In ADvendio version 2.178, users can now change the Debtor of a Media Campaign even after it has been partially or fully invoiced. This feature is supported through a dedicated “Change Debtor” button, smart invoice logic, and enhanced account lookup display with a secondary field for better account selection. These improvements aim to streamline debtor corrections and reduce errors in billing.

1. Changing the Debtor on a Media Campaign

What’s New?

A new "Change Debtor" button is available on the Media Campaign, allowing users to update the debtor account via a simple and intuitive popup window.

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When the Change Debtor is selected , it opens a modal with a searchable list of eligible debtor accounts

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How to Use

1. Open a Media Campaign record.

2. Click the Change Debtor button.

3. Select a new debtor from the lookup field.

4. Click Save to confirm the change.

5. The updated debtor is displayed on the campaign.

Important Note

The button must be manually added to the Media Campaign layout by an administrator.

2. What Happens When You Change the Debtor?

The system automatically applies logic based on the current billing status of the campaign.

Case 1: No Invoices or Pre-Invoices Exist

• The debtor field on the Media Campaign is updated.

• No further action is taken.

Case 2: Pre-Invoices Exist (No Invoices Yet)

• The debtor is updated.

• All existing pre-invoices are recreated with the new debtor.

Example:
A campaign running March–May with Debtor A (monthly billing):

• You generate pre-invoices.

• After changing to Debtor B, new pre-invoices for all months are generated using Debtor B.

Case 3: Campaign is Partially or Fully Invoiced

• The debtor field is updated.

• Previously invoiced invoices are canceled.

• Cancellation pre-invoices are generated for each canceled invoice.

• New pre-invoices are created with the updated debtor.

• Existing pre-invoices are updated to use the new debtor.

Example:
A campaign for March–May was invoiced for March & April using Debtor A.

• After switching to Debtor B:

  • March & April invoices are canceled.

  • Two cancellation pre-invoices are generated.

  • New pre-invoices for March, April, and May are generated with Debtor B.

Failure Handling

• If invoice cancellation fails: The debtor change is rolled back to the original value.

• If pre-invoice generation fails: The debtor is still updated, but you must generate pre-invoices manually.

• If no invoices or pre-invoices exist: Only the debtor field is updated.

3. Types of Invoices Supported

• Basic invoices

• Delta invoices

• Standard Cancellation

• Merge Period Cancellation

• Cancellation and Merge All

4. Secondary Lookup Fields for Account

• The secondary lookup field under the account name can be configured through https://advendio.atlassian.net/wiki/x/SoAvEgE

When you create a Media Campaign, you typically choose a Debtor. However, sometimes you may need to change the debtor after the Media Campaign has started, or even after you've already invoiced the original Debtor. It's crucial to remember to cancel, change or reissue the relevant invoices when changing the Debtor for a Media Campaign.

To simplify this process and ensure that you've taken all the necessary steps, we have created a lightning flow. This flow will allow you to change the debtor of a Media Campaign without having to manually manage the invoicing aspect. To change the debtor for a Media Campaign, all you need to do is go to the Media Campaign and click on the "Change Debtor" action.

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A pop-up will open for you to select the new debtor for this Media Campaign. Choose the new debtor and press next.

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Results:

1. The Debtor for the Media Campaign will be updated to a new Debtor.

2. All previous pre-existing invoices for the old Debtor will be cancelled.

3. New pre-invoices will be generated for the new Debtor.