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Orders to Cash

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Vilma Davila

on 14 July 2014

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Transcript of Orders to Cash

Orders to Cash Compliance

Commercial Order Booking
Agency Order Request
Order Processing in Aleph Stage 1: Understanding Convenios and Product Numbers
Aleph is an international trafficking system used as the primary resource for booking campaigns. All channels/feeds except for CNN are booked in Aleph.
Order Processing in Aleph Stage 2:
Order Header
Identifying Spot Types
Assigning Copy
Below are different ways of assigning copy.
Order Processing in Aleph Stage 3: Booking an Order & Copy Assignment
Before booking an order there are several things to have in mind: flag email received by sales assistant, save flow chart in hard drive, print FC info for your Feeds,verify campaign dates ,verify selling pattern (date range) & rate, lookout for overnight spots when booking P&G, verify Spot Types (ROS,SS,TS,BB,TN), check for correct number of spots per line, check to make sure spot totals & investment dollars match the flow chart, double check all info before generating line.

Commercial Receiving
ROS: Rotators
This spot can air anywhere inside of booked time. Time booked will include at least one whole selling pattern.
Show Specific
Spot must air during a specific show as per the clients request (fig. 22). In addition, a show name must be in the comment line and added in the programs window (fig. 23 & 24). The programs window offers an accurate schedule of the channels programming based of the log management programming format, however it is also important to check the feeds programming grid as a back up (http://solutions.tbslatinamerica.com/web/warner-programming).
Time/Day Specific
A Time Specific spot is booked to a specific time and/or hour the client would like to air, it is not contingent on a show - time is booked for two hours or lesss (fig. 25 & 26).
Assigning at 100%
When assigning copy the user must make sure to have the correct clock number at hand which corresponds to the orders booked as specified in the flow chart. Below is the copy assignment window (fig 36 ) indicating the date range this copy needs to air. Once this is confirmed the user clicks "get order lines" or Step 2, which auto populates the lines that have been booked. Step 3, is the most important step of this process where the user must have the correct Tema number and description that corresponds to this order, this can be searched via the drop down menu (F9) or it is provided to the user by the Sales Assistant.
Assigning Multiple Copy
Another common method of assigning copy is rotating various materials per order (fig 37). This typically arises when booking billboards (fig 38).or when a client wants to run several versions of its advertising campaign. As shown below the user has to make sure that the Sales Assistant instructs via email that the copy will be rotated 50/50 or otherwise.
A contract between Turner and the client that outlines the parameters of the order and overall investment with Turner. A convenio number houses all the key information negotiated with the client from start date of campaign to the creation of convenio lines which are extracted from the clients flowchart (as referenced below) . The information stored in a convenio number is created by a sales assistant prior to sending out a booking request. Once all information is cleared and approved by strategic planning and finance, it is ready for booking. Hence the booking and copy specialist will enter the convenio number and all information for that convenio is available in the system, and auto populates in the order form (fig. 16).
Product Number
Booking an Order
An order can vary based on its Spot type. The most frequent spot types booked are as follows:
Show Specific
Time Specific
Day Specific
Copy Assignment
The copy assignment process involves assigning the material referenced in the flow chart or traffic instructions. To follow OTC guidelines, the material assigned in the system must perfectly match the description code provided by the client. If this is not the case the client must send a revised flowchart or traffic instructions with the correct material description.
Each product is a assigned a number in Aleph. It is then assigned a Tema or Chapter number, a unique ID to every creative in the system. Hence, in order to process a material, a product number (fig. 8) is required to assign a Mat/Cap (fig. 9).
*Fig 8, If the product is not in the system a new number must be assigned.
Aleph Processing
Initial Material Clearance:

Client must abide with all technical specs for Turner (outlined below).
For Brazilian creatives that are HD we must make sure to label them appropriately.
Mostly all Brazilian creatives require Ancine Clearance (reference Ancine slide below). Exceptions (Movie trailers & some DVDs promos)
Media Edge

Initial Material Clearance
Assigning a Product Number

Carting Materials
*Fig 9, We receive materials in both Portuguese and Spanish. Make sure to assign the correct language included in the Tema Description as shown above.
SD Materials
Wrapper (contenedor): .mov
Video Codec: DVCPRO50
Video Bitrate: 50 Mbit/s (7.5MB/s)
Resolución: 720 x 486 (pixel aspect 3:2)
Standard: NTSC entrelazado.
Relación de aspecto 4:3
Anamorfico: NO
Preferentemente Full frame
Niveles de Video: acorde con CCIR601
Audio: 1 Par stereo (puede ser en un track stereo o en dos tracks mono) PCM 48Khz 16bits
Niveles de audio:
Dialogos: –24dBFS a –20dBFS RMS (-4VU a 0 VU)
Promedio: -27dBFS a –18dBFS RMS( -7VU a +2VU)
Picos: -5dBFS
Technical Specs for Materials
HD Materials
(only forWarner Brazil HD, Cartoon Brazil HD, y TBS Brazil HD)
Wrapper (contenedor): .mov
Video Codec: XDCAM HD422 50Mbps – (59,94i).-
Resolución: 1920x1080
Anamorfico: NO
Preferentemente Full frame o 16:9
Audio: 1 Par stereo PCM 48Khz 24 bits
Niveles de audio:
Dialogos: –24dBFS a –20dBFS RMS (-4VU a 0 VU)
Promedio: -27dBFS a –18dBFS RMS( -7VU a +2VU)
Picos: -5dBFS
Los archivos entregados en formato / contenedores diferentes a esta norma serán rechazados.

Aspera/Sharepoint Processing
ANCINE is a regulatory public agency whose duties are promoting, regulating and supervising audiovisual activities in Brazil.
Our office is responsible of ensuring that we abide with all commercial registration requirements before putting a material on air. Below are the requirements of the information all Slates must have.

Ancine Requirements-
Title,Version, Product or service advertised, Advertiser, Advertisement agency, Type, Market segment, CRT, Total number of versions, Production house (Brazilian), Production house’s CNPJ ,Year of production, Date of registration , Directors name.

*Fig 3, Ancine requires a slate which shows the clients registration information in additional to technical specs about the material itself.
*Fig 5, The Rep & Warrant letter ensures that the client is registered with Ancine.
*Fig 4, The slate needs to match the Ancine registration page.
Key Terms:
CRT: is the Certificate of Registration, a number assigned by Ancine with a one year maturity value. After the one year expiration, the client must renew its registration.
*Fig 7, Once all this information is cleared we can enter the CRT number, expiration date, & director name in the system.
*Figure 10, Once a Mat/Cap is generated in Aleph the original file name is renamed to its designated Mat/Cap.
*Figure 11, Its is them uploaded to Aspera (login info required) https://tobsftp-ext.turner.com/aspera/user/#
*Figure 12, Once the upload is complete the creative is carted on Sharepoint under the Miami page, to notify the Media Specialist & proceed with the clearance procedures (NTS login info). http://tim.turner.com/entertainment/adsales/intl/Lists/Requests/Miami.aspx
The first step to the commercial booking process is to receive flowcharts from each respective agency. Each agency represents a client and an A/E (account executive) is responsible for handling certain accounts. These requests are transmitted through our Sales Assistants which send emails with the clients booking request (fig. 13).
Flowcharts come in all shapes and sizes, below is an example of a standard flowchart( fig. 14) from one of our key agencies Group M.
This information is migrated to our trafficking system Aleph. A flowchart must contain crucial information before proceeding with the order processing request, such as Feed, Country, Selling Pattern, Product, Material Code, Length of Material, Spot Rate ( 5 to 60 sec intervals), Spot Type, Time line of booking investment based on spot type request (on weekly or daily basis), total number of spots per campaign investment, total dollar investment per line, total campaign investment, and IO number ( for Group M & specific client request).

Rotator (ROS)
Show Specific (PS)
Time Specific (TS)
Day Specific (DS)
Billboard (BB)
Tune-in (TN)
Sponsporship Spot(SS)
Common Spot Types
*Figure 14, email sent from a Sales Assistant for client Sony. An IO number is a unique ID assigned to each flowchart as a billing link between Turner and Group M (critical requirement of the booking process, aka an External Number in Alpeh).
*Fig 16, This is how an order form looks like once the campaign dates and convenio number are entered.
A product number is created in Aleph to identify a product in the system based on its category and/or family. It is also necessary to create a product number in order to process materials in the system (reference commercial processing section). To create a product number you must visit the "Temas per Product" screen that is for the dual purpose of creating a product number and a Mat/Cap. The information required to create a product number is the name the product, the family, the advertiser number, and the agency code (fig. 17). To save the information press F10 and from that point forward the sales assistant will need the product number to include in their booking request. This is also the third requirement needed to completing the header of an order (fig. 18).
*Fig. 17, This is the product number information required before creating a Mat/Cap in the "Temas per Product" screen.
*Fig. 18, This is order header once the product number has been entered, populating the products information previously entered in the "Temas per Product" screen.
Once identifying the key requirements of booking an order: Campaign dates, Convenio number, and Product number, the rest of the header can be completed based off the clients flow chart. This information entails the feed, the external number (if needed), tab over to Account executive, & Elements (fig 19). After all this information is entered the system generates an order number and is ready for booking. Another highly important factor of following the OTC process is attaching the corresponding flowchart to the order. Depending on the booking and copy specialist style, the flow chart is attached after the header is created or after the entire order is fully booked (fig. 20).
*Fig. 19, The is a complete header with all the information required when booking an order.
*Fig. 20, Every order MUST have its corresponding flow chart attached for referencing as well as possible auditing purposes.
*The following section explain in detail how to book each Spot Type.
*Fig. 20, This is an example of prime time ROS line from a Group M flow chart, outlining all required information necessary for booking in Aleph.
*Fig 21, This is an example of the above information migrated into the system with the specifications the client has requested.
*Fig 22, This is an example of a Show Specific line for the Show the Big Bang Theory set to air anytime between Mon- Sun from 7pm to 11 pm.
*Fig 23, This is an example of the above information migrated into the system with the clients specifications. Note that the user must check the grid to verify when the show airs in this case specifically it airs Mon - Thurs from 20:00 to 21:00 , however the booked time could be set from 19:00 to 23:00 as long as the week range is set correctly, the show is included in the comment section and of coarse selected in the program window. This will help avoid confusion from the log workers and preempts.
*Fig. 24, The is what the program window looks like once opened, giving the user a accurate view of the schedule which is linked to the log itself.
*Fig. 25, This is an example of how a time specific flow chart would look based on one hour intervals and set to air on specific days. In this case it is the morning selling pattern, divided by length ( 15 yellow, 20 blue, & 30 red seconds). and pricing varies based on airing block time (prime time is always more expensive due to high viewership figures). User must pay close attention to every detail when booking complicated orders as this one.
*Fig 26, This is how the information above will look like once migrated into the system.
A Day Specific spot is booked on to a specific day the client would like to air, it is not contingent on a show or time - it is usually open to a full selling pattern.
*Fig. 27,
*Fig. 28,
Must air in a specific show (fig 30 & 31) - show name must be in comment line and usually has a billboard airing prior to the spot which is associated to the product.
5 or 10 second spot booked at the beginning or end of a show (denotes sponsorship) a 5 sec lead in is placed before spot.
Billboards can either come in pairs or as an individual piece, designated an individual Mat/Cap an Open and Close BB (fig 32), hence why copy is assigned 50/50 (reference copy assignment section).

Tune-ins are 10" spots sponsored by the client asking the viewer to Tune-in during a certain show(fig 34). It can not air next to (or in same break as) a tune-in for the same show, and it rotates around broad time period.
Sponsorship Spot
Tune- in
S & P Form
Sponsorship spots are added value pieces created for the client who want to sponsor a specific show or franchise. These pieces are requested from the Sponsorship and Promotions (S&P) team via a standardized form (fig. 29) and then sent off to the production team. These pieces include and are not limited to sponsorship spots, billboards, tune-ins, capsules, mini spots, countdown and integrated marketing pieces.
*Fig 29, An S&P form a strict requirement that outlines all information needed before booking special pieces. It is also attached in the order itself for referencing and auditing purposes.
*Fig. 30, The example above is a sponsorship spot for the client Coca Cola set to air during the show friends, M-F 6:30-7 pm.
For this spot type the show must also be included in the comment section as well as in the program window. In addition programming grid must be referenced as a back up.
Commercial Copy Assignment
*Fig. 31, This is how the information above would look like once migrated into the system. (http://solutions.tbslatinamerica.com/repository/warner-programming/2013-12/calendar/Warner%20Weekly%20-%20DECEMBER%202013%20-%20LAT-HD.pdf).
Things the user must have in mind when booking BBs (fig. 33):
Make sure that the elements for the order include the break format for Open/Close billboards (these all vary based on feed).
Leave a 5 to 10 minute grace period before and after the show starts to give the log specialist flexibility when placing the BB.
Show must also be included in the comment section as well as in the program window. In addition programming grid must be referenced as a back up.
*Fig. 32, The example above is an added value (negotiated at no cost) BB set to air during the Emmys.
*Fig 33, This is what the BB looks like once is has been migrated to the system.
Things the user must have in mind when booking Tune ins (fig. 35):
The elements for TN should always be set as National Break, not to be confused by a sponsorship break.
The comment section must be left blank since the TN is free form and promotes the show where the BB or Sponsorship spots is airing.
Always make sure to assign the correct Mat/Cap to the order, not to be confused with a sponsorship spot. The Mat/Cap can be found in the S&P form (referenced above).
*Fig. 34, The example above is for an added value Tune-in promoting the Emmys.
*Fig. 35, This is what an order for a Tune in looks like once migrated into the system.
Commercial processing is the first stage in the sales operations process. Materials are received by our team in one of two ways:
1. via electronic delivery
2. via betacam tapes.

*Figure 15, Above is an example of a Group M flowchart for the client Sony. All flowcharts must reflect client request to follow OTC compliance.
IO Number: An external number that consolidates billing between the agency & Tuner broadcasting.
Unacceptable Flowcharts
Flowcharts cannot be accepted without the following:

Incorrect day parts.
Incorrect material description.
Incorrect Spot type.
Incorrect program specific show (reference programming grid).
Incorrect rate.
Incorrect feed.
Missing investment & spot total.
Incorrect campaign start and end dates.
All revisions request require a revised flowchart.
* Figure 13, Email confirmation of processed material.
An initial material clearance is assessed to ensure it complies with all legal (in the case of Ancine) and technical aspects required by the network (figure 1).
Once the system generates a Mat/Cap the file is changed to its designated Mat/Cap code as shown in fig. 10 to differentiate materials amongst offices. This file is uploaded to Aspera (fig. 11) a file sharing website and then carted on the International Share point (fig. 12) to notify the media specialist in Argentina that the file is available and ready for ingestion. A mass email is sent to all parties who require notification of the availability of the material, to then set forth booking requests accordingly.
*Fig. 1, An initial clearance is required to make sure the client is following all technical and legal guidelines.
*Figure 2, The image above exemplifies how the audience will see the commercial depending on the format of the TV shows the aspect ratio of an HD material in its original format, that is then down converted to accommodate to the networks resolution format.
*Fig 6, Signature page of the Rep & Warrant. Without a signature we can not accept the document.
If we get materials from any of the Group M agencies we must make sure to include the "clock number" in parenthesis

*Fig. 36, Copy assignment window.
*Fig. 37 Assigning Copy 50/50.
Two or More....
*Fig. 38, Always make sure to have an Open and a Close Billboard when assigning copy unless instructed otherwise.
*Fig. 38, When assigning more than two materials make sure to distribute the "Audio Language " to add up to 100%, or as instructed by the Sales Assistant.
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