Why Approvals are Removed

When a change is done to a campaign that affects the entire billing schedule or even a single invoice, the approval flag is removed automatically. When this occurs, a finance user must re-approve the invoice in BMS. An example of something that would rescind approval would be the removal of a billable item such as a face.

Without the re-approval, the invoice cannot be generated with that item.

The following is an example of three approved invoices in BMS, in the billing connector.

If the Approval icon is not displayed on the invoice/revenue row, it will not be generated until it is approved or re-approved.

The Approval feature is designed to alert finance users of any changes, done to billable items in BMS, Juice or Splash, that affects billing, revenue or the billing schedule for that campaign.

If the data for an invoice has been changed after the invoice has been generated, but not applied or sent out, an error message will be shown to the finance user when attempting to transfer the invoice.

Also, in the BMS Invoice Generation Connector row for that invoice:

• The Generated icon disappears.
• The Invoice Number is deleted.

	Events removing invoice approval	Events revoking generated invoice approval
Deleting a Segment
Adding a Tax Schedule to a Segment
Changing a Tax Schedule on a Segment
Removing the Tax Schedule on a Segment
Changing an Additional Revenue type (from production to installation)
Adding a Tax Schedule to an Additional Revenue
Changing a Tax Schedule on Additional Revenue
Removing the Tax Schedule on Additional Revenue
Removing Additional Revenue
Changing a Discount type
Removing the Discount
Adding an Agency to a contract
Changing the Agency Commission Percentage
Removing the Primary Agency
Removing the Agency
Adding an Account Executive
Changing the Account Executive Commission Distribution Percentage (if more than one Account Executive)
Changing an Account Executive
Removing an Account Executive
Adding a Segment
Removing a Booking
Adding a Booking
Adding an Additional Revenue (see above)
Adding a Discount
Changing the Account Executive Commission Percentage Amount
Changing the Revenue Recognition

• For Agency changes done to a contract, ONLY the Agency marked as Primary will have the approval withdrawn. Since the primary agency affects the whole contract, all dependent invoices may have their approvals withdrawn.
• Changes made to a campaign’s Account Executive do not have an impact on the revenue schedule and will not force a re-approval.
• The Account Executive, their commission and percentages are not recognized as revenues. Thus re-approval is not triggered when these are edited.

Re-verify the invoices affected. For clarity, that an approval was withdrawn does not mean there was an error, only that there was a change.

In the Invoice Generation connector, locate the unapproved item by using the filter search. Open the campaign record from the search results in the upper right hand side of the window. In the record, locate the unapproved item.

Click the Invoice tab. From the drop-down menu, click Approve Invoice.

The next step is to generate the invoices.