6.5.5 Accounting Record Creation for Cancellations and Credit Notes

Version 2.115 and up

Cancellations and credit notes can take many forms within ADvendio:

• Campaign item cancellation
• Invoice cancellations
• Credit notes can also have two different forms
  • Media Campaign - Transaction Type Creditor Transaction with a positive amount
  • Media Campaign - Transaction Type Debtor Transaction with a negative amount

Default Cancellation Logic

Accounting Record Creation uses a predefined logic to handle cancellations. Cancellation Campaign and Invoice Items will use currently valid Accounting Rules for cancellations. The following values will be cloned from the original Campaign or Invoice Item

Furthermore field values for the following fields will be assumed:

• ADvendio__ConnectedInvoiceItem__c

• ADvendio__DateOfReceipt__c

• ADvendio__DateOfRevenue__c

• ADvendio__Invoice__c

• ADvendio__LineNumber__c

• ADvendio__PaymentReference__c

• ADvendio__ReceiptNumber__c

• ADvendio__Reference__c

• ADvendio__Status__c

Accounting records for cancellations are handled as follows:

Use Case 1

1. Invoice a Campaign Item
2. Create Accounting Records
3. Cancel a Campaign or Invoice Item and invoice the Cancellation

Results: 

Collection & Distribution: When Accounting Records have already been created for an Item which is subsequently cancelled, cancellation records will be created on the next run of the relevant process.

Accrual and Deferral: When accrual or deferral records have been created for an Item which is subsequently cancelled, cancellation records will be created so long as the original accrual or deferral hasn't been reversed. If the original accrual or deferral has been reversed in the meantime, a Cancellation Accounting Record is not needed. Accruals and Deferrals will never be created for credit note transactions (see credit note definition above).

Use Case 2

1. Invoice a Campaign Item
2. Cancel this Campaign Item or Invoice and invoice the Cancellation
3. Create Accounting Records

Results:

Collection & Distribution: When an Item has been cancelled and has not yet had any Accounting Records created, on the next run of the relevant process, both the original and cancellation Accounting Records will be created.

Accrual and Deferral: When an Item has been cancelled and has not yet had any Accounting Records created, on the next run of the Accrual or Deferral processes, no Accounting Records will be created. Accruals and Deferrals will never be created for credit note transactions (see credit note definition above).

Error handling

• Where cancellation of RON items is to occur, but there isn't any site based delivery data in the system to use to make the cancellation records, these items will be skipped and an error message displayed in the logfile