Here are the answers to frequently asked questions DDS receives regarding Electronic Invoicing.

I would like to get started with electronic invoicing. What do I have to do?
You need to find out two things from your traffic system vendor:

1. Is there is an option to generate EI in the standard 4A's flat file format?
2. How are the invoice files to be transported? For example: Is there a service or should you send the files directly yourself?

Which traffic systems are compatible with Donovan?
Radio
Columbine and JDS2000 (Encoda)
BuyMedia
CBSI and DATACOUNT (WICKS)

Local Television
BMS, BIAS, Columbine, JDS2000 (Encoda)
VCI, CBS in house, Univision

Network Radio
Counterpoint

Cable Network
Gabriel
Paradiam
BIAS

National Television
NBC
BMS

Does my traffic system have to be compatible with Donovan in order to do EI?
Donovan accepts electronic invoice files that comply with the Electronic Standard Station Invoice Format. This format is the current industry standard. You can download a copy of the technical specification for electronic invoice formats. Your traffic system has to generate the EI file in this format.

How do I know if I have the correct version of my traffic software for EI?
Ask your traffic system vendor directly.

What agencies can accept EI? Is there somewhere I can look up a list of participating agencies?
A listing can be found at www.donovandata.com/home/EDI_Participants. Click on "Participants", then click on "Electronic Invoicing" and find the spreadsheet entitled "Participating Buying Organizations".

Once I send an invoice electronically, how long will it take for the agency to receive it?
It will arrive at the agency within 24 hours.

I checked with my traffic vendor and they say they are not compatible with Donovan. Donovan says that they are. How do I find out who is right?
There may be different versions of your traffic system software; you need to find out which version you have and if it is capable of EI. If it is not, you will need to get a version that can create EI. DDS does not keep track of which versions of software produce EI. DDS uses the AAAA's flat file. This is the generally accepted version.

Does Donovan charge for EI?
No, the service of delivering your electronic invoices to the media buyers is free.

What start up and ongoing charges will my station incur for EI?
This is best discussed with your traffic system vendor.

How do I know what e-mail address to use to send the EI file?
Your traffic system vendor will be able to teach you how to send the EI file.

How do I direct the EI to one agency versus another?
Your traffic system vendor should be able to help in this area. Usually the EI will go to the agency name and address that the contract is for, unless you have a "bill to" override capability.

Will I know if there a problem and the agency does not receive the EI? How?
DDS offers an audit report the day following the invoice file upload. You may get the report directly if you upload directly to DDS or you may get a copy from your traffic vendor if the traffic vendor does the upload for you. In either case you should keep a record of the invoices you sent so you can compare that to the report you'll get. Other agency systems may also offer audit reports. Third party store and forward systems may also offer audit reports. These usually cost extra.

Who will train me to use EI?
Your traffic system vendor will train you how to produce the EI file. That is the first step. The second step is to determine a method to send it. If you have internet access, DDS offers an internet file transfer capability. Instructions how to use this are on the DDS web site. Log onto www.donovandata.com/invoices. There are other ways to send files offered by third-party processors for a fee. They will train you for their systems.

If there is a problem with EI who do I call?
Always start with your traffic system vendor. If there is a problem, DDS will always contact the traffic system vendor first so the vendor can determine if the problem is system related or user related. The vendor can make that distinction and either fix the file or contact you to do the same.

There are a team of people at DDS who work with the traffic system vendors and with stations who want to send their invoice files directly to the DDS website. You can send a note to EDIAdmin@dds.net to reach them and they will advise you accordingly.