7.2.6 Configure Legal Entities

Overview:


1. Customize your PDF Documents

1.1 Quote or Invoice Number

For businesses with multiple subsidiaries or branches, or businesses that encompass multiple legal entities, ADvendio now provides more relief than ever before. These businesses now have the option to generate invoices with different number ranges for different legal entities if they choose to.

Important Information

If you like to use the legal entities and numbering feature you have to disable the Standard Advendio CLONE button on the Media Campaign. Instead please use the Generic Clone Feature to provide your users with a duplicate feature.

1.1.1 Media Campaign Number - Standard

The field Offer Number at the object Media Campaign creates for every new Media Campaign a new number. This number is displayed on the PDF document.

The field consists of a unique and consecutively numbered digit as well as a preceding text block "ON-".

1.1.2 Media Campaign Number - Prefix and Suffix

The field Offer Number at the object Media Campaign can be expanded by a prefix and/or suffix.

If the field prefix or suffix or both of them are used, the preceding text module "ON-" is not longer displayed.

Note: Prefix and/or suffix should be generated by a workflow rule to make sure, that every Media Campaign use the same syntax.


1.2 Create a new Legal Entity

ADvendio now provides the option to generate invoices with different number ranges for different legal entities.

Create a Legal Entitiy:

  1. Navigate to Object Legal Entities and click the button New Legal Entity.
  2. Enter the Legal Entity Name.
  3. Define the Starting Number Of Media Campaign.
  4. Define the Starting Number Of Invoice.
  5. Select the matching Quote and Invoice Preferences. You can customize them with the appropriate Logo and settings. Read how to below.
  6. Optional: If you like to keep to keep the number of digits on your number constant pls enter a value in the field "Left Pad Of Number Of Media Campaign" or "Left Pad Of Number Of Invoice"
  7. Add Billing Address
  8. Enter Accounting Information
    1. IBAN, BIC
    2. Billing Country ISO Code (relevant to calculate 6.1.4 Value Added Tax (VAT) / Goods and Services Tax (GST))
    3. Fill in Entities Currency and
    4. Company Code if applicable.
    5. Start of the Week: This selection defines which day is set to the beginning of the week and will be chosen by the system when your billing payment interval is set to weekly. It is defined by a 7.2.9.1 Edited in a Picklist Values Sets (Global Picklists)

Click the button Save to create this legal entity record.

1.2.1 Offer Number - Legal Entity

Using the lookup field Legal Entity enables different number ranges for different legal entities.

Legal Entities can be created at the corresponding object. When creating a new media campaign you can then decide which legal entity the campaign is assigned to. If the Legal Entity field is filled, the corresponding Legal Entity numbering is used instead of the standard Offer Number.

Note: Once a Media Campaign is created and assigned to a legal entity, it can not be changed. If the Media Campaign Number is not automatically populated after creating a Media Campaign with Legal Entity, the User may manually click the button Generate Legal Entity Number.


1.2.2 Invoice Number - PreInvoice

The PreInvoice record looks similar to the Invoice record and helps the user to check if every information is correctly displayed.

PreInvoice records do not have a Legal Entity Number until the billing run. They get a PreInvoice Number.

Note

Prefix and/or suffix need to be generated by a workflow rule to make sure that every Media Campaign uses the same syntax.

1.2.3 Invoice Number - Invoice

The Invoice gets a Legal Entity Number automatically assigned during the billing run to match the correct Legal Entity.

With release version 2.144.1 and higher we introduced a logic to enhance the Invoice Record Name. Now when Legal Entities are involved the record name of the Invoice will be set to be equal the full number according to the Legal Entity.


It is possible to generate invoices with different number ranges for different legal entities. This means, for instance, that a company with headquarters in Germany can invoice on behalf of a French subsidiary and in the process, use completely different number ranges from those of the company headquarters.

Note: If no Legal Entity Number is automatically populated after the billing run, the User is able to manually click the button Generate Legal Entity Number. If the Legal Entity is filled, the Legal Entity number is used instead of the Offer Number

1.3 Customize Header and Footer

1.3.1 Create individual Custom Labels per Legal Entity

ADvendio uses Standard Custom Labels, that are displayed in the PDF documents. This custom labels can be translated and customized to company requirements. If you use Legal Entities, you have the option to create your own Custom Labels for each  Legal Entities. If not defined we use the Standard ADvendio Labels.

Create your own Custom Labels:

  1. Navigate to Setup > Create > Custom Labels and click the button New Custom Label.
  2. Enter the Name. This unique name is referenced later in the corresponding Quote Preferences or Invoice Preferences for that specific legal entity.
    1. The Name field can only contain underscores and alphanumeric characters. 
    2. It must be unique, 
    3. begin with a letter, 
    4. not include spaces, 
    5. not end with an underscore, 
    6. and not contain two consecutive underscores. 

  3. Enter a Short Description.
  4. Enter the Value. The value is displayed at the PDF.

The following tables explains which Custom Labels to create for each Legal Entity:


1.3.1.1 Quote Preferences

Standard Custom LabelExample ValueQuote Preference FieldExample Custom Label API Name
Conditions_of_payment/Conditions_of_payment (landscape only)*1% discount if payment received within ten days otherwise payment 30 days after invoice dateConditions of PaymentQuote_YourCompany_ConditionsOfPayment
Conditions_of_payment_text/Conditions_of_payment_text*1% discount if payment received within ten days otherwise payment 30 days after invoice dateConditions of Payment TextQuote_YourCompany_ConditionsOfPaymenttext
Delivery_advertising_medium/Delivery_advertising_medium*Print Advertising onlyDelivery Advertising MediumQuote_YourCompany_DeliveryAdvertisingMedium
First_page_my_addressExample Company • Street 123 • 12345 City • GermanyFirst Page Address InformationQuote_YourCompany_FirstPageAddress

Footer_additional_information

Our general terms and conditions you will find attached or visit: https://www.company.com/agbFooter Full Size DataQuote_YourCompany_FooterAdditionalInformation
Footer_left_side

Company Inc.
Street 123
12345 City, Germany
Fon: +49 (0) 123-11111-110
Fax: +49 (0) 123-11111-112
https://www.company.com

Footer Left Side DataQuote_YourCompany_FooterLeftSide
Footer_middleRegistration Court:
Court Display City
Management Board:
John Doe
Footer Middle DataQuote_YourCompany_FooterMiddle
Footer_right_sideBank Display City
Bank Code: 111 111 00
Account: 1236597451
VAT Id: 64658566645
Footer Right Side DataQuote_YourCompany_FooterRightSide
Technical_specifications/Technical_specifications*Ad format 320 * 50Technical SpecificationsQuote_YourCompany_TechnicalSpecifications

* from 2.114 and up

1.3.1.2 Invoice Preferences

Standard Custom LabelExample ValueInvoice Preference FieldExample Custom Label API Name
Conditions_of_payment/Conditions_of_payment (landscape only)*1% discount if payment received within ten days otherwise payment 30 days after invoice dateConditions of PaymentQuote_YourCompany_ConditionsOfPayment
Conditions_of_payment_text/Conditions_of_payment_text*1% discount if payment received within ten days otherwise payment 30 days after invoice dateConditions of Payment TextQuote_YourCompany_ConditionsOfPaymenttext
Delivery_advertising_medium/Delivery_advertising_medium*Print Advertising onlyDelivery Advertising MediumQuote_YourCompany_DeliveryAdvertisingMedium
First_page_my_addressExample Company • Street 123 • 12345 City • GermanyFirst Page Address InformationQuote_YourCompany_FirstPageAddress

Footer_additional_information

Our general terms and conditions you will find attached or visit: https://www.company.com/agbFooter Full Size DataQuote_YourCompany_FooterAdditionalInformation
Footer_left_side

Company Inc.
Street 123
12345 City, Germany
Fon: +49 (0) 123-11111-110
Fax: +49 (0) 123-11111-112
https://www.company.com

Footer Left Side DataQuote_YourCompany_FooterLeftSide
Footer_middleRegistration Court:
Court Display City
Management Board:
John Doe
Footer Middle DataQuote_YourCompany_FooterMiddle
Footer_right_sideBank Display City
Bank Code: 111 111 00
Account: 1236597451
VAT Id: 64658566645
Footer Right Side DataQuote_YourCompany_FooterRightSide
Technical_specifications/Technical_specifications*Ad format 320 * 50Technical SpecificationsQuote_YourCompany_TechnicalSpecifications

* from 2.114 and up

For every Legal Entity, you can set up

  • 5x Custom Labels (see above), 
  • 1x Quote Preference, and 
  • 1x Invoice Preference.

1.3.2 Quote Preference and Invoice Preference Settings

Working with different Legal Entities requires in most cases different document settings.

Create different Quote Preferences or Invoice Preferences:

  1. Navigate to Overview > Setup & SettingQuote Preferences or Invoice Preferences.
  2. Click the button New Quote Preference or New Invoice Preference and enter all necessary information:
    1. Enter a name for the record.
    2. Upload a company logo for this record.
    3. Enter the Custom Labels created with your specific Footer Information (see above). If the fields are left empty the standard ADvendio Custom Labels will be used.
  3. Click the button Save to save this record.