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These steps can only be performed by an Aquira user with Manager Approval level permissions. |
This guide will walk you through the steps required to final approve a Proposal in Aquira. After some initial application setup, we will look at 4 the steps to ApprovalApprove.
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Aquira Proposed Contracts Window Layout
You can set a Default Filter to quickly and easily see the submitted proposals that require your approval. When you navigate to Sales > Proposed Contracts > Advanced Search, you will see a system Filter “Require Manager Approval” - please tick at least two system Filters:
Require Traffic Approval
Require Manager Approval
Check the “Default” box on the right-hand side of the Approval level you desire.
Once that is done, Aquira will automatically filter the view to only show Proposals that:
Have been Submitted by Sales (client has approved, digitally signed)
Have been Approved by Traffic (Require Manager Approval Filter)
Require Approval from you
You can also add/remove/re-arrange the columns as you prefer. I recommend adding three fields
Description
Traffic
Manager
To do this, click the “Grid Settings” icon in the upper right, then choose “Hidden Columns.”
This will open a new pane on the right-hand side where you can drag data fields over to the left. You can arrange them in any order.
Once you are satisfied with the layout, go back up to “Grid Settings” and select “Save User Grid Settings.”
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Email Notifications
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This requires your Aquira User to have a valid email address and Notifications enabled. See Recommended User Notification Settings - Aquira for more info. |
When a Proposed Contract is ready for your approval, you will receive an email. There is no actionable content within the email, it is simply a notification. You will receive a separate email for each Proposal that is submitted.
If you serve a backup Aquira role and have Approval permission for both Traffic and Manager, note the email subject line AND “Approval Level” field in the email to decide if your action is required.
Proposed Contract Approval
Proposed Contracts require two levels of Approval and then become Active Contracts with Spots on air.
Traffic Approval - Verify Spotlines and Chargelines are entered correctly
Manager Approval - Verify Underwriting Copy and general details
Contract Life Cycle
Aquira Contracts have statuses of:
Unsubmitted - Sales still working with the Client, not in the approval queue
Submitted - The client has approved, waiting for Traffic and/or Manager approval
Accepted - Fully executed contract with live spots and active billing
Rejected - Did not meet Traffic/Manager approval, has not yet been revised by Sales
Traffic Approval
Verify General/Summary details of the Proposal
When you identify the Proposed Contract you’d like to review, simply double-click on it from the Browse list.
The General tab will show information about the Account and Advertiser and a summary of the Proposal $ amount, Spot count, and Spot Duration.
The Summary tab will allow you to see Start/End dates and the breakdown of revenue between Spots and Charges.
Spots Revenue comes from contracts being billed on a PER SPOT basis
Charges Revenue comes from Monthly billing/package rates
Verify Spotline details of the Proposal
Ensure all Spotlines are complete and accurate.
Spot Classification is appropriate.
Address any Avail warnings, ensuring inventory is available for the Contract.
Spot Duration is appropriate AND matches Media Duration.
Spot placement is accurate and yields the desired number of total Spots.
Verify Chargeline details of the Proposal
Ensure all Chargelines are complete and accurate. Confirm the Proposal is not double-billing PER Spot and FLAT Rate Charges.
Verify Media details of the Proposal
This area will likely require the most attention and additional details. Ensure each Spotline has valid Media attached with appropriate Duration.
As a Traffic Manager, you have the ability to Edit a Proposed Contract to ensure Spots will air and Billing will take place as desired.
Depending on the type and extent you make changes, you may discuss with your Sales Rep if follow-up client approval is needed.
Example: Client does not see the Spot Classification, but they DO see total # of Spots
The client does not see how Media is attached to Proposal, but they DO see the Duration
Contract Follow-Up (Approve/Reject)
Accept
When the Proposed Contract has been verified to your satisfaction, Approve by clicking “Contract Follow Up” and “Approve.
Four Steps to Proposed Contract Approval
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If you serve multiple Approval roles, you will not see “Approve” under “Contract Follow Up” |
If you have permission to Approve Proposed Contracts at multiple levels, you must check a box to indicate which level you are Approving. This ensures Proposed Contracts are not prematurely approved across the board.
Be sure you are in “Edit” mode, you can tell by the colored “Cancel / Save” icons.
From the Detail > General tab, locate and check the box next to the desired Approval Level.
Click “Save”
Reject
If the Proposed Contract does not meet the requirements to go to air, Reject it by clicking “Contract Follow Up” and “Reject.” This removes the Proposal from the Contract process. If desired, the Underwriter/Sales Rep can revise and resubmit.
Revise
If the Proposed Contract only needs minor revisions, select “Contract Follow Up” and “Revise” and enter the revisions needed in the Description text box. The Underwriter/Sales Rep will be able to make those revisions and submit the proposal again.
Manager Approval
Proposed Contracts that are approved by Traffic Managers move on to Station Manager Approval.
Verify General/Summary details of the Proposal
When you identify the Proposed Contract you’d like to review, simply double-click on it from the Browse list.
The General tab will show information about the Account and Advertiser as well as a summary of the Proposal $ amount, Spot count, and Spot Duration.
The Summary tab will allow you to see Start/End dates as well as and the breakdown of revenue between Spots and Charges.
Spots Revenue comes from contracts being billed on a PER SPOT basis
Charges Revenue comes from Monthly billing/package rates
Verify Agreement details of the Proposal
Under the Attributes tab is where , you will find additional Agreement details for your approval.
Currently, these details are not printed on Client confirmations, invoices, or statements. Coming soon!
Verify the Underwriting Copy of the Proposal
Under the Attributes tab is where you will find Underwriting Copy to ensure compliance with FCC underwriting rules.
Currently, these details are not printed on Client confirmations, invoices, or statements. Coming soon!
Additional Details
You may review more details about the Proposed Contract under the Spotlines, and Charges tabs. You may also view the Client signed copy of the Contract under the Attachments tab. Double-click to view the PDF.
Contract Follow-Up (Approve/Reject)
Contract Life Cycle
Aquira Contracts have a status of:Unsubmitted - Sales still working with the Client, not in the approval queue
Submitted - The client has approved, waiting for Traffic and/or Manager approval
Accepted - Fully executed contract with live spots and active billing
Rejected - Did not meet Traffic/Manager approval, has not yet been revised by Sales
Accept
When the Proposed Contract has been verified to your satisfaction, Approve by clicking “Contract Follow Up” and “Approve.”
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If you serve multiple Approval roles, you will not see “Approve” under “Contract Follow Up” |
If you have permission to Approve Proposed Contracts at multiple levels, you must check a box to indicate which level you are Approving. This ensures Proposed Contracts are not prematurely approved across the board.
Be sure you are in “Edit” mode, you can tell by the colored “Cancel / Save” icons.
From the Detail > General tab, locate and check the box next to the desired Approval Level.
Click “Save”
Reject
If the Proposed Contract does not meet the requirements to go to air, Reject it by clicking “Contract Follow Up” and “Reject.” This removes the Proposal from the Contract process. If desired, the Underwriter/Sales Rep will need to can revise and resubmit.
Revise
If the Proposed Contract only needs minor revisions, select “Contract Follow Up” and “Revise” and enter the revisions needed in the Description text box. The Underwriter/Sales Rep will be able to make those revisions and submit the proposal again.
Revise a Rejected Proposal
If a Proposed Contract is marked as “Rejected” during the approval process, it must be “Revised” before it can be modified and submitted again for approval. Locate the Rejected Proposal on the Browse tab, then click over to the “Detail” tab.
Click “Contract Follow Up” and select “Revise.” Enter a brief description, select a reason, then click “OK.”
