Process for Entering iheartradio Sponsorship Orders

Transcription

1 Process for Entering iheartradio Sponsorship Orders The new Promo Initiative will enable us to provide complete tracking and fulfillment of the iheartradio Sponsorship package orders. Every iheartradio Package will have a Sales Order. The Sales Orders will contain all of the revenue for the package, NTR and digital revenue, as well as any paid spot portions of the package. Packages that also contain Promo mentions will require a second order for the Local Promos in order to utilize VIERO s new features. Promo schedules are entered for a Promo Advertiser. It is this advertiser that triggers the use of the additional promo scheduling pieces such as Promo Campaigns and Promo break types. The local sales portion of the order will be entered into RADIO FUSION by the AE. The promotional portion of the order will be entered into VIERO by Traffic based on information the AE provides on the Sales Order. These orders can then be matched up after invoicing to provide package fulfillment, if needed. To help manage this process, the following Sales and Promo entry guidelines have been created. iheartradio Sponsor Sales Order Entry (AE) AE s will follow the guidelines below to enter the iheartradio Sponsor Sales order: 1. On the Proposal Billing tab, the AE enters the type of package, in our example either the IHRMF Platinum Package S campaign or the On Air Sponsorship Package S campaign depending on which package has been sold. The proper campaign ensures the appropriate tracking and matching of the orders for this package occurs 2. This order will contain the non-promotional spot lines and all NTR revenue lines for the package. 3. For the revenue associated with the promo mentions, use the Sponsors Events- Natl Platform Miscellaneous Revenue Type. 4. For spot revenue, refer to the list of Revenue Types in the table on page 4 and use the appropriate revenue type.

2 5. If the buy includes promo sponsorship mentions, AE s will add a note prior to submitting the proposal to the Sales Manager for approval. In the New Note field within the submission window, the AE must enter all of the promotional order schedule details for Traffic to enter in VIERO RMS, per the new Promo process. a. In the submission window in the New Note field, AE s enter in the required information as shown to below. b. Once you have typed this information in, select the Add Note button. c. The information will appear in the History & Notes section at the top of the screen. d. Select your Sales Manager and hit the Submit button. 6. Copy for these non promotional spots should be handled just as you do for any other sales order. Note: For entry of Sponsorship packages that only contain Sales elements and no promotional mentions i.e. Q1 Trip Package, use the IHRMF Q1 Trip Package S Campaign on the Billing Tab of the proposal. Then enter only the non-promotional spot lines and all NTR revenue lines for the package as you would normally. An additional Promo order is not required. Promotional Order Entry (Traffic Dept) Traffic Managers will enter the promotional order in VIERO RMS based on the information provided in the Sales Order s Note1 section.

3 TM s should follow the guidelines below to enter the iheartradio Sponsor Promo order: 1. Once the Sales order has been injected into VIERO RMS, Traffic will enter the Promo order into VIERO RMS. 2. The promotional order, as you know, will use a different Advertiser than the Sales order. a. On the Order Head, use Local Promo Inventory as the Advertiser. b. This is key to enabling the specific selections used for tracking as well as by the Booking Agent to ensure the spots are placed into the Local Promo Inventory. 3. Change the Revenue Type on the Order Head to match the one used on the Sales Order, i.e. an iheartradio package revenue type. 4. Referencing the Sales Order, enter the Advertiser name and corresponding VIERO Order number in the Note1 field. (This will assist with invoice matching, see Invoicing section on page 3.) 5. Select the corresponding promo campaign package, in our example either IHRMF Platinum Package P promo campaign or the On Air Sponsorship Package P promo campaign. a. Without a campaign, there will be no way to track and match the orders for this package. 6. All iheartradio Promo order lines must run and should be assigned a priority of The order lines must be bound to the appropriate break type of Local Promo Break Type. 8. This order will only contain the promotional spot mentions with no revenue. 9. Once the Promo order is entered, Traffic will a copy of the Promotional order confirmation to Programming alerting them of the sponsorship Copy rotations for these promotional spots must be entered using this naming convention for the Spot Title, Station/Campaign Name/Sponsor (Advertiser) Name/Length. a. You may need to abbreviate as this field is limited to 40 characters. We do not recommend abbreviating the Advertiser name. b. If the spot has an ISCI code, you should put this information in the ISCI code field of the spot in Spot Library. This will allow you to provide proof of performance for the different sponsors. Invoicing iheartradio Spot and Promotional Orders If needed, an invoice for the Sales Order and the Promotional Order can be provided and sent to the client together. This step would only be needed for Packages that contain sponsor mentions. This process will require the Local Market to marry the two invoices and then send to the client. Here are the details on how to provide both invoices.

4 Prior to invoicing: o For a list of orders that are running for any Campaign, run a Spot Times Report and choose the Campaign you would like to print separately. Do this for both the iheartradio Sales Campaigns and iheartradio Promo Campaigns. This report will provide the order numbers needed. o The Spot Times report could also be used for as run information for the Promotional Order proof of performance. If this option is used you would not need to print the Promotional Order Invoice as mentioned below. o The market would then set the Sales Order No of Invoice copies to be 0 so that it these would not be included in the first run of PDF files that are being sent to Bluegrass. Then, based on the orders above, print these invoices in market. The market will use the Advertiser Name and Sales Contract number entered in the Note1 field on the Promo order to marry the Promo invoice to the Sales invoice for that same sponsor. These two invoices or the Spot invoice and the Spot Times report should then be combined together in the same envelope to be sent on to the client. EDI considerations Some of the iheartradio packages will be sold to Agencies who utilize electronic invoicing (EDI). If an order is for an EDI customer, you can manually match the Sales Order and Promo Order and send them as a PDF. Or, the spot revenue will be invoiced as normal via EDI, while the Promo portion can be sent via PDF or manual invoice.

5 iheartradio Package Revenue Types Spot/Misc Type Child Revenue Type GL Account New Biz GL Spot National-Natl Platform Spot Local Agency Natl Platform Spot Local Direct Natl Platform Spot National Streaming Natl Pf Spot Local Agency Streaming Natl Pf Spot Local Direct Streaming Natl Pf Misc NatDigiNP National-Digi Natl Platform Misc LoAgDigNP LocalAgency-Digi Natl Platform Description National (spot) sales sold in a Local Agency (spot) sales sold in a Local Direct (spot) sales sold in a National Streaming (spot) sales sold in a Local Agency Streaming (spot) sales sold in a sponsorship package for the iheartradio Music Festival or other national event(s) or package(s) as determined by the SOC and/or corporate accounting. Local Direct Streaming (spot) sales sold in a sponsorship package for the iheartradio Music Festival or other national event(s) or package(s) as determined by the SOC and/or corporate accounting. National Digital sales sold in a Local Agency Digital sales sold in a

6 Misc LoDiDigNP LocalDirect-Digi Natl Platform Misc SponsorNP Sponsors Events Natl Platform Local Direct Digital sales sold in a Sponsorship (Misc) sales sold in a