Monthly Billing Procedure Checklist

  1. Make sure all the logs have been accepted for the month.
  2. Print the Projection Vs. Actual Report - Discrepancy Only Report. Resolve any discrepancies between orders and invoices.
  3. Print the Pre-Billing Reports. Find and correct any errors before invoicing.
    1. Invoice Analysis (Current)
    2. Invoice Income Analysis
  4. Perform a Backup – On the VT Server, go to VT Utilities > Database Menu > Backup.
  5. Print Invoices from Billing Menu/Print Invoices/Current
  6. Print a Daily Sales Report. Hold this report for use later.
  7. Verify that all Cash Receipts and Adjustments have been entered.
  8. Print Statements from AR Menu/Print Statements/Print for Advertisers and for Agencies.
  9. Verify that all invoices for the month have been set official and are marked as printed.
  10. Perform a Backup – On the VT Server, go to VT Utilities > Database Menu > Backup.
  11. Commit Invoices from Billing Menu/Commit Invoices. The commit date should be the last day of the calendar month.
  12. Print a Daily Sales Report for the dates of the billing month – normally the first day of the media month through the last day of the calendar month. Compare the new report with the Daily Sales Report printed before you printed statements.
  13. (Optional) Post Transactions from AR Menu/Statement Processing. Use a posting date of the last day of the month.
  14. Print your Month End Reports.
    1. A/R Aging Report – Advertiser
    2. Cash Receipts Master List for entire billing period
    3. A/R Aging Report – Agency
    4. A/R Adjustment List for the billing period
    5. A/R Journal Entry Detail
    6. Salesperson Commissions Report (recalculate)
    7. A/R Journal Entry Summary
    8. A/R Invoice Master List
  15. Balance the Accounts Receivable.
  16. Close the Month from A/R/Statement Processing.
  17. (Optional) Print the Finance Charge Report
  18. Print the Journal Reports for the month just closed.
    1. A/R Journal Entry Detail Report
    2. A/R Journal Entry Posting Report
  19. Other Reports.
    1. Outstanding Invoices Report
    2. Invoice Sales Analysis – grouped first by Station, then by Salesperson.
  20. Print any other reports that may be wanted by management.