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.

How it works

When delta invoicing is activated, 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.

Delta pre-invoices are generated and invoice items are created when the delta optimization version is activated or after the Delta Preinvoice generation when the campaign item is adjusted.

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.

How to call Delta Preinvoice generation

When the delta invoicing is enabled on the Admin settings the new delta pre-invoice generation is called during the following processes:

• New PreInvoice generation button on the Media Campaign

• Pre-invoice wizard (to be deprecated)

• Pre-Invoice wizard (Lightening)

• Scheduled Pre-Invoice Batch Job

• the global invocable method that calls the batch job → GenerateInvoiceBatch.doGenerateInvoice (can be called from everywhere, custom apex code and flows)

• The end campaign item feature for items based on actuals (triggered by the media campaign trigger)

• The end campaign item feature for items based on linear distribution (triggered by the end campaign item feature)

• The FlowInvocableProcess for flow executions (“CreateInvoicesBatchJob")

• The optimizer activation triggered Process Builder flow → ProcessCompleteEventOptimizingVersion.flow - this action can be disabled since PreInvoice generation is triggered with optimizing version activation

• Invoice Wizard (Lightening) - The pre-invoice update stage is included

• Invoice Wizard (To be deprecated) - The pre-invoice update stage is included

Financial Changes

Only financial changes are considered by the pre-invoice generation and the following items are 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 the linear distribution 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 the 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 the admin setting

New Delta Pre-Invoice generation will delete and not create any 0 amount pre-invoice items when the campaign items are fully invoiced. This is also relevant for Already invoiced campaign items, where only the runtime is switched.

New Invoice and invoice item fields

A new invoice item fields have been created to improve the handling of the Delta Invoicing:

Delta Change Reason

API Name: DeltaChangeReason__c

During the optimization, the reason for the change for every single Campaign item can be added and it is mapped to the invoice item to use it in the Invoice PDF to show the reason for the change.

Referenced Invoice Number

API Name: ReferencedInvoiceNumber__c

This field stores the original invoice number which was adjusted and will be shown on the Invoice PDF as a reference.

Position Reference

API Name: PositionReference__c

This is a reference to the previous version of the invoice item related to this campaign item

Invoice Item Creation Type

API Name: CreationType__c.

A new picklist field has been created to identify an invoice item creation type. This field is preset automatically and should not be changed by the user.

Following are the picklist values:

• None - This creation type is the same as the related invoice. Nothing will change when it comes to displaying this item

• Flexible Payment Plan - Invoice items created based on the Flexible Payment Plan

• Technical Reversal - This is the negative clone of the previous version

• Delta Adjustment - This is a new version of the Invoice item after the change. This item would display the new Delta fields

• Cancelation - This is a new version of the Invoice item after the cancelation.

The following new fields for delta invoicing are created which will calculate the outstanding amount based on changes done for Campaigns and what was already invoiced.

QR code feature users should map the correct amount to the ESR reference.

The following invoice fields will calculate the outstanding + the already paid amount:

The general amount calculation is described here: 4.2.6.2 Amount Calculation and Discounts

Following Invoice Formula fields are not created for Delta, however, they can be created as custom fields if needed.

Assigning Accounting Periods

Each legal entity has associated accounting periods, typically structured on a monthly basis. In the updated feature, accounting periods play a crucial role in assigning and calculating invoice dates for pre-invoices.

The Delta Pre-Invoice Generation process ensures that all pre-invoices have an assigned accounting period. If the invoice date matches an open accounting period, that period will be assigned to the pre-invoice. If no matching accounting period is found, the system will search for the next open accounting period.

Supposing accounting periods are not yet created when the pre-invoices are generated. In that case, the accounting period field will remain empty and will be updated during the next pre-invoice generation once the accounting periods are created.

If there is an open accounting period before the latest closed accounting period (ordered by until date), we will ignore those open accounting periods. No accounting period will be assigned to related pre invoices until new period is open after the latest closed.

Example: Open matching accounting period in the past, with NO gap between latest closed and earliest next open

If there is a gap between the latest closed accounting period and the next open accounting period, no invoice item related to a closed accounting period will be assigned.

Pre-Invoice Items that match a certain open Accounting Period in the future will still be assigned to that Accounting Period, even if gaps in between Accounting Periods exist.

In order to close the accounting period all Pre-invoice within this accounting period should be invoiced or deleted, otherwise the validation will trow an error.

Example 2: Invoice Date (Manual) of Pre-Invoice was set to a future month

Example 3: Invoice Date of Pre-Invoice was changed manually or by some process

• Important the payment start after Billingperiod will be treated as before / during Billingperiod for the invoice date calculation for case where the initial matching accounting period is closed, this makes sure that the pre-invoice items related to the past get quicker invoiced rather than waiting for a later date only because the after Billingperiod in combination with the dates from the earliest open accounting period from the future. See the example below:

Setting the Invoice date

The invoice date for a pre-invoice is calculated using three key fields: payment interval, payment due, and payment start. The system then checks if this invoice date matches the start and end dates of the relevant accounting period.

Invoice date will always be consistent with the assigned accounting period. If there is no matching accounting period, the Invoice Date will be always the first day of the next open accounting period.

We get the earliest possible InvoiceItemAccountingDate__c based on the runtime of the earliest open accounting period by legal entity and use this earliest possible InvoiceItemAccountingDate__c to calculate the earliest possible invoice date for each invoice item.

Examples below:

Example 1: Accounting Period of Pre-Invoice was changed manually or by some process to a later month because the previous one needs to be closed

Pre Invoice Status

The Delta Pre-Invoice Generation process now includes pre-invoices with the status "Reviewed." This ensures that reviewed pre-invoices are treated according to specific rules to prevent unwanted creation of additional delta pre-invoices.

1. Functionality of Status “Reviewed”:

   • Reviewed pre-invoices are not updated, similar to invoiced invoices.

   • Draft pre-invoices can be updated or reassigned as needed.

2. Resetting Status to Draft:

   • If any amounts (B3 → N3) change or new pre-invoice items match a reviewed pre-invoice or pre-invoice item get deleted, the status is reset to Draft and the pre-invoice and pre-invoice items will be updated.

   • Prevents creation of unnecessary additional delta pre-invoices.

3. Invoice Assignment Rules:

   • Ensures that pre-invoice assignments are managed efficiently without creating duplicate pre-invoices.

Validations relevant to Pre-invoice Generation

Following validations are in place for Media campaign and Campaign items for when the pre-invoice generation is triggered

Customers can change unlimited invoicing to true/false when the campaign items are partially or fully invoiced for delta invoicing.

Absolute Surcharges and Discount

A new rounding-off logic is in place for the calculation of absolute surcharges and discounts

• Positive absolute surcharges make use of the rounding mode HALF_DOWN

• Negative absolute surcharges make use of the rounding mode HALF_UP

• Absolute discounts make use of the rounding mode FLOOR

• Amounts based on actuals make use of the rounding mode HALF_UP

• For Linear, positive Invoiced Quantity make use of the rounding mode HALF_DOWN

• For Linear, negative Invoiced Quantity make use of the rounding mode HALF_UP

• …

Due to the new absolute surcharges and absolute discount rounding logic, the user may notice a cent difference between periods.

In cases where the campaign item amounts do not match the invoice item amounts combined, delta invoice items will still be created.

The amounts of Absolute discounts and absolute surcharges in case of unlimited invoicing are capped at the amount of Sales Price

Rounding during delta preinvoice generation

All the following values during the Pre-Invoice Generation are rounded off before the invoice items are saved to the database.

• InvoiceAmount__c

• GrossAmountB3__c

• GrossAmountB2__c

• GrossAmountB1__c

• InvoicedAmountNet1__c

• InvoicedAmountNet2__c

• InvoicedAmountNet3__c

• InvoiceSurchargeB3Abs__c

• InvoiceSurchargeB2Abs__c

• RateDiscount1AbsCustom__c

• RateDiscount2AbsCustom__c

• RateDiscount3AbsCustom__c

• RateDiscount4AbsCustom__c

• InvoicedQuantity__c

• SalesPrice__c

Commitments

With delta invoicing enabled, the user can apply commitments / re-apply commitments to the campaign items that are partially or fully invoiced. That is, Media Campaign Action “Apply Commitments“ can be used to apply the new commitment conditions to the invoiced campaign items.

Apply commitments action button on media champaign is able to apply commitments to partially cancelled or partially/fully invoiced champaign item even when preventfieldchanges is enabled

The delta invoices will only be issued when the apply commitment button is triggered at the Media Campaign level or during optimization. Application using Commitment API or flow is not supported.

Threshold Feature

OUT OF SCOPE FOR DELTA VERSION I & II

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 created 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. During optimization activation when Flexible Payment Plan related Campaign item has been adjusted, we will also show the warning. It means that the user should do into a campaign item and either create new Flexible Payment Plan or adjust the existing one/s.

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 should created by the user to cover the remaining.

Preinvoice generation will not be automatically triggered by the optimizing version activation and should be called after the Flexible payment plan is adjusted.

With the Beta II version Flexible payment plan-related pre-invoice items are not merged with normal and/or delta pre-invoice items unless unless the Invoice date matches the standard pre invoice invoice date OR if the accounting period of the FPP invoice date is closed and we merge it into the next available open period.

A Flexible Payment Plan Invoice Items have always following (additional) field setting logic

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.

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.

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.

Invoice Assignment

Flexible Payment Plan Pre-Invoice Items will be merged with normal and/or delta pre-invoice items when the Invoice Date of the flexible payment plan matches the same accounting period or if the initial accounting period is already closed.
This also means that multiple different flexible payment plans are merged if they belong to the same accounting period.

The invoice accounting date, accounting end date (technical fields) and invoice date depend on which invoice item is created first:

Managing Packages

The Packages feature allows users to group multiple items together under a single package, consisting of a package header and its associated package components (the individual items within the package).

With the DELTA Beta Version II (2.172.2) we have enabled the Delta invoicing for package related campaign items and impact on the Preinvoice generation.

When Delta Invoicing disabled:

If changes were needed for a package component, users would have to cancel all related invoice items for that package, even if only one component changed.

When Delta Invoicing enabled:

You can now modify an individual campaign item (which is tied to invoice items) without canceling previous invoices or related items.

Handling the Package Changes

When there is an adjustments to any component within the package Delta Invoicing we will create a delta item for every component and header irrespectively the change. However if there is a financial change we show the outstanding amount for header and the component where the change is. And for the component with no financial change we keep the outstanding amount at 0. To trigger delta invoicing at least one component has to have a financial change.

We create a technical reversal for unchanged components. This will help us from the technical perspective to always have the latest change and all components with it. All the other features relevant to packages and its components would work exactly like they do now.

There is an exception when NO delta pre-invoice item will be created even if one of the amounts changed - if the campaign item was already fully invoiced before and the total amount of the newly generated pre-invoice items results into the same fully invoiced amount.

Changes done only in delta pre-invoice generation

• Now the InvoicedQuantity__c in case of Fixed Package Header is always 1.

• The AC__c of the components is mapped from the campaign items and if one of the components has AC__c set to true, the package header is also set to true, is otherwise false.

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.