Finance Module Settings

If you click Finance on the left menu of the Module Settings tab, a two configuration options are available in the middle pane.

  • Control File as PDF: When this is True, then when exporting invoices to a Financial System, the Control File is generated as a PDF file instead of a CSV file. The file has the same columns and data as the CSV file, but is a PDF of an image to ensure it cannot be tampered with.

  • Restrain Invoice Visibility (Teaming): When this is True, then within the Finance module, users only see an invoice if they are assigned the invoice or if they are a member of the invoice’s Finance Team. If an assignment rule or user did not set a team for the invoice, then the Finance Team is the same as the Sales Team. Exports and lock actions also respect the teaming setting at the time they are requested. This setting is editable only to users who have the Finance Settings Update permission.

Under Finance on the left menu of the Module Settings tab, two links appear depending on your permissions:

  • Finance Module Settings shows the Invoice Statuses configured by Operative solutions on your behalf. On this page, you can open a status to view its details and choose read-only settings to restrict certain actions while an invoice has the status.

  • Assignment Rules lets administrators create rules that define which Finance users are automatically assigned to invoices on creation.

Workflow Statuses

Clicking Workflow Statuses shows a grid containing any currently configured Invoice Statuses. Using workflow in the Finance module is optional, and this page may be empty if you are not using the feature. Operative must create the statuses for you on request.  When statuses appear, you can click into a status to see more details. Normally, the only fields you should change on a workflow status details page are those under Read-Only Invoice Fields. There you can check actions you want prevented when an invoice has the status.

More details are in the "Finance Workflow" topic in Finance Configuration Overview.

Assignment Rules

Assignment rules help organize work for large Finance departments where different Finance users are responsible for managing invoices for different parts of the business. They let Finance module users know which invoices require their attention versus which are handled by other users or teams. Using these rules is optional, and smaller Finance organizations often do not enable them.

Assignment rules contain:

  • Criteria to check deal values (e.g., Advertiser is Borders)

  • To whom invoices are assigned when the criteria are met (Users and/or a Team)

When a deal moves through the Sales workflow and is considered fully sold and active, Invoices are created, and any active Assignment Rules evaluate the details of the deal to make the automatic assignment. After this automatic assignment, users in the Finance module with permission to modify the Assignee can manually change it as they wish. If the deal goes through a revision, an invoice Assignee is never changed by assignment rules. Assignment rules only ever apply when an invoice is first created.

In the System Configuration module, clicking Assignment Rules shows a grid of the currently configured rules along with their Priority. You can filter the grid based on the Rule Name, Priority, or Status. The grid is empty if your company does not currently use the feature.

Rule Priority

The Priority is an integer from 1 through 999 that sets the sequence in which rules are evaluated. The first rule whose criteria are met is used, and its users are assigned. Later rules are not evaluated. For example, consider a case where these two rules exist:

Priority

Criteria

Assignee

1

Advertiser = Borders

William Wheeler

2

Agency = Jersey Ads

Levi Morton

For a deal with both Advertiser = Borders and Agency = Jersey Ads, the rule with Priority 1 rule applies William Wheeler as the Assignee. Rule 2 is never evaluated because Rule 1 criteria were met.

You set the Priority from the grid, and it must be unique across rules.  You can have gaps in the sequence numbers.  It is a good idea to have gaps to make it easier to insert rules between rules without having to rerank all of them. Be aware that the uniqueness of Priority considers inactive rules in case they are ever made active again.

Rule Details

From the grid of Assignment Rules, you can click an existing rule to change its details or click Add to define a new rule.  When you do this, several fields appear on a new page.

Field Name

Description

Name

This is the name of the rule.  Choose a name that will make sense to other administrators.

ID

This is set automatically when a rule is saved for the first time. It cannot change.

Active/Inactive

This is the Status. Setting it to inactive turns the rule off. When new invoices are created, only active rules are evaluated.

Note(s)

You can optionally leave details to remind yourself or other administrators why the rule exists.

Criteria

This is where you define the details to evaluate. A line appears by default, and you must set the Field and Operator. Most Operators also require Value.  Sub Field is only used with special cases, like Custom Fields. You can click Add Criteria if you want multiple conditions to be met. The different lines of criterion are AND-ed.

The Actions area has a few fields and options.

Field Name

Description

Assign Based On

The Assign Based On drop-down lets you choose whether additional criteria are used to assign invoices.

  • Assignee lets you set one or more users or a Team who are assigned when the rule field/operator/value criteria are met. Only a single row appears in the table, and you can ignore the Add Action button.

  • Deal Team lets you further assign based on the Sales Team you select in the Value column. In addition to the field/operator/value criteria above, you specify one or more teams in the lower table that also must be on the deal.

  • Primary AE lets you further assign based on the Primary Account Executive you select in the Value column. In addition to the field/operator/value criteria above, you specify one or primary AEs in the lower table that also must be on the deal.

Clicking Add Action adds more rows when assigning based on Sales Team or Parimay AE.

Value

When assigning based on Sales Team or Parimay AE, this specifies that Sales Team or Parimay AE.

Assignee

This sets one or more users to assign the invoice to when the criteria are met.

The assigned users need the CanBeAssigned Finance permission.

Team Assignee

This optionally sets a Finance Team to set the invoice to if you want the Finance team to be different than the Sales Team.

The Save button is enabled when the Name, Criteria, and Action are defined. The new rule is assigned a Priority that is one greater than the highest Priority before its creation. You may want to increase it to leave a gap for future rules you may want to insert.

Note: If the Assignee is later made inactive, then when the rule applies, that assignee is not assigned, but the rule is not skipped. If the Assignee's roles change so that it later is no longer eligible to be assigned, that assignee is still assigned, since the permission was there when the rule was created.