January 15, 2025
New
Auto Generated Pre-Pay Invoices
There is a new ability to have the system auto-generate and send a pre-pay invoice upon order approval, which, when the customer pays, will be automatically applied to the cash account.
To turn on the 'Create Pre-Pay Invoice' setting on an order, you'll need the User Permission 'Set Orders to Create Pre-Pay Invoices'.
There are also certain template settings that need to be in place to use the feature. You either need to set a default Special Invoice template, or you can associate an Invoice Template with your desired Contract Template, and make sure your Invoice Template has a value set in the 'Free Form Installment and Pre-Pay Special Invoice Template' setting.
With the required setup, there is a new “Create Pre-Pay Invoice” option available on the billing tab of creating an order.
If this option is set to yes, a special invoice will be created and sent to the billing contact automatically when the order is finance approved.
Upon payment, the special invoice will be deleted, and the payment will be added to the cash account. This payment will be tied to the original order, so it can then be applied to regular or master invoices for the items on the order. This workflow can be used accept payment upon order completion, but then the payment can be applied to invoices as the items need to be recognized as revenue.
Auto Create Contacts From Email
On the My Preferences page, if you have a connected user email, there's a new option to 'Automatically Create Contacts From Imported Sent Emails'.
Only the Sent Emails folder is used for this workflow. If you do not have the Sent Emails folder checked under the 'Pull in emails from the folders selected as activities', no contacts will be pulled into the system.
When an email is sent through a connected user email and the new option is checked, if that email address doesn't already exist in Ad Orbit, the contact will be put into the Contact Approval queue for review. Some basic information will be displayed about each imported contact.
If the system configuration Review New Contacts is set to No, only the user who imported the contact can approve or reject the record.
If Review New Contacts is set to Yes, then the ability to approve or reject the imported contacts will be based on the 'Approve New Contacts' user permission.
Connected Email Accounts Page
A new Connected Email Accounts page has been added to the system.
To access the page, you need the new User Permission 'View All Connected Email Accounts', and it can be found by going to Settings > Integrations > IMAP Accounts > Connected Email Accounts.
The page will show all linked email accounts, whether it's a user email connected on the My Preferences page, or a BCC email account connected through the IMAP Accounts page.
For each connected email, you'll see its current status, and if there are any issues with the connection.
Company Financial Overview Report
The new Company Financial Overview Report provides a summary of key company financial information, such as current amount due, and unbilled revenue. You can also quickly link to different reports to dive into the details for each company.
To access the report, you need the new User Permission 'Company Financial Overview'.
Each company in the results shows data about their financials, including their current due, cash and credit balances, as well as deferred and unbilled revenue and installments.
You can also quickly link to other reports in the site by using the actions in the report results.
Improvements
Automatic Funding Source Detection
When using Aysling Payments as your payment gateway, the 'Funding Source' can now be automatically determined when adding a card within Ad Orbit.
If Aysling Payments can automatically determine if the card is a credit card, debit card, or prepaid card, the Funding Source field will be automatically set.
If Aysling Payments can't determine what type of card it is, then you can either use your system default funding source, or you can manually change it to a different funding source.
If you have the new User Permission 'Can Override Funding Source Auto Detect', then you can change an automatically determined funding source if needed. Without the permission, you can only change the funding source if one is not found from Aysling Payments.
Map Your Show Updates
Disabled Ad Orbit products are no longer visible in the Map Your Show product mapping popup.
The Sync Status for an order or line item in the Map Your Show lockbox will reflect if it cannot be synced because the associated Ad Orbit product is disabled.
When Map Your Show invoice and payment processing is disabled, fees from Map Your Show will no longer be imported to the lockbox.
Items in the lockbox will now be removed if the associated Map Your Show item was cancelled, and the product was not associated with any Ad Orbit items.
Edit Order Notes after Approval
Previously, the 'Notes on the Bottom of the Order' field could not be edited after the order was fully approved. This release, we made an update so that these notes can be edited after the order is fully approved, if certain criteria are met.
If you have the new User Permission 'Allow Confirmed Order Note Editing', then you can edit these notes at any time by opening the Edit Order popup.
If you do not have the new permission, then editing the order notes will require an amendment to the order that will need a client signature. The Order Notes field will only display in this case if the amendment option is checked.
If any changes are made to the Order Notes, they will be tracked in the Order History.
Additional Improvements
Omeda IDs can now be set on Marketing Lists for exporting purposes.
The Upload an Asset to a Ticket API endpoint has been updated so you can choose if you want the ticket status to be updated or not with the file upload.
Payments can now be pushed from Ad Orbit to Xero.
Delivery Date has been added to the Get Orders API endpoint.
Aysling Payments has been updated to support accounts for different default currencies.
Delivery Date and Event search filters were added to the Invoice Search page.
Fixes
An error message when a payment had already been pushed to QBO once and it attempts to push again has been resolved.
The Impression Product Billing system configuration is now being applied properly to non-GAM impression items.
An error when deleting a company with an associated document manager file has been resolved.
Special invoices exporting to Xero are now using the proper company XREF, if the company has been exported to multiple accounts.
Ticket Dynamic Attributes set to display in the Client Center are now showing properly on ticket pages in the Client Center. In addition, Ad Specs, when set, are also showing on Client Center ticket pages.
A Map Your Show error with multiple order IDs was fixed.
Subscriptions can no longer be deleted if they are associated with an invoice. To delete the subscription, you will need to remove the payment and invoices from the system.
The Publisher, Brand, and Publication filters are now updating properly on the Billing Report.
On the Calendar Widget, the first available action is now the Edit action.
Nylas account migrations have been run to update the system from v2 to v3.
An error on the Seed Forecast popup has been resolved.
The Publisher filter has been updated for organization filtering on the Aging, Aging Detail, Annual Sales by Month, and Billing Reports.
When updating a ticket status to 'done' through the API, you'll no longer receive an error message when attempting to set the status to 'done' again.
The Calendar Widget is now automatically updating if changes are made to activities.
Contact Lists can now be created from the Contact or Company search pages without the Bulk Company or Contact Changes user permissions.
Contact Lists can now be created from the Contact List search page.
Service product publication-level ticket assignments are now shown in one page, rather than on multiple pages if there are a large amount of results. This is to prevent issues when saving changes on different pages.
If organization filtering is enabled, you will only see the publications you have access to in the MagBuilder search page results.
Publication can now be edited on print ad forecasts.
A label change was made on the Companies Without Pending Sales or Forecasts Report for accuracy.
The Daily Credit Card Transaction Summary email is now properly including payments against special invoices.
A new check was put in place to prevent multiple QBO exports from running at the same time.
All users can now be viewed on the Lost Sales Report.
An error preventing the Contract Template settings popup from saving has been fixed.
The surcharge message is now displaying properly in the Client Center when the customer has no saved cards.
When a subscriber is deactivated, only their comp subscriptions will be marked as deleted. Any paid subscriptions will not automatically be deleted.
The Cash Receipts Journal is now applying organization filtering correctly.
The re-authentication link for connected IMAP Accounts with errors has been fixed.
A language update was made on the Put Ticket Status API endpoint.
The link from the Forecast Summary report to the Forecast Detail report has been updated for the booked and pending columns to ensure the data is consistent between the two reports.