GNM_SLM_Orders_FS

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• 1. .Introduction

     1. Purpose

GNM authorises 3rd parties to reuse GNM content by means of individual licences and longer term contracts. Each licence starts as a request from an existing or potential customer. In more conventional terms each request can be thought of as an order.

• 1. Scope

This document is intended as a high-level document outlining how Customers’ orders are recorded and processed within SLM. It does not include the details of the automated interfaces between SLM and Oracle AR which are described in separate documents.

This is not a detailed functional specification from which the system could have originally been developed.

Separate Technical specifications document the implementation of these functions.

• 1. .Orders

All requests to re-use GNM content are recorded in SLM, linked to the customer making the request. These requests, or orders, are maintained by the syndication sales team and also by the RCS administrator.

• 1. Customers

In order to record an order from a customer the customer record must exists in the SLM database. The process of recording new customer details is described in another document in this set.

• 1. Recording new orders

To record a new order the user must first must find the customer record and then they can enter the customer’s request.

When entering a new request the user must do the following:

• • Identify the content requested and when and where it was published;

  • Confirm the rights required by the customer;

  • Agree the fee(s);

  • Determine any royalty fee due;

  • Make any legal checks; and

  • Get prior approval from the original contributor if it is required.

To facilitate this process the following features exist:

• • The customer may have a fee profile or rights profile which gets copied into new requests; and

  • The user can choose to copy the details of a previous request, or just the usage, content, fees or rights from a previous request.

• 1. Order processing

Once recorded the request is processed until either a licence is issued or the request is cancelled. In the meantime it is regarded as having a pending status, or it may be put on hold.

Pending orders can be reviewed in two screens:

• • Pending sales screen; and

  • Review a customer’s requests screen.

If GNM has been supplied with insufficient information to process the request then a request for information is issued to the customer.

In order to issue a licence the fees and rights must be agreed with the Customer, GNM must have the authority to license the content, and the contributor may need to give their approval. A legal check must also be done. Quotes can be sent to the customer in advance of the licence agreement being finalised and issued.

If GNM does not have the right to licence the content the request is cancelled and passed on to the original contributor.

If a licence is issued and a royaoty fee is due then a royalty advice letter is sent to the contributor i.e. if a royalty is due. However this is delayed until the fees have ben received from the customer, just in case they do not pay the full amount or do not pay at all. The royalty fee payment instruction is sent to Oracle AP automatically.

Once the licence is issued the order details are sent to Oracle AR in the form of an invoice instruction. Oracle AR then issues an invoice to collect the fees due, unless a pre-payment has already been received.

• 1. .Correspondence

     1. Letters

There are a number of letters that support the order processing function as follows:

• • Prior approval request to contributor;

  • Forward enquiry to contributor;

  • Cancellation letter;

  • Royalty advice to contributor; and

  • Quote reminder.

These letters are issued by the system when the user triggers them. Where an email address is available the letters are emailed automatically; otherwise they need to be printed and posted by the syndication sales executives, or by the RCS Administrator.

• 1. Quotations and Licences

The system also issues quotations and licences based on term-sheet definitions recorded in the database. Again this is triggered by the user.

• 1. .Royalties

Royalty fees are paid back to freelance contributors when sales of their content are made provided the contributor agreed a royalty fee percentage in the terms they agreed with GNM.

These payments are delayed until money has been received from the customer.

• 1. .Order reports

Two order / request reports are available in SLM:

• • Sales summary report; and

  • Delayed royalties report.

End of Document