If I had a nickel every time, I have heard that…
Let me explain. After every buy placed here at A3 Media, our traffic and reconciliation department sends out a brief (one sheeter) “Procedure Letter” to each vendor. This procedure letter details the items we will need from the vendor to help us review and then ultimately approve invoices for payment in a timely manner. Receiving this information is important for us, but it’s also important to the vendor as they all want to get paid.
The most important item on this procedure letter is where and how invoices are to be submitted. In addition, each advertising medium has unique requirements specific to the medium. For example: for out of home, we require proof of posting, for TV/Cable we require programming information, radio we need to see dayparts, etc. We remind the vendor, if there is Added Value on our campaign and it does not run, we will take credits. The point here is that all these requirements are listed and then sent to our vendors for signature prior to the start of all our campaigns. I will also add that our team schedule’s introduction calls with all our new vendors to introduce ourselves and go over these details that are listed on this “Procedure Letter.”
It’s now 6 weeks after this correspondence and the start of the campaign (solely with new vendors) when things can go a little sideways. At this point we have received our first invoice and now our team is looking for the information we had requested in our “Procedure Letter” to reconcile the invoice. We need to make sure that what was contracted, was in fact delivered. We need that information to approve invoices for payment as well as serve as supporting documentation to our clients that what they paid for was received. This might sound weird, but we prefer to pay promptly and not necessarily sit on invoices until the last minute. If we have the information that we need to approve payment, then it gets moved to final processing.
Often after we reach out to these new vendors, we get a response of “What Procedure Letter.” This usually sets off a few emails back and forth of some funny responses like “I didn’t sign any Procedure Letter” or my personal favorite is “O yeah, I remember that, but I didn’t read it.” It’s the ones that don’t read the letter, sign it, and send back that we have growing pains with. This letter is to help them as much as it’s helps us and our client. We have had several cases when a vendor would sign the procedure letter and agree to the terms just to get the buy.
We here at A3 Media have had the privilege of collaborating with some incredible people and vendors through the years. We are always adjusting our procedures to ensure that there are no surprises for both parties. We value our partnerships and want to work together to ensure smooth sailing ahead.