Release 15.1 - October 23, 2024
New
Separate Fees when Exporting to QBO
Historically, when exporting invoices to the QBO integration, if there were fees on the invoice, they would be included on the original invoice in QBO. This caused problems, particularly for credit card surcharges, where the invoice in QBO would be updated when the invoice was paid, because that's when the surcharge was added to the invoice. This release, we've made it possible to separate out your fees when exporting invoices to QBO, preventing these issues from occurring.
There is a new Fees tab on the Product Mapping page, that will show all active Named Invoice Charges in your site.
If a fee is not mapped on this page, or if a fee is added to an invoice that is not a named fee, the original invoice in QBO will still be updated to include the fee.
If a fee is mapped, however, a separate invoice will be created in QBO specifically for that fee. The name of the invoice created in QBO will reflect which regular, master, or special invoice the fee is associated with.
Payments made against fees in Ad Orbit will push to the associated invoice in QBO. However, even if the setting is turned on to 'Sync payments created in QBO to Ad Orbit', payments made against fee invoices in QBO will not be brought back into Ad Orbit.
Reacquire Payment Methods
Particularly when transitioning from one payment gateway to another, there can be scenarios where your contacts need to re-enter their payment method information. To make this easier, we've created a new action on contact and company credit cards and ACH accounts to 'reacquire' the method. We also created a brand new Payment Methods report which shows all payment methods in your site and allows you to interact with them.
To access the new report, you need the user permission 'Payment Methods Report'.
Any payment method in your report results that has a problem will be highlighted in red.
You can easily generate emails in bulk from this report to ask your customers for updated payment information or deactivate problematic payment methods in bulk.
There is a new system email template for reacquiring payment method information that can be customized to your needs. In the email, there will be a link for your customers to click on to update their payment method information.
Improvements
Slot Product Inventory and Channel Updates
A few improvements were made this release to our slot product inventory, which can be seen when adding slot line items to orders, as well as on the Slot Inventory Report and Widget.
If you have the 'View All Tickets' user permission, you can now see a ticket icon on all sold slot items. The icon can be clicked to open the ticket page, allowing you to see more details about the sold item.
With the 'View All Tickets' permission, you can also see a new circle icon that is color coded next to the ticket icon on all sold slots. The colors in this icon are indicative of the current status of the ticket and come from the colors set on the Ticket Status Definitions. This allows you to easily see the current status of the sold item. Hovering over this icon will display the status name.
There was also an update for slot product channel aliases. If there is an alias set on a channel, it will now be shown on the add/edit slot product page, as well as on the slot inventory table when selling a slot product, and when viewing the Slot Inventory Report or Widget.
Reserved Product Scheduler Improvements
Multiple updates were made to the Reserved Product Scheduler this month.
A new filter was added to the Reserved Product Scheduler calendar filters for Publisher.
Additionally, a new system configuration was added to Populate Reserved Product Scheduler on Page Load. By default, this configuration is set to Yes, meaning the scheduler will automatically load all calendar and runsheet data when you navigate to the page. If you change the configuration to No, you'll need to either filter the results before viewing the data or click to view all of the data.
Xero Integration Updates
Multiple updates and fixes were made to the Xero integration this release. Below is what was changed and improved for the integration this month.
Delivery Date has been added to the invoice item description in Xero.
A 'Last Exported' column has been added to the Invoice Search page, which will only display if QBO or Xero are enabled.
Xero payments are now brought into Ad Orbit as ACH payments by default.
If a company has been synced with multiple Xero accounts, the company overview page will now show multiple XREFs, one for each synced Xero account.
When pushing orders or invoices to Xero that contain items mapped to different Xero accounts, they will now be separated into each account properly.
When pushing special invoices to Xero, any tax amounts on the invoice will not push to Xero.
The default mappings which are used for QBO but not Xero have been removed from the Product Mapping page when Xero is enabled.
Tracking Categories are now being properly set when using multiple Xero accounts.
Xero invoices will now be deleted if the associated Ad Orbit invoice is deleted.
HTML will no longer be shown in special invoice notes exported to Xero.
If there is only one active Special Invoice GL Cccount in your Ad Orbit instance, that GL Class will automatically be set on special invoices that are pushed to Xero.
Additional Improvements
Items imported through the MapYourShow integration are now setting the subtotal, total, and discount values correctly, rather than setting the subtotal and total to the net value, and the discount to zero.
Due to updates with Microsoft Teams, we have updated how Ad Orbit connects to the Teams integration. Existing connections will continue working until December 2025. To create new connections, please see the help center document Microsoft Teams Integration.
New optional 'Created Date', 'Updated Date', and 'Copies' columns have been added to Omeda exports.
The HubSpot lockbox notifications have been updated so when new contacts are brought into the lockbox, any previously unread notifications will automatically be marked as read, and the new notification will include the total count of lockboxed contacts.
Our Nylas integration has been updated from v2 to v3.
Call duration data has been added to the Activity API Endpoint.
The Artwork Email system configuration has been reverted to its previous behavior, where notifications will be sent to this email address when artwork is uploaded to the Artwork Gallery or a ticket in the Client Center and will not be used as a 'from' email address. A new configuration Fallback Artwork From Email was also added which is now used as the 'from' email address for notifications where assets are uploaded to the Artwork Gallery in the Client Center, or in other situations if the system cannot determine if the artwork is print or digital.
Publisher, Brand, and Publication search fields have been added to the Event Sales Report.
The Omeda subscription imports have been updated.
Notes can now be added to lockboxed HubSpot contacts.
Various display improvements were made on the ticket pages, including truncating long company names and fixing spacing issues.
Multiple icons throughout Ad Orbit were updated to use the correct colors.
A search filter and display field for Authorization Code was added to the Electronic Transaction Log Report. The report can also now be exported to a CSV, and there is a Summary at the bottom of the table, which totals the Amounts of the results shown.
Changes were made to prevent the duplication of commission records for imported MapYourShow items.
A Booked Revenue column was added to the Consolidated Sales and Consolidated Snapshot Reports.
New Created Date and Updated Date search filters have been added to the General Ledger Journal Report, as well as an Exported Date display field.
New and updated columns will be added to the Sales Rep Activity Report for forecast items. The updated columns include Created, Converted, Lost, and Active.
Fixes
The global search for tickets has been updated to load faster.
A spacing display issue has been resolved on the Project Templates page.
Event items added to orders through sales packages are now getting their publication associated properly.
Submitted timesheets are now sending an email notification to the user's manager for approval.
The pending orders users have access to are now consistent between the Approve Orders search page, and companies' Orders tabs.
Quick add tickets no longer display digital media ticket statuses.
A typo on the Sales Rep Goal Metrics - Gap to Close report has been fixed.
A bug preventing the Attendee Information Confirmation page from being submitted when there are required dynamic attributes has been resolved.
Digital media tickets will no longer be marked as done when a pickup is performed in the client center.
The proof request client center permissions have been broken out into different sections. There are now separate proof request permissions for artwork, digital media, and scheduled services for your contacts.
A bug where incorrect attachments were showing up as available to choose from when sending artwork reminders has been fixed. The sort order for attachments when generating emails from tickets has also been fixed, so the most recent attachments are shown at the top.
The email blacklist functionality has been updated so if an email is sent to two contacts, one of which is blacklisted and the other is not, an activity will be created for the non-blacklisted contact.
The Zapier result limit has been increased.
If an order is imported from MapYourShow that only contains a fee, it will not appear in the lockbox.
When user defined pricing is disabled on a service product that uses a rate card, the service will now save with the rate card price, rather than the default product price.
Event forecast items are now automatically associated with a publication if the event is associated with a publication.
When using Aysling Payments, existing card and ACH accounts cannot be edited through Ad Orbit.
If you do not have the Production user permissions, or if the Production module is not enabled in your site, you can now still access the Ticket Automation Workflows under the Production menu.
An error on the Subscription by Publication Webform has been fixed.
Delivery Solution line items that use a different price than the default product price was showing the incorrect price when editing the line item. This bug has been fixed.
An error when pulling in Xero payments against special invoices has been fixed.
When deactivating a contact with subscriptions, the subscription end dates will now be defaulted to the subscription start date.
In specific combinations of system date formats and contract template date formats, there were scenarios where the dates on various items were being displayed incorrectly on the contract. These issues have been fixed.
An Event Name column has been added to service contract template elements.
On invoice templates, there are new options for the contact/company element. For regular and master invoices, there are new options for Order Billing Contact and Company Billing Contact. Special Invoices have a new Company Billing Contact option.
A fix was made for Metabase Dashboard embedding.
The URL on the Consolidated Snapshot report now populates data for digital media line items.
The Ecommerce Store Products setup page can now be accessed either by going to Settings > Ecommerce > Store Products, or by going to Settings > Products > Store Products.
When creating a proposal, the 'Build from Order' dropdown will no longer include deleted orders.
Outlook will no longer send a second calendar invite if an appointment is marked as complete in Ad Orbit.
Advanced options are now able to display on the IMAP Accounts page when connecting an account.
An error when disconnecting a print ticket from SendMyAd has been fixed.
The Service Product search page has improved loading times.
$0 ad hoc commission records caused an error when viewing the Sales Rep Commission report, which has been fixed.
The updated forecast count on the Sales Rep Activity report is now correct.
Automation workflows using ticket status changes are now working properly.
Imported event line items will no longer send ticket assigned email notifications.
A bug where a successfully processed payment would not show up in Ad Orbit when using Aysling Payments has been fixed.
Company XREFs are now getting properly set when a new company is exported to Xero.
The two-factor authentication email will now be sent from the email address set in the Client No-Reply system configuration.
Changes made on the Forecast Management page are now properly reflected on the company's Opportunities tab.
Zapier will no longer remove multiple updates purely based on ID.
An error when making a one-time ACH payment has been fixed.
ACH payments will no longer error if the ACH account is associated with a company that only has a country set and does not have a region or state specified.