eInvoices


	A Hosted Solution Automatic Email Notification Customer Administered Secure Log-in Easy Transition Tearsheet Interface Shoom Measuring Tool Dynamic Invoice Search Page	Report Generator Levels of Security Special Reports Authorization Profiles Levels of Administration Authentication Physical Security

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. (Back to top)
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 message lists all the new invoices for the recipient from the publication that is now available for viewing. An encrypted hyperlink in the email will take the recipient directly to his invoices. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)
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. (Back to top)

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.
(Back to top)

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 message lists all the new invoices for the recipient from the publication that is now available for viewing. An encrypted hyperlink in the email will take the recipient directly to his invoices.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.

(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.
(Back to top)

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.

(Back to top)