bcca seminar november 2014 new york, ny paperless v2 11.4.14.pdf2011/04/14  · regional and...

BCCA Seminar

November 2014

New York, NY

Linda J Powell – Cablevision Media SalesGreg Frost – Hearst Television

� 1. Information at your finger tips

� 2. No fear of losing paperwork

� 3. Desk is clean

� 4. Ability to quickly assess a situation

� 5. Less stress!

� 6. Centralized/Non-Centralized Credit & Collections

� Discussion on what method to use

� Make a decision

� Forge ahead

� Many ways to go paperless

� A Document Imaging & Management System That Takes All Your Scanned Paper, Electronic Files, And E-mail And Organizes Them Into One Secure, Immediately Searchable System

� Your management and staff will achieve more efficient, productive and empowering command — in real-time —over the day-to-day information they need to make accurate, competitive and service-enhancing decisions.

� Picked a day to begin and started scanning from that day on

� As new orders came over we scanned current files into the system

� Created expiration dates on every client

� Created a naming convention

� Software consists of an electronic file cabinet� File cabinet� Drawers� Folders� Scanner

Search for client and have a quick view of client

Locate client and note each folder has specific information as stated to the right

� Is a Customer Relations Management Software

� Owned by Front Range

� Allows you to schedule future calls

� Allows management to analyze collection data

� Manages Client contact details as well as interactions with these contacts ex:� Email

� Telephone Calls

� Documents

You can complete an analysis of one collector, a combination of collectors or all collectors

Regional and/or Central Business Offices

Challenge: Signed Documents emailed to several locations

Customer Station Regional Finance Central Business Office

• Credit Manager conducts credit investigation…renders decision

• Accounts in the traffic and billing system are notated with outcome of credit investigation

� Credit Manager notifies regional finance and the station with payment terms, etc… by email.

� Credit Application Log is maintained in a shared drive for audit and historical information.

• Credit Review Statistics are tracked for Quality Control, Audit and Historical Purposes

Collection of Aged A/R balances is a cooperative effort between Sales, Regional Finance and Corp. Headquarters

Challenge:1. Staff based at different locations are responsible for providing

payment status of invoices for station A/R Aging Reports.

2. Corp. Credit & Collection Manager reviews A/R reports with Sales Managers and Regional Collectors.

3. Regional Finance Directors report on A/R Aging Report condition to station General Managers.

4. Condition of A/R Aging Report can change (improve or deteriorate) rapidly.

Solution !! Collection activity notes are stored in the A/R Aging module of the traffic and billing system. Notes can be input and viewed by Sales, the Regional Collector, Regional Finance Directors and Corp. Credit & Collection Manager.

Pdf files of A/R Aging Reports are generated that include aging comments and

Reviewed by Station, Finance Region and Corp. Management

“Back in the Day”…Sales adjustment forms were printed and hand signed prior to application on the customer’s account

Regional and Centralized Business Office structure requires a streamlined, automated review and (Paperless) approval workflow.

Sales Adjustment forms are computer generated (Excel) by an A/R Assoc in our Central Business Office and emailed to the AE or Nat’l Sales Manager on the account. Relevant information is added to a Sales Adjustment Report for audit purposes.

Sales Adjustments are reviewed, approved and forwarded by email at the station and then forwarded to a Finance Rep for final verification.

Upon final verification and approval by finance, the form is emailed back to the A/R Assoc for application to customer account. The Sales Adjustment report is noted. Email with approval chain and form is saved within the Sales Adjustment Report for audit and historical information.

� Going paperless relieves stress…

� Not as easy to loose paperwork…

� Helps in a non centralized department..

� Allows quick review and follow up on all accounts

� Everyone is happier!!!!