Advertising Invoice Forms / Templates / Line Groups
Prerequisites
In Advertising Setup -> System Parameters, select the option #10, Use Naviga Forms = "Yes". In older versions of Naviga Ad there was an option to use a 3rd party form provider called Fabsoft. These instructions are to use the Naviga HTML forms instead of Fabsoft.
In Setup -> System Tables Setup -> Invoice Form Logos must be confugured before you can select the Default Logo on the template. Default logos can be overwitten on the Product Group or even on the customer account.
If applying grouping to the invoice details is desired, setup for Invoice Template Line Groups should be completed so that the ID's can be referenced in the Invoice HTML. These Groups will be linked to the Products that they apply to. Any products not set with a line group will be included in an "Other" group.
Create Invoice Templates
Navigate to the Advertising module menu Setup -> Advertising Setup -> Advertising Invoice Forms.
You can create a new template by clicking the node “Create New”. Enter a title and description for the template. Select the Print orientation as Portrait or Landscape. Select Default Logo. If you would like the Page number and Invoice Number displayed in the footer, toggle the Yes/No flag to Yes. Ensure that the Active flag is set to "yes" to enable the template for use.
In the HTML tab, paste the provided sample templates and then edit the HTML to modify as needed. Click “Save” to save the template.
Below are sample templates for Performance and Flexible Campaign types.
Invoice Line Groups
In the sample HTML provided, you will find the following in the code:
<!-- #LINES_PRINT_START# -->
<!-- #LINES_PRINT_END# -->
<!-- #LINES_DIGITAL_START# -->
<!-- #LINES_DIGITAL_END# -->The PRINT and DIGITAL must match what you set up in Invoice Template Line Groups for the ID's. If you used different ID's than was used in the example, just edit the code to match what you used.
Group by Package
Beginning in 2023.3, you can group invoices by package. To take advantage of this grouping, instead of the above HTML, you will use the following code lines at the beginning and end of the details:
<!-- #LINES_BY_PACKAGE_START# -->
<!-- #PACKAGE_LINES_START# -->
<!-- #PACKAGE_LINES_END# -->
<!-- #LINES_BY_PACKAGE_END# -->Here are sample templates which use package grouping to use as a guide in setting this up:
Include Ad Image on the Invoice
There are a couple of image related merge tags available on invoices. The first will display a preview of the JPG preview image of the material. The second is used in conjunction with the first for some formatting control. Here are the new tags:
#AD_IMAGE# #IMAGE_TRUE_WIDTH# #IMAGE_TRUE_HEIGHT#
Here is an example of how it might be used - note that I placed it in my sample inside of the "Item" tag of my print lines line groups.
This is a sample of how the above would display across a 2-page invoice:
Include SINGLE MATERIAL on the Invoice
The above image settings should be placed within the Line Item Detail section of the invoice and it will repeat for every line on the campaign.
This tag should be placed in its own section on the invoice and will only display a single piece of material - the first one found on a campaign. It is intended for use if your practice is to have the same material for all lines of the campaign and it isn't desirable to have the image repeated multiple times on the invoice.
<p style="page-break-before: always;"> </p>
<div style="text-align: left; font-family: arial; background-color: #145675; color: #fff; box-sizing: border-box; width: 100%; padding: 5px; font-size: 16px; line-height: 16px;"> <span style="font-family: arial; font-size: 16px;">Preview - Content may appear in color online but may be printed in black and white.</span></div>
<div style="box-sizing: border-box; width: 100%; padding: 5px; line-height: 20px;">
<!-- #MATERIAL_START# -->
<!-- #IMAGE_START# -->
<div style="width:100%; text-align:center;">
<img alt="" style="margin: 0 auto 10px auto; zoom:0.6;" src="#IMAGE_URL#" />
<!-- #IMAGE_END# -->
<!-- #NO_IMAGE_START# -->
<!-- #NO_IMAGE_END# -->
<!-- #MATERIAL_END# -->
</div>
</div>Here is an example of the above in use on an invoice that contained package grouping. The image was placed outside the package tags and before the section which displayed prior invoices on a flexible campaign:
Here is how it looks on the invoice:
Include Metadata on the invoice
In 2024.4, the option to add Classified Metadata tags was added to the system for both Invoices and Order Confirmations. Please see documentation on Template Setup for Confirmations for instructions on adding Metadata.
Overriding Invoice Line Groups by Ad Type
The invoice line groups are used on both invoices and order confirmations to create groupings with similar kinds of products having the same data. For example, Print, Digital and E-Newsletter are common groupings that we see. Digital might display date ranges and print might have a column heading for Issue Dates. Print products might have a page number, which wouldn't be relevant on a digital product, etc.
The Invoice Line Group is defined on the product, but when a more granular breakdown is desired, this new ad type override will allow for that. As an example, print display ads and liner ads might have the same details being displayed, but Inserts might need a different set of fields.
To set this up, please follow these steps:
Navigate to Setup -> Advertising Setup -> Invoice Template Line Groups and add a new Grouping for your desired section. In my sample, I added a section for preprints/Inserts.\
Next, edit your template(s) to add in the new section (Don't forget to change the Start/End Grouping Tags
Create a campaign and test your new Confirmation and Invoices. Here is a screenshot of my samples:
Sample Campaign Confirmation:
Sample Invoice:
Variable Pricing by Payment Type considerations
If using the Variable Pricing by Payment Type module, please see the Order Confirmation setup page for additional tags available for use with that functionality.
Next steps
Once the invoice template has been created, then it needs to get linked somewhere to be available to use.
Required: Invoice templates get linked to one or more Product Groups.
Optional: Invoice forms can also be used as an override form on an account. This is set at the account level (Advertising node)
Optional: If you are an international media company and send invoices out in multiple languages, the correct form for each language is set up on the Product Group, and the Customer's preferred language is setup on the Account (Name Maintenance -> A/R node)
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