bcca seminar november 2014 new york, ny paperless v2 11.4.14.pdf2011/04/14 · regional and...
TRANSCRIPT
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BCCA Seminar
November 2014
New York, NY
Linda J Powell – Cablevision Media SalesGreg Frost – Hearst Television
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� 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
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� Discussion on what method to use
� Make a decision
� Forge ahead
� Many ways to go paperless
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� 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.
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� 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
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Search for client and have a quick view of client
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Locate client and note each folder has specific information as stated to the right
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� 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
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You can complete an analysis of one collector, a combination of collectors or all collectors
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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
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� 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.
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• Credit Review Statistics are tracked for Quality Control, Audit and Historical Purposes
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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.
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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
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“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.
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Sales Adjustments are reviewed, approved and forwarded by email at the station and then forwarded to a Finance Rep for final verification.
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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.
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� 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!!!!