you need to produce invoices in a different language other than your local language, proceed to add a language from the drop-down menu and use a corresponding invoice form which you have created in that language.
Invoice Search
The Invoice Search feature will find ALL Invoices and not just Miscellaneous Invoices
User navigates to AR module -> Invoicing -> Invoice Search. Search by any of the search fields below. A list of Invoice numbers, Customer name, Invoice date, Origin Description (ex. IN for Ad Bills, JC for Job Costing/Production Invoices), Currency, Period, Amount, Tax, Balance, PO. User can now drill through the invoice using the hyperlink to invoice number.
List of Invoices
Search for Invoices in the system using the various options under Invoices -> List of Invoices
List of Invoices - Allows filters by Company and Period. Allows options to view in Summary, Detail (includes expansion option to see G/L code) or it can group by G/L Revenue code.
List of Open Invoices - Same as above, but filters out invoices that have been paid in full
List of Invoices by Currency - Same as list of Invoices, but also includes filters for Currency and Module
List of Invoices by Module - Same as list of Invoices, but also includes filter and Module
Invoices by Revenue Category - Same as list of Invoices, but also includes filter for Revenue Category. Revenue Category is defined in General Ledger Module -> Setup -> Revenue Category, and then must be linked to the G/L in Accounts -> G/L Account Maintenance
Custom List of Invoices - Most flexible search which includes all available filters
List of Imported Invoices
List of Service Charge Invoices - Same options as List of Invoices, but these will only show invoices for Service Charges
List of Advertising Sales Invoices - Same options as List of Invoices, but can be filtered by Sales Rep. Only invoices from the Ad Module will be returned.
List of Misc. Invoices by Product
User Navigates to Invoices -> List of Misc. Invoices by Product to query by Period, Currency, Batch, Client or Product ID. You can choose to filter out paid invoices. (Note Include Multi-Media Products has been deprecated in the Digital First version of Naviga Ad, so that can be ignored here)
By default, this report will be grouped by Product ID. To remove that grouping, click the X next to Product ID in the light blue heading. To group by something different, drag and drop another column header to the light blue bar.
Disputed and Contended Invoices
When user searches for invoices through the menu Invoices -> Contended Invoices, a list displays with the hyperlinks to the invoices and the details. Only Invoices marked as Contended will be displayed.
To dispute/contend an invoice, search for an invoice using the Invoice Search menu and click the hyperlink to the invoice. Then click the edit option of the invoice and choose the option “Add/ Change Contended Information”.
Enter the dollar amount, dispute date and reason for the dispute. Click Save. This data will display on the invoice in Other Details (shown above).
An email will be sent to the email configured on the sales rep setup here:
And an email also will be sent to anyone configured here in Accounts Receivable Module -> Setup -> Admin -> A/R System Setup, if applicable.
Users responsible for creating credits will review contended invoices and, where warranted, create a credit for the invoice or an adjustment for the order. The Contended information can then be edited and removed from the list once they have been dealt with.
A/R Invoice Import
Import Monitor
Select desired Date Range and click Select Data to see a list of Imports
This is meant to just be a read-only list of imports. To see additional details, navigate to the specific import. For example, Import #224 in the above screenshot is an Advertiser Import. To see what was imported I would navigate to Advertising Module -> Setup -> Advertisers / Agencies Import and would look at the List of Imported Names and filter by import 224.
Bulk Transfer Invoices
Bulk Transfer To Another Client
User can navigate to the menu Invoices -> Bulk Transfer Invoices to Another Client, enter a “Transfer From” client from the drop-down menu and view all invoices for this client. Then user can select one or multiple or all invoices by checking the boxes. Then user chooses to transfer the invoices to another client or another agency by selecting the respective button. The system will prompt you then to choose the new client, the reason of the transfer and the financial period to attach to the invoices.
Bulk Transfer to a Collection Agency
User can navigate to the menu Invoices -> Bulk Transfer Invoices to a Collection Agency, enter a “Transfer From” client from the drop-down menu and view all invoices for this client. Then user can select one or multiple or all invoices by checking the boxes. Then user chooses to transfer the invoices. The system will prompt you then to choose the transfer to account, the reason for the transfer and the financial period to attach to the invoices.
Only Accounts that are listed as a Collection Agency will be available in the dropdown list here. Create a collection agency by navigating to Customers -> Name/Address Maintenance and clicking the + to create a new account. The New Record type field includes the "collection agency" record type.
Bad Debt Indicator on customer account
There is an indicator on a customer record if they have invoices which have been transferred to a collection agency (either manually or in this bulk function) AND have not been recovered by the collection agency
When the written off invoice has been paid (via cash receipts payment by check batch), the user will be prompted during cash receipts if they would like to remove the bad debt indicator on the customer account:
G/L Implications of transferring to a collection agency
If using the Bulk Transfer, or transferring a single invoice from the edit menu on an invoice, there are G/L transactions happening in the background. The user will see a popup requesting to select the collection agency to transfer to and the financial period to post to:
On Save, the user will see that there is a credit completed (for the original invoice) and a new invoice ID is created. (It is the same invoice ID as the original, with a T on the end for the transferred invoice and a C on the end for the credit)
The credit invoice will apply a credit to the A/R and a Debit to the Write off Expense account:
The transfer invoice will reference the G/L code of the write-off above, but there isn't a separate G/L specific to this unless it is collected:
Upon collection by the collection agency, the payment received will be a Debit to Cash and a credit to the write-off G/L:
Currency Revaluation
The process will recalculate the local value of invoices that have an outstanding balance. The transaction is revalued at the current rate on the currency code. After processing, run the Revaluation Report to see the difference. You must post this difference to the General Ledger by creating the journal entries.
Note that the currency must be setup as a pre-requisite. This is done in the Setup menu -> System Tables Setup -> Currency Setup. You can create the currency and its attributes and click save.
Choose the currency and the module and note the display of the exchange rate at the current value.
Click “Preview Invoices” to see these invoices before the report is run. This report shows the foreign balance and the local balance. The Revaluation Adjustment column shows the difference in exchange rate between when the invoice was originally valued and the current value.
Then you can click the “Run Revaluation” to run the report. Confirmation will display that the process is complete and you will be directed to the Revaluation Report (or can navigate to it on the left panel).
Click on the ID to see details of the revalued invoices
This does not change the amount due from the customer and it does not change the original G/L amounts. This changes the Local Currency Current Value. Take this example from the above report:
Originally, this invoice was CA$100 and it was valued at US$80.65. Given the change in currency value over time, that CA$ is now worth only US$80.00. Clicking on the invoice ID this can be seen in the invoice details:
The total $587.42 must now be entered into the GL as a manual journal entry for gain/loss in currency exchange.
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