The The New Delta Pre-Invoice Generation feature ensures that your invoicing process is accurate and up-to-date by comparing the latest invoiced amounts with new amounts and creating delta pre-invoice items for any differences. This feature handles various aspects of invoicing, including timesheet activities, flexible payment plans, packages, and invoice contacts, making your invoicing more efficient and reliable.
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How it works
When delta invoicing is activated,
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the generation of pre-invoices is based on comparing the latest invoiced amounts with the new amounts, which include the changes. When you generate a new pre-invoice, the system will fetch the latest invoiced items and compare them with the new campaign amounts to identify any differences. The system will create delta pre-invoice items for any differences found between the latest invoiced amounts and the new amounts.
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Assigning Timesheet Activities:
The system automatically assigns the latest invoice items to the relevant timesheet activities.
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Flexible Payment Plans:
Pre-invoice items related to flexible payment plans are assigned to their respective plans and recalculated if any campaign item amounts change.
Flexible payment plan pre-invoice items are merged with normal and/or delta pre-invoice items if their invoice date matches the accounting period.
Multiple flexible payment plans can be merged if they belong to the same accounting period.
The feature ensures that flexible payment plan invoice items are handled correctly within the Delta Invoicing system. These items will not create technical reversals or delta invoice items. Instead, new flexible payment plans need to be created if the campaign item amount changes to cover the remaining balance.
The flexible payment plan for delta work exactly the same way as that of version 2.170
The delta preinvoice are assigned to the flexible payment plan and percentage is recalculated if the campaign item amount has changed.
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Managing Packages:
For campaigns involving packages, the system will display the package header and all included components, along with any changes. This ensures that all components are correctly invoiced.(Not part of beta will be part of next release)
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Handling Invoice Contacts:
The system creates and updates invoice contacts based on the configured campaign contacts. If any contacts are no longer needed, they will be deleted.
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Delta pre invoices are generated and invoice items are created when the delta optimization version is activated
The delta changes are made in the pre invoice of their respective period or if the period is closed for invoicing the adjustments are made in the next open period. The validation is in place when there are open pre invoices for in the period that has to be closed
When on Accounting Periods Object Invoicing Closed is marked as true a Validation runs to check if there are open pre-invoices assigned to this Accounting Period (Invoice__c.AccountingPeriod__c). If there’s no pre invoice assigned, it saves the changes to Accounting Period. And shows a message if there are open pre invoices
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Important information:
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Financial Changes
Only financial changes are taken into consideration by the Pre invoice generation and the following items are being compared to evaluate if it is a financial change or not.
Invoice Item Amount Comparison:
comparison of invoice item amounts already invoiced with those that would be calculated by the next pre-invoice generation, for each specified payment interval (total, yearly, half-yearly, quarterly, monthly, weekly).
This comparison is done at the invoice item level, considering amounts B3, B2, B1, N1, N2, and N3
Invoicing Based on Linear Distribution vs. Actual Delivery
There are two types of invoicing: based on linear distribution (checkbox on CI) and based on actual delivery data (utilizing actual delivery from Revenue Schedules).
For linear distribution, amounts are calculated based on the runtime of the campaign item across payment intervals.
For actual delivery, amounts are calculated based on delivery data in Revenue Schedule, for billing categories such as CPM, CPC, vCPM, CPCV and Budget
Weekly payment interval is using Revenue Schedules Daily and has to be enabled through admin setting
Threshold Feature for Delta Invoice Generation:
With Delta we have implemented a threshold feature setting allowing users to define a minimum percentage change in calculated amounts that triggers the creation of a delta invoice item.
This setting should enable the system to decide whether a delta invoice item is to be created (e.g., a 10% threshold)
New Invoice item fields
The following new fields for delta invoicing are created which will calculate the outstanding amount on those based on changes done for Campaigns and what was already invoiced.
All Roll-ups share following condition:
We don’t roll-up the package header amounts since we already roll-up the package component amounts.
ItemRecordType__c != Packet
The delta roll-ups will only be done when the New VAT Logic is enabled in the Admin Settings. (Current Default setting)
Invoice Field API Name | Invoice Field Label | Invoice Item API Name + Logic |
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| Delta Gross Amount B3 |
Additional Condition: |
| Delta Gross Amount B2 |
Additional Condition: |
| Delta Gross Amount B1 |
Additional Condition: |
| Delta Invoiced Amount N1 |
Additional Condition: |
| Delta Invoiced Amount N2 |
Additional Condition: |
| Delta Invoiced Amount N3 |
Additional Condition: |
| Delta Non-Media Amount |
Additional Condition: |
| Delta DST Amount |
Additional Condition: |
| Delta Nontaxable Amount (DST) | Based on
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| Delta Taxable Amount (DST) | Based on
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| Delta VAT Amount (Type 1 (A)) |
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| Delta VAT Amount (Type 1 (B)) |
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| Delta VAT Amount (Type 2 (A)) |
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| Delta VAT Amount (Type 2 (B)) |
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| Delta Taxable Amount (VAT Type 1) | Based on
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| Delta Taxable Amount (VAT Type 2) | Based on
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| Delta Nontaxable Amount (VAT Total) | Based on
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For Non delta/Normal Items the following fields are relevant
Those normal roll-up fields does not include the amounts of the technical reversal items.
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All Roll-ups share already following condition: We don’t roll-up the package header amounts since we already roll-up the package component amounts.
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The roll-ups adjustments will only be done when the New VAT Logic is enabled in the Admin Settings. (This is the default since 8+ years) The condition that need to be added to all of them is:
Technical reversal items will not be part of any roll-up. |
Invoice Field API Name | Invoice Field Label | Invoice Item API Name + Logic |
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(This is a salesforce roll-up field and needs to be changed in the field definition) | Gross Amount B3 |
Additional Condition: |
(This is a salesforce roll-up field and needs to be changed in the field definition) | Gross Amount B2 |
Additional Condition: |
(This is a salesforce roll-up field and needs to be changed in the field definition) | Gross Amount B1 |
Additional Condition: |
(This is a salesforce roll-up field and needs to be changed in the field definition) | Invoiced Amount N1 |
Additional Condition: |
(This is a salesforce roll-up field and needs to be changed in the field definition) | Invoiced Amount N2 |
Additional Condition: |
(This is a salesforce roll-up field and needs to be changed in the field definition) | Invoiced Amount N3 |
Additional Condition: |
(This is a salesforce roll-up field and needs to be changed in the field definition) | Non-Media Amount |
Additional Condition: |
(This is calculated in the | DST Amount |
Additional Condition: |
(This is calculated in the | Nontaxable Amount (DST) | Based on
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(This is calculated in the | Taxable Amount (DST) | Based on
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(This is a salesforce roll-up field and needs to be changed in the field definition) | VAT Amount (Type 1 (A)) |
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(This is a salesforce roll-up field and needs to be changed in the field definition) | VAT Amount (Type 1 (B)) |
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(This is a salesforce roll-up field and needs to be changed in the field definition) | VAT Amount (Type 2 (A)) |
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(This is a salesforce roll-up field and needs to be changed in the field definition) | VAT Amount (Type 2 (B)) |
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(This is calculated in the | Taxable Amount (VAT Type 1) | Based on
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(This is calculated in the | Taxable Amount (VAT Type 2) | Based on
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(This is calculated in the | Nontaxable Amount (VAT Total) | Based on
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The general amount calculation is described here: 4.2.6.2 Amount Calculation and Discounts
Referenced Invoice Number
A new invoice item field has been created to be able to store a relation to an invoice item that is necessary for the delta invoicing solution.
API Name:
PositionReference__cType: Lookup(Invoice Item)
Child Relationship Name: PositionReferences
Description / Help Text: Part of the delta invoicing solution. References to the related invoice item.
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Invoice Item Creation Type
A new picklist field has been created so as to identify an invoice item's creation type CreationType__c.
Definition: This field indicates the type of creation for this invoice item.
This field is preset automatically and should not be changed by the user.
Following are the picklist value
None: This creation type is same as the related invoice item. Nothing will change when it comes to displaying this item
Technical Reversal -This is the negative clone of the previous version
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Delta Adjustment - This is new version of the Invoice item after the change. This item would display the new Delta fields
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Assigning Accounting Periods
The Delta Pre-Invoice Generation process ensures that all pre-invoices have an assigned accounting period. If accounting periods are not yet created when the pre-invoices are generated, the accounting period field will remain empty and will be updated during the next pre-invoice generation once the accounting periods are created
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Threshold Feature
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Pre
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Invoice Status
The Delta Pre-Invoice Generation process now includes pre-invoices with status "Reviewed." This ensures that reviewed pre-invoices are treated according to specific rules to prevent unwanted creation of additional delta pre-invoices.
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Important Information:
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Threshold Feature
OUT OF SCOPE FOR DELTA VERSION I
The threshold feature allows users to define a minimum percentage change in the calculated amounts which triggers the creation of a delta invoice item.
Assigning Timesheet Activities
If your campaign item is supposed to be invoice-based on the timesheet activities, you need to ensure that your ADspec has a CPH billing category and that your campaign item should have Linear Distribution checked as false and Time Tracking should be true.
The change in the Delta release is that users do not need to press “Update delivered quantity” on the Invoice, since the revenue schedule data is updated automatically in the preinvoice generation.
When the timesheet activity-based campaign item is adjusted and with the delta invoicing, we can have multiple invoice items for the same campaign item with the same InvoiceItemStartDate__c and InvoiceItemEndDate__c. We assign the “latest“ invoice item to the timesheet activity. The latest invoice item is always the one that gets created or updated.
Flexible Payment Plans
With the enhancements in the last version, we enabled the possibility to edit or delete the Flexible payment plans that are not related to the Invoiced Invoice item. To achieve this we have a relationship between Flexible Payment Plan and PreInvoice/Invoice Item to be more transparent about which of those records belong to each other. One Flexible Payment Plan can only have one Preinvoice/Invoice Item related to it. This relation is generated by the Preinvoice generation and can not be set or changed manually.
When an Invoice/invoice item is canceled we do not remove the relation, however, next preinvoice generation will relate the new correct preInvoice item to the flexible payment plan. When the Campaign Item is canceled the relation stays.
The Pre-Invoice Generation validates if the total of all Flexible Payment Plans matches the amount of the Campaign Item. When the total amount or percentage does not match, Preinvoice generation will show the error.
Flexible Payment Plan invoice items will never create technical reversal or delta invoice items. If the campaign item amount changes for those campaign items, new flexible payment plans are created by the user to cover the remaining.
In the Beta I version Flexible payment plan-related pre-invoice items are merged with normal and/or delta pre-invoice items when those have matching accounting periods.
Preinvoice generation will not be automatically triggered by the optimizing version activation and should be called after the Flexible payment plan is adjusted.
We strongly suggest using the standard Salesforce features to track the change history of the Flexible Payment plans to see which users have performed the change.
A Flexible Payment Plan Invoice Items have always following (additional) field setting logic
Field | Value | Notes |
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| See Notes | Is calculated based on related Flexible Payment Plan and related Campaign Item for for Which “Campaign Item Amount” is used can be configured in the Admin Settings. |
| A “Campaign Item Amount” | Which “Campaign Item Amount” is used can be configured in the Admin Settings. |
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Amount-based Flexible Payment Plan
When the amount-based FPP-related campaign item is optimized or adjusted, the user needs to adjust the amounts in the NOT invoiced Flexible payment plan or add a new one to get the amount matching to the Campaign item.
Percentage-based Flexible Payment Plan
When Percentage based FPP related campaign item is optimized or adjusted, ADvendio will recalculate % of the existing Flexible Payment plan, to represent the ratio or invoiced, where the user needs to adjust the % in the NOT invoiced Flexible Payment plan or add a new one to get 100% of FPP.
We have adjusted the Flexible payment plan field PercentageAmount up to 5 numbers and 2 decimals
Publication Dates Additions
Flexible Payment Plans created by selected Publication Dates are created as percentage-based flexible payment plans.
In cases of adding more selected publication dates, it does not recalculate the % for invoiced or reviewed Flexible Payment Plans because the amount of the campaign item has not changed. Only adjust open Flexible Payment Plans linearly based on the outstanding %.
We also do not allow the deletion of Selected Publication Dates with a relationship to a Flexible Payment Plan where a related Invoice item is invoiced.
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Deleting a publication date related to a flexible payment plan that relates to a reviewed pre-invoice item, will delete the related flexible payment plan and the next pre-invoice generation will delete the reviewed pre-invoice. |
Invoice at Start / End of Runtime Additions
Flexible Payment Plans created by the Invoice at the Start / End of Runtime Checkboxes are created as percentage-based flexible payment plans.
Managing Packages
OUT of scope for Delta Beta version I
Handling Invoice Contacts
The system creates and updates invoice contacts based on the configured campaign contacts. If any contacts are no longer needed, they will be deleted.