| Shoom
eInvoice |
Invoicing
has never been easier, faster, more accurate and
secure! Shoom’s eInvoice solution combines with
Shoom’s industry-leading Shoom eTearsheets service to provide publishers and advertisers with
an organized billing and verification service that could only be
dreamed of ... until now! |
A Hosted Solution
Shoom
electronic invoice is a hosted web-based solution that couples with your
existing billing and receivables system. Consequently it is easy to implement and requires no hardware
installation and no disruption of your present billing workflow.
Automatic Email Notification
As
each batch of invoices is processed, they are simultaneously posted to the web portal and
email
notifications are generated and sent out to
all designated recipients at accounts being invoiced.
Each
email messages lists all the new invoices for the recipient from the publication that
are now available for viewing. An encrypted hyperlink in the email
will take the recipient directly to his invoices.
Customer Administered
Each
customer account can designate as many email notification recipients as
they choose. Accounts may
select one or more administrators who can make changes to their list of
designated email notification recipients, and set other privilege levels
for who they will allow to access their invoices.
They may make these changes themselves using a secure web
interface, or optionally, the publication or Shoom can make changes for
them.
Secure Log-in
Clicking on
the link in the email will present the user with a login page if he or
she is not already logged in. The
user may set the authorization system to automatically log him in as
long as the portal is being accessed from the same computer.
If the user logs in from a different computer, then he will have
to re-login when he returns to his workstation.
Easy Transition
For ease of
transition, the electronic invoice is laid out to have the same look as
the paper invoice with the added benefit that the ad number (or
“newspaper reference number”) is a hyperlink.
A scroll bar allows the user to see the entire invoice on a
single page, even if the printed version is many pages.
Tearsheet Interface
Clicking
on any of the ad numbers will take you to a preview page showing
thumbnail images of any pages corresponding to that line item.
Typically, a line item will correspond to a single occurrence of
the ad, resulting in a single tearsheet thumbnail being displayed.
Tearsheets
are tagged with identifying ad information for review including the
client name, ad description, section and page number on which it ran, a
list of zones in which it ran, the run date, and the size ordered.
The
tearsheet includes navigation arrows to page forward or backward as many
pages as desired while keeping a bookmark to return to the tearsheet page.
Clicking
on the ad will display the full PDF image giving the viewer all of the
functionality of Adobe Reader or Acrobat.
Shoom
Measuring Tool
The
Shoom measuring tool gives the
customer complete control over the measuring process and can be used in
several languages with a range of precision levels.
Results are displayed in columns, inches, centimeters and picas and
importantly, classified display columns can be differentiated from
editorial columns. The
measurement results dialog box can be moved around on the page for optimal
positioning for copying.
Publication
name, run date, section and page number are also displayed with the
measured results..
Dynamic
Invoice Search Page
Another way
that users may view invoices is by going directly to the Invoice Search
page and performing a search based on a variety of search criteria.
The search page changes dynamically to allow only the criteria
allowed by the permission levels of the user to be entered.
Report Generator
The results of
a search will show the Publication, Invoice Number, Invoice Date, Account
Name, and Publication’s Account Number for each invoice that matches the
search criteria.
The resulting
reports can be resorted by clicking on any of the column headers.
The variety
of search criteria in combination with a wide range of sort selections
allows the user to produce many valuable reports to present or research
billing information.
Clicking
on any of the Invoice Numbers in any of the reports will display the full
invoice. Then, clicking on any
of the ads will display the corresponding tearsheet. And finally, clicking on the
newspaper’s banner will bring up the entire paper for run day of the ad,
displayed by sections and entirely searchable.
Levels of
Security
If, for
example, the user is associated with a publishing entity such as the
Columbus Dispatch, the Publication field is set to “Columbus Dispatch”
and cannot be altered. By
default, all other fields are searchable by whatever criteria the user
chooses. However, the
Administrator at the Columbus Dispatch could further restrict invoices to
which this user may have access in a variety of ways, if so desired.
If
the user is associated with an agency and has invoice viewing privileges,
then the agency field would be set to his agency and would not be
changeable. All other fields
would be searchable including “Publication.”
However, only advertisers for whom this agency was the agency of
record at the time the ad was ordered would be searchable.
All other advertisers would be off-limits.
Again,
a large agency might want to further restrict invoice access, for example,
by allowing reps to view only invoices of accounts they manage, or by
allowing certain personnel to only view invoices from certain publications
or within a certain date range. All
of these parameters are easily managed by the account’s administrator,
if so desired.
If
the user is associated with a single advertiser, then the “Advertiser”
field would be set to that advertiser and would not be changeable.
All other fields would be searchable.
Special
Reports
There
is a separate online reporting capability available to designated
publication personnel which will allow them to view which invoices have
been posted, have had email notifications sent, have been viewed, etc.
These
reports can be generated by client name or number, date range, and/or
invoice number range. The
reports list the Billing Date, Invoice Number, Account Name, the date and
time Last Viewed, the person who last viewed the invoice and the number of
users who received email notification of the invoice.
Clicking
on the date and time Last Viewed for a given invoice will display a list
of all times that the invoice was viewed including date and time and who
viewed it.
Authorization Profiles
Prior
to displaying any invoice, the system analyzes the authorization profile
of the user to assure that he has the proper permissions to view the
invoice.
By
default, no users of the Shoom portal are authorized to view invoices.
Designating a user as an invoice email notification recipient will,
by default, allow that user to view all invoices of the account he
represents. This privilege may
be further restricted if desired by the designated administrator at the
account.
In
addition to email notification recipients, other users at an account may
be granted invoice viewing privileges.
This would allow them to search for, and view invoices even though
they are not email notification recipients.
This could be useful, for example, at an ad agency to allow
accounting personnel to perform invoice searches and retrievals even
though they may not be the ones receiving email notifications.
Invoice
viewers, by default can view all invoices for which their account has
permissions. However, this can
be further restricted, if desired, by limiting the advertisers,
publications, and/or date ranges that may be viewed by any given user.
The granularity of authorization is controlled by the account
(invoiced entity) and can be controlled in a very flexible manner.
In no case,
however, will the system allow a publication to view another
publication’s invoices, or an agency to view another agency’s invoices
or an advertiser to view another advertiser’s invoices.
Levels of Administration
Designated
“Shoom Administrators” have the ability to assign “Publication
Administrators.”
A
Publication Administrator has the ability to assign other Administrators
at his publication, designated “report recipients” at his publication,
and “Account Administrators.” An account, as used here, refers to an
invoiced entity such as an advertiser or agency.
An
“Account Administrator” has the ability to assign other Account
Administrators for his account and to assign designated “Email
Notification Recipients” for his account and designated “Invoice
Viewers” for his account as well as set limits on which invoices each
Invoice Viewer may view.
Shoom
Administrators can also act as Publication Administrators and Account
Administrators; and Publication Administrators can also act as Account
Administrators.
Authentication
Each user of
the system selects or is assigned his or her own user name and password.
These must be entered before any access to the system is granted.
Users may opt for the system to log them in automatically
after their first login as long as they access the system from the same computer.
If they access the system from a different computer, they must
reenter their user name and password.
The password does not display as they are entering it.
User name and password are entered through a secure web page.
Invoices are displayed on secure web pages, as well.
Shoom’s
authorization and authentication system tracks logins from different
computers by the same user name and notifies security personnel of any
unusual patterns that may indicate that a user’s password may have been
compromised. After researching the information, the user may be contacted
by Shoom’s customer service department to determine if any security
breach occurred. Shoom’s
security personnel will then initiate any appropriate follow-through to
resolve the issue.
Physical Security
Shoom’s site
is always available except for brief periods for maintenance.
Our redundant servers are located behind firewalls in a secure,
reinforced, underground facility. The
Shoom data center has virtually unlimited bandwidth on demand. Some of the
many reliability features include multiple, redundant, multi-homed
internet connections from several of the industry’s top carriers.
Uninterruptible
power guaranteed by a bank of batteries that will power the equipment for
hours in the event of a power failure backed up by multiple onsite diesel
generators that will take over in seconds in the event of a power outage
and are powered by an onsite 30 day fuel supply.
24 x 7 network
monitoring
24 x 7 onsite
engineers
24 x 7 security
personnel
Closed circuit
video surveillance with redundant environmental controls and fire
suppression.
Finally, Shoom
has built in other security features and monitoring systems that notify
our network personnel when any anomalies are detected.
Shoom eInvoice
not only delivers your invoices quickly, accurately and securely ... we
also deliver peace of mind.
|
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