NWM Aquira Process | Aug 2023
- Derek Murphey
What’s Changed?
To facilitate the new NWM Standard Process, it is necessary to modify Aquira user permissions. Below is an outline of those changes both globally and per user role.
Aquira User Permissions (Effective 8/23/2023)
All Users
Remove from view (not previously used)
Contract Sponsorship Lines
Contract Cost Lines (NOT Charge Lines - those are staying!)
Contract Web Lines
Contract Impacts
Contract Billing Plans
Account Agreements
Cleaned up a few rouge “Tax Group” & “Ledger” fields
Music Clips
Added Text Field
Contract Agreement Details (used in Confirmation Digital Signature)
Contract Underwriting Copy (used for Manager Approval of Underwriting per FCC)
Added Creative Attributes to Contracts (future creative services collaboration)
Contract Creative Summary
Contract Creative Voice
Contract Creative # of Spots/Copy
Proposal Approval Levels
1-Sales can Create & Submit
2-Approval from Traffic
3-Final Approval from Manager (becomes contract)
Account Payment Types Now Read-Only
New Warning for Empty Duration Media
Creative > Media Days & Times Now Read-Only (use Contract Media lines to restrict)
Account / Contract Billing Frequency Options simplified
Monthly
End of Contract
Broadcast Month (Agency Billing)
Added Client Attribute “Tax ID / EIN”
Sales (Client Management & Proposal entry)
Allow Packages
Creative Copy & Media Creation
Media limited to Name/Advertiser/Voice/Duration/AutomationCode/LiveFlag/StartDate/EndDate
Ability to COPY Report Filters, and edit your own. Read Only for all others.
Traffic (Contract Management & Logs)
Approver Level 2 for Proposals
Ability to COPY Report Filters, and edit your own. Read Only for all others.
Manager (Underwriting Copy & Proposal Approval)
Approver Level 3 for Proposals
Ability to COPY Report Filters, and edit your own. Read Only for all others.
Other System Changes
In addition to User Role changes, we have enabled and enhanced a few features.
New Media/Copy automatically sent from Aquira to Zetta
Client Account Balance Summary now reflected in 30day periods (0-30, 31-60, 61-90, 91-120, 121-150, 151+)
Refresh Email Subject lines & Email Body Text Added!
Automated emails from Aquira will now be sent with formatted Subject lines and text in the email body.
NOTE: This is not changing when or how these emails are sent, simply adding a personal touch.
Confirmation Email
SUBJECT: Contract Confirmation - << Advertiser:_ClientName >>
Please find attached your Contract Confirmation.
If you have any questions regarding this confirmation, please contact your station representative.
Thank you!
Invoice Email
SUBJECT: Invoice - << Account:_ClientName >>
Please find attached your Invoice with << CompanyGlobalSummary:_CompanyName >> for the period ending << GlobalSetting:_MonthEndPeriod >>
If you have any questions regarding this invoice, please contact your station representative or Accounts Receivable.
Accounts Receivable
651-631-5354
Thank you!
Statement Email
SUBJECT: Account Statement - << Account:_ClientName >>
Please find attached your account statement for the period ending << GlobalSetting:_MonthEndPeriod >>
If you have any questions regarding this statement, please contact your station representative or Accounts Receivable.
Accounts Receivable
651-631-5354
Thank you!
Northwestern Media Aquira Roles & Responsibilities
Underwriter (Sales) Responsibilities
Create New Lead/Prospect Clients
Track prospect calls and appointments, adding client details as available
Generate Proposed Contracts for Clients
Create and Attach Copy/Media as required
Client Approval with Digital Signature
Submit Proposed Contract for Approval
Manage Contract Revisions needed during Approval stages
Review Weekly/Monthly Reports for accuracy
Follow-up with past-due accounts
Traffic Manager Responsibilities
Approve and Process Orders
Check for missing Copy/Media, create, and assign as needed
Reconcile daily log
Process Make Goods as needed
Schedule and Edit your daily log
Attach Media to log
Publish daily log and update as required
Review Weekly/Monthly Reports for accuracy
MONTHLY – Post, Print, and Email Invoices
Manager Responsibilities
Approve Proposed Contracts including Underwriting Copy
Review Weekly/Monthly Reports
UNW Accounting Responsibilities
Post and Allocate Payments received
Post Journal entries as required
Issue Client Refunds as requested
Assist Underwriters with past-due Accounts and Client records
MONTHLY – Balance and Close Current Month
QUARTERLY – Provide Commission Reports