Aquira, RCS’s powerful CRM and sales proposal solution, features multi-role functionality that allows different users performing various tasks throughout the sales process. From Sales Representative inputting proposals, Traffic Managers to accepting and plotting contracts to Business Managers controlling their Accounts Receivable, Aquira can do it all. For this week’s RCS Live, Dawn Newberry, our Aquira specialist, joined us to review Aquira’s Accounts Receivable | Transactions and how Aquira can maximize your station’s efficiency.
Found under Accounts Receivable | Transactions, this is an area in which Business Managers and Traffic Administrators can identify a various amount of information, including Invoices, Payments, Journal entries and more. Starting with Transactions, this section will allow users to filter by specific information, including Account, Advertiser, and additional fields like Excluding $0.00, or filter out any advertisers who are in good standing with your station. For example, let’s say that a client called about an overpaid bill that the Traffic Manager needs to adjust. They could search by the account, but if that account has hundreds of transactions, they could further filter by the amount or invoice number. There’s also additional user-friendly options like organizing your results by a specific field or into each type of transaction.
Once you have your desired filtered results, we can begin to work within the Transactions workflow, like allocating payments. Aquira includes multiple allocation options, catering to your station’s needs. Specify your amount and then allocate to a single/multiple line item(s) or have Aquira distribute the allocated payments throughout the authorized outstanding invoices. You may find that some allocations are required to be paid out individually based on the contract, like a payment for a “Football Package” versus “February 2024 Campaign” or “Outstanding 2023 Campaigns.” Aquira can even allocate funds before the contract has expired, like a pre-paid invoice, with Advanced Allocations, also found under the Payments section. Essentially, you’re repeating the same Allocation step, however, by defining the payment within the Advanced Allocations subtab, Aquira will apply the allocation to the desired invoice, waiting until the campaign or contract has been fulfilled to properly invoice, allocate and document the process.
In regard to Invoices, let Aquira work with you, not against you. If it’s the end of month and time to close the month, then isolate your invoices based on specific fields, like Billing Frequency: End of Period. That will allow users to mass select and post your invoices. Aquira also includes proper checks and balances, so that if you are about to send out invoices, however, there are outstanding spots that need to be address, users will have to acknowledge outstanding issues before continuing the invoicing workflow. Those same checks and balances are available within the Clock Current Month task, featuring multiple confirmations, warnings, and detailed outstanding issues so that there is no confusion before you close your current month’s books.
As you can see, from a single seat, users can add a proposal, approve a contract, plot spotlines, and with a robust Accounts Receivable section, administrators can easily work within Aquira’s Transactions to view, edit, allocate, post invoices and more. If you’re looking for additional Aquira resources, don’t forget to review past videos on our RCS Live Archive or search for a specific keyword or topic like this Aquira search: https://www.rcsworks.com/?s=Aquira . We’ll be hosting more RCS Lives throughout 2024, as well as hitting the road with RCS Academy. For a full list of events, don’t forget to follow us on our social networks.