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© 2008 Eyeblaster. All rights reserved
Sales TrainingPresented by: Aya Edelstein ● Team Leader Credit Control ● January 2010
Billing Module
© 2008 Eyeblaster. All rights reserved
AgendaMain Goal
Who is entitled to make the changes?
Account Settings
Who pays?
Premium Features
CC4S
EB Search
Professional Services
Rate Cards
Overdelivery
• IO
• PO
• Who receives Invoices?
• Definitions
• Billing per Time Zone
• ACM
• TEBIO
• Credit Process
• Summary
• Pre-Billing
© 2008 Eyeblaster. All rights reserved
Main Goal
Describe the correct billing procedure in order to avoid the following issues:
• Wrong details on the ACM Platform• Campaigns billed to the wrong account • Clients charged the wrong rates• Invoices sent to the wrong person• Missing correct contact details• Wrong Billing Analysis
Remember:• Wrong billing can harm our relationship with the customer.• If the campaign is not billed properly, no money will be collected.
© 2008 Eyeblaster. All rights reserved
Who is Entitled to Make the Changes?
US – Campaign Execution team
International – Sales Managers / Account Managers
© 2008 Eyeblaster. All rights reserved
Account Settings - IntroductionWhat do we bill for?
• Primarily we bill for impressions (CPM) or clicks (CPC).
• We also bill for special features such as dynamic data, polling, and creative services, CC4S.
How much do we charge for impressions?
• The cost depends on the ad format and weight.
• The actual price is determined in the customer rate card or special PF are created for products which are not CPM Based
Who pays?
• There may be more than one account paying for a campaign. For example, the publisher may pay for some flights and the agency
for other flights.
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Account Settings - Billing FlowA Campaign is sold to an agency
Campaign/Flights/Ads are created
IOs are sent
IOs are approved by clientIOs are not approved by client
Campaign goes live
Invoices are created and sent
Campaign doesn’t go live
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Account Settings - Hierarchy
Settings made on “lower” levels
will always override all settings
that were made on “higher” levels.
For example, paying account set
on the campaign level will override
the account level settings.
Publisher
Flight
Account
Campaign
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Account Settings - ACM System Administration – Paying AccountBy default the publisher is billed, except for simple banners and tracking pixels which are billed to the agency.
Select this checkbox if the publisher is billed for the serving costs
This checkbox is selected by default
Select this checkbox if the network is billed for its publisher’s serving costs
Select this checkbox if the agency is billed for the serving costs
If both the Agency is Billable for all campaigns and the Ignore ‘Agency is billable’ flag for this account are selected, the publisher is to be billed
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Account Settings - MediaMind - Paying Account
By default, the media agency is billed for its campaigns.
These checkboxes are selected by default
Select this checkbox if the site is billed for the serving costs
Select this checkbox if the network is billed for the serving costs
© 2008 Eyeblaster. All rights reserved
Editing Campaign’s Paying AccountTo define who will pay for the campaign:
1. From Client Services > Campaign,
select the desired campaign.
2. Click Edit Paying Accounts.
© 2008 Eyeblaster. All rights reserved
Editing Campaign’s Paying Account
Select None to use the Account settings (Default)
Select Publisher to bill the campaign publisher/s.Select Other to use any
existing account in the system as the paying account for the
campaign.
Select Agency to bill the campaign’s media agency.
© 2008 Eyeblaster. All rights reserved
Editing Flight’s Paying AccountYou might want to change the billing settings for a specific flight.
To edit flight settings:
1. From Client Services > Flights, select the
desired flight.
2. Click Edit Paying Accounts.
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Editing Flight’s Paying Account
Select Agency to bill the flight’s related media agency.
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Editing Flight’s Paying Account
Select Publisher to bill the flight’s related publisher.
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Editing Flight’s Paying Account
Select Other to bill any other existing account in the system.
© 2008 Eyeblaster. All rights reserved
Premium Features
To define Premium features:
1. From Client Services >
Campaigns, select the
campaign.
2. Click Premium Features.
The Premium Features
window appears.
© 2008 Eyeblaster. All rights reserved
Premium Features
3. Click Add New.The Add New page appears.
4. ?[Verify that you are in the correct paying account].
© 2008 Eyeblaster. All rights reserved
Premium Features
5. From the drop-down list select
the premium feature.
© 2008 Eyeblaster. All rights reserved
Premium Features
6. Enter the feature’s description
7. From the drop-down list select the redeeming date.
8. Enter the rate (full amount) (UK before VAT).
9. Enter the currency. Double check you are using the
correct currency.
10.Enter the reference PO.
11.Select this checkbox if you want to include the fees for this premium
feature in the paying account’s premium features invoice.
© 2008 Eyeblaster. All rights reserved
EB Search
• EB Search is a campaign manager for search engine marketing campaigns.
• This CPC fee is not set in the rate card but assigned manually by the finance team in Israel. The EB Search fee is included in a separate special invoice for EB Search campaigns (even if the client uses CC4S). This invoice is built manually by the finance team in Israel.
• The EB Search fees will be included in the pre-billing reports that finance sends out to local CS team. It is the responsibility of the local CS team to verify that everything in the pre-billing is correct.
© 2008 Eyeblaster. All rights reserved
CC4S /EB Search - Activation
• Every new CC4S and/or EB Search client should sign the relevant agreement(s) before we enable the account to run the activity. Once the client signs the agreement, the client can then be enabled and the contract will remain in effect for a year.
• All current clients should sign the agreements in order to receive the service.
© 2008 Eyeblaster. All rights reserved
Professional Services
Currently, our billing system is designed for serving ads.
Any work which is given outside of the format is being billed by Premium feature.
Current process:
1. The request should be made by PO request or at least an email
2. The customer needs to advise on which campaign to bill the premium feature.
3. Time estimation to work on the job and estimated price and the redeeming date of the project
4. The request will be sent to the Credit Control Team and will have the information as per slide 23 [two slides ahead?]
© 2008 Eyeblaster. All rights reserved
Professional Services
5. The billing will be on campaign level
6. AM/SM/Campaign Execution team responsible to create the PF
7. The customer signs the IO/SOW – AM/SM or the project manager to follow up on signatures.
8. PF insertion on the platform should be done by the 24th of the redeeming month.
© 2008 Eyeblaster. All rights reserved
Professional Services
Customer Name Customer # Campaign Name
Campaign ID Redeeming Date
PO Number Currency
Amount before VAT
Sales Rep Paid Feature Details of Premium Feature -
Description
Advertiser Contact Name
Contact - Email
Address
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Rate CardsThe rate card includes the rates for the ad formats and premium features.
© 2008 Eyeblaster. All rights reserved
Set Up New Rate CardFrom Client Services > Rate Cards, click Add New.
You can also select a similar rate card, click Copy and make the necessary adjustments.
© 2008 Eyeblaster. All rights reserved
Rates Settings
Settings made on “lower” levels
will always override all settings
that were made on “higher”
levels.
For example, rates set on the IO
level will override any rates that
were inherited by default from the
account level or were set
specifically (manually) on the
campaign level.
Market Rate Card
Account Rate Card
Campaign Rate Card
IO Rate Card
AD’s rate (under flights)
© 2008 Eyeblaster. All rights reserved
Rates
By default, an account gets the market rate card.
To assign a specific rate card to an account:
1. Select an account.
2. Open the Billing info
section.
3. Select the rate card.
© 2008 Eyeblaster. All rights reserved
RatesTo assign a specific rate card to
a campaign:
1. Go to Client Services >
Campaigns.
2. Select the campaign
and click Edit Paying
Accounts.
3. Select the rate card.
© 2008 Eyeblaster. All rights reserved
RatesIf a specific rate card is set for a campaign there is also a specific paying account
(agency, publisher(s) or „other“, see screen shot below). In case you change the
paying account of a flight, the rate card will stay as on campaign level unless you
change the IO rate card or the rate of the flight.
© 2008 Eyeblaster. All rights reserved
RatesYou can assign a rate per flight/ad.
To assign a specific rate to a flight/ad:
1. From Client Services > Flights, select the flight and click
Change Rates.
2. Clear the Set CPM/CPC per Rate Card checkbox.
3. Manually enter the CPM/CPC rate(s).
© 2008 Eyeblaster. All rights reserved© 2008 Eyeblaster. All rights reserved
Rates
4. From Set Premium CPM Rate, Click Edit.
5. Edit the rates.
© 2008 Eyeblaster. All rights reserved
RatesYou can also define a rate card in the IO level. The defined rate card will
apply to all the flights included in the IO.
To assign a specific rate card to an IO:
ACM System Administration:
1. From Billing > IOs List, select the IO and click Edit IO.
2. Select the rate card.
© 2008 Eyeblaster. All rights reserved
RatesMediaMind:
1. To select the IO:
• From Manage > Insertion Orders, select the IO and click
Settings.
© 2008 Eyeblaster. All rights reserved
RatesOr:
a. From Manage > Campaigns, select the campaign and
select Edit > Costs > Eyeblaster Costs.
© 2008 Eyeblaster. All rights reserved
Ratesb. From My Insertion Order, select the IO and click Settings.
© 2008 Eyeblaster. All rights reserved
Rates
In the IO list you can see the rate card defined for the IO.
© 2008 Eyeblaster. All rights reserved
RatesIn MediaMind you can view in the campaign level, the rates for each ad.
• From:
• Manage > Insertion Orders, or
• Manage > Campaigns > Costs > Eyeblaster Costs,
click View IO.
© 2008 Eyeblaster. All rights reserved
Rates2. Expand Campaign Details.
3. Expand a placement to view the ad‘s rates.
© 2008 Eyeblaster. All rights reserved
Over Delivery - Hardstop
Rate Card Level
• % of free default impressions (only if hard stop activated)
Account Level
• % of over delivery threshold
• Adjustments for over delivery according to the account settings are calculated for regular impressions only, and exclude hardstop impressions.
© 2008 Eyeblaster. All rights reserved
Over Delivery - HardstopRate Card Level
Define % of free default impressions (Default Banner), when Hardstop is activated
Account Level (Billing Information)
Define % of over delivery threshold
Adjustments will be made only for regular over delivered impressions.
© 2008 Eyeblaster. All rights reserved
Over Delivery - Hardstop
Examples
Rate Card Level
100,000 impressions ordered, 115,000 impressions served, percentage on rate
card level set to 7%.
If hardstop was activated from the 100,001 impression, then Eyeblaster will not
bill the client for the first 7,000 impressions, and will bill for the rest 8,000
impressions. The rate will be as defined in the Default Banner – CPM
setting.
© 2008 Eyeblaster. All rights reserved
Over Delivery - Hardstop
Examples
Account Level
1. A flight has 1000 ordered impressions. It served 1300 impressions (no
hardstop). The threshold at the account level is 20%. The adjustment should
be calculated for the 200 regular impressions only, other 100 impressions
should be charged regular CPM.
2. A flight has 1000 ordered impressions. It served 1300 imp., 200 of them were
default image impressions (hardstop). The threshold at the account level is
20%. The adjustment should be calculated for the 100 regular impressions
only
© 2008 Eyeblaster. All rights reserved
Insertion OrdersAn IO (Insertion Order) is a legal agreement used to engage with an Eyeblaster client for the
provision of an Eyeblaster service: ad-serving or a professional service, such as campaign setup, creative services, custom report and so on.
In a campaign with multiple paying accounts, a separate IO is created for each paying account related to the campaign.
An IO is created if the campaign includes at least one published ad.
© 2008 Eyeblaster. All rights reserved
Insertion OrdersIOs are automatically created and updated: [one single system?]
• In MediaMind: Once every four hours.
• In ACM:
• For a Standard Banner Ad [campaign?]: Immediately
• For a Rich Media [campaign]: Once every four hours.If you cannot wait four hours, you can generate the IO manually:
• ACM: From Campaigns > Campaign List, select the campaign and click
the ‘Generate and send IOs’ button.
© 2008 Eyeblaster. All rights reserved
Insertion Orders• MediaMind:
Campaigns page:
• From Manage > Campaigns, select the campaign and click Generate IO.
© 2008 Eyeblaster. All rights reserved
Insertion OrdersCampaigns Costs tab
1. From Manage > Campaigns, select the campaign and select Edit > Costs > Eyeblaster Costs.
2. From My Insertion Order, select the IO and click Generate IO.
© 2008 Eyeblaster. All rights reserved
Insertion OrdersCampaigns Tags tab:
1. From Manage > Campaigns, select the campaign and select Edit > Tags > Publish to Sites.
2. From Send Code Package to, select Sites contacts and to me.3. Click Send Code.
© 2008 Eyeblaster. All rights reserved
Insertion Orders – Legal StatusThe account’s legal status defines whether its IOs are created, sent out, are required to be signed and so on. For example, you can set
an ACM accounts to a ‘No IO required’ legal status.To define the account’s legal status:
ACM System Administration1. From Client Services > Accounts:
• To create a new account, Click Add New, or• To edit an existing account, select the account and click Edit.
2. From Billing info, from Legal Status, select the legal status.
© 2008 Eyeblaster. All rights reserved
Insertion Orders – Legal StatusMediaMind
1. From System Administration > Accounts:• To create a new account, Click Add Account, or
• To edit an existing account, select the account and click Edit > Billing.
2. From Legal Status, select the legal status.3. When you select No IO required, you can set the expiry date,
for example, the expiry date of the ACM agreement.
© 2008 Eyeblaster. All rights reserved
Insertion Orders – Recipients and Signatories
Who receives the IO?
Account users with ‘Billing’ permission have access to the billing portal
IO email alerts are sent to the following:
In MediaMind: Once every four hours.
• Account billing contact
• Account users with billing role ONLY
• Publisher account user who has billing and sales person roles will get alerts for his flights only
• Agency account user who has billing and media planner roles will get alerts for his campaigns only
• Any additional user that was assigned to sign the specific IO
Who can sign an IO?
Anyone with billing permissions.If the IO is not signed, the flight will not be served
© 2008 Eyeblaster. All rights reserved
Insertion OrdersIn MediaMind you can view in the campaign level, insertion orders sent to other accounts, such as
the related site(s).From Manage > Campaigns, select the campaign and select Edit > Costs > Eyeblaster Costs >
Other Insertion Orders.
© 2008 Eyeblaster. All rights reserved
PO
1. From Client Services > Flights, select the desired flight.
2. Click Edit PO Numbers.
3. Enter the PO number in the relevant fields.
To enter the PO #:
The Edit PO Numbers page appears.
If a customer requires to know the PO number of the campaign/flight, he must enter it on the flight level.
© 2008 Eyeblaster. All rights reserved
Who receives invoices?To set the billing contact:
1. Open the Billing info section
2. Select the desired billing contact from the drop-down list
3. Enter the billing account name (This is not necessarily the account name)
4. Enter the account’s full address
© 2008 Eyeblaster. All rights reserved
Who receives invoices?
1. From Client Services > Accounts, select the desired account.
2. Click Users.
3. Click Add New.
The Add New page appears.
4. Select the Billing Person checkbox.
5. Choose as status „disabled“ if the user has only billing person role
To define a User:
© 2008 Eyeblaster. All rights reserved
© 2008 Eyeblaster. All rights reserved
Remember…...if we can’t find the
Billing Contactwe won’t be able to collect
the Money
© 2008 Eyeblaster. All rights reserved
Definitions
Payment terms (days): Amount of days the invoice will be due (from invoice date)• VAT/TAX Charge: Relevant for companies with UK / Mexico address, ticked automatically for accounts with office UK
• VAT Rate(%): % of VAT that will be charged on the invoice
• VAT#/TIN#: Customer's VAT number
• Legal Status: shows if an account requires an IO to be signed per campaign, only customers with agreements don't have to sign IO's.
• Discount/Credits: Feature is not working correctly and currently not in use
© 2008 Eyeblaster. All rights reserved
Billing per Time Zone
• Invoices are issued according to EST. To avoid discrepancies
between analytics and billing it is possible to bill a client according
to his time zone.
• Updating a billing zone will take affect only in the next month’s
billing (there will be no split billing for different time zones). The
month of the change will be billed in EST only.
• In both external and internal reports, revenue is displayed
according to the billing time zone.
© 2008 Eyeblaster. All rights reserved
ACM Definition for Advertisers
• Advertisers of accounts that have a valid ACM contract
• Are running Standard banners at an average volume of at least
10,000 impressions per month
• Are not using 3rd party tool for tracking.
© 2008 Eyeblaster. All rights reserved
Credit Process
• SM/Client notifiying credit controller (CC)
• CC confirming with SM and getting approval depending on amount:
• $0-1,000 SM
• $1,000-5,000 Director
• $5,000-10,000 VP
• $10,000+ GM
• CC Team issues credit according to the approval status.
© 2008 Eyeblaster. All rights reserved
Summary
Campaign billing check list:
• Who is paying?
• What kind of invoice does he need? Per campaign or for
all campaigns? This can be set on the account
level
• Do we have the full billing contact information on the
account?
• Is the correct rate card set for the account/campaign?
• PO – Does the customer need his internal PO number
to appear on the invoice?
© 2008 Eyeblaster. All rights reserved
Pre-Billing
Purpose:
• Prevent incorrect billing
• Avoid creating discomfort to our clients
• Expediting the collection process