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Frequently Asked Questions
Contents
1 Receiving
1.1 Download
1.1.1How do I download my invoices?
1.1.2 What is the difference between the “inbox” folder and the “rcvd” folder?
1.1.3 I received an email with my invoices attached, but the attachment is just a list. Where are my invoices?
1.1.4 What is a doc ID?
1.1.5 I downloaded the invoices in my “inbox” folder, and the “inbox” folder disappeared. What happened?
1.1.6 How long will I have access to my invoices?
1.2 Valuemap
1.2.1What is valuemapping?
1.2.2I tried to download my invoices but got a “failed valuemapping” error. What is a valuemap error? How do I fix it?
1.3 General
1.3.1I want my invoices emailed to me. Why can’t you email them to me?
1.3.2How do I search for invoices from a particular station?
2 Sending
2.1 Upload
2.1.1How do I upload invoices?
2.1.2What happens to my invoices when I upload them?
2.1.3What is validation?
2.1.4What is a doc ID?
2.2 Target
2.2.1What is autotargeting? How do I create an autotarget?
2.2.2What is routing?
2.2.3How do I manually target and send invoices?
2.2.4My invoices(s) are green and I can’t do anything with them – what’s going on?
2.2.5What is a target?
3 Receiving and Sending
3.1 Print
3.1.1How do I print my invoices?
3.1.2I printed my invoices, but they stayed in my “inbox.” Why?
3.2 Archive
3.2.1I manually archived some invoices after downloading them. A few days later I needed to re-download them but I couldn't. Why? How can I re- download them?
3.2.2I’ve noticed that after 3 months my invoices disappear. Where are they going?
3.2.3What is archiving?
3.2.4What is the difference between main folders and archive folders?
3.2.5My invoices are gray and I can’t do anything with them – what’s going on?
3.3 General
3.3.1How do I get a list of agencies/stations that use eMediaTRADE?
3.3.2How do I search for an invoice using a particular invoice number?
3.3.3How do I log in to my account?
3.3.4I see a message that says, “you have x files waiting to be processed and x files currently processing. What does that mean?
3.3.5What are your support hours?
3.3.6What is your physical address?
3.3.7What is your administrative phone number?
3.3.8How long has eMediaTRADE been in business?
3.3.9How do I change my password?
3.3.10How do I update the contact information on my account?
3.3.11Do you have a privacy policy?
3.3.12What is the difference between an invoice and an affidavit?
3.3.13What is a trading partner?
3.3.14What is EDI?
3.3.15Why doesn’t eMediaTRADE use any VAN services?
If you have any suggestions or questions that are not answered by this FAQ page you can write or call us at:
eMediaTRADE
11800 Wills Road Suite 150
Alpharetta, GA 30009
770.642.7440
Receiving
Download
How do I download my invoices?
Invoices are downloaded directly from your account on eMediaTRADE’s website. You can download invoices that are in your “inbox” folder (new invoices) or your “rcvd” (received) folder (invoices already downloaded).
To download invoices:
1)Log in to your account at emediatrade.net.
2)Go to your “inbox” or “rcvd” (received) folder.
3)Select the invoices to be downloaded by checking the box to the left of the document ID numbers.
4)Click the blue highlighted DOWNLOAD button located in the green area of the upper right portion of the screen; a screen that says, Click here to download your results will open up.
5)Click the button that says, Click here to download your results, this will download a zip file of the invoices you selected to be downloaded.
NOTE: Depending on the number of invoices selected to download, it may take several seconds for the Click here to download your results button to show up.
6)Extract the zip files.
NOTE: Because all invoices download in a zip file, you will have to extract the invoices from the downloaded zip file before you can put them in your billing software. (The invoices inside the zip file will begin with a “V” or a “B.” Drag the invoices to your desktop. You can then put the invoices in your billing software.(If you have WinZip on your computer, all you have to do is double- click on the zip file.)
What is the difference between the “inbox” folder and the “rcvd” folder?
The “inbox” folder is for invoices that have not been downloaded yet. Once an invoice has been downloaded it automatically moves to the “rcvd” (received) folder.
I received an email with my invoices attached, but the attachment is just a list. Where are my invoices?
The notification emails that you receive are just that, notifications. The Excel sheet that is attached is a summary of the actual invoices that are waiting in your account.
To access your actual invoices you will need to log in to your account at and go to your “inbox.”
What is a doc ID?
A doc ID is a unique set of numbers that are assigned to every document that enters our system. Doc IDs are mostly a way to keep track of documents as they flow through the system.
A unique doc ID will be assigned to invoices at three different points—when it is uploaded, when it is sent, and when it is received.
I downloaded the invoices in my “inbox” folder, and the “inbox” folder disappeared. What happened?
The “inbox” folder will only appear if it contains files.
How long will I have access to my invoices?
New invoices stay in your “inbox” folder for 90 days or until they are downloaded. Once they have been downloaded they move to your “rcvd” (received) folder. Invoices will stay in your “rcvd” (received) folder for the remainder of the 90 days.
After 90 days, the system will auto-archive your invoices.
Your invoices are automatically discarded from the site forever after they have been in the system for a total of 7 months. This time includes the 3 months invoices spend in the “inbox” and “rcvd” (received) folders. Your invoices will automatically stay in the system for a total of 7 months unless you discard them before that time.
NOTE: All invoices clients wish to keep permanently should be downloaded before the 7-month archive time is expired. Please refer to the I manually archived some invoices after downloading them. A few days later I needed to re-download them but I couldn't. Why? How can I re-download them? and the How do I download my invoices? questions if you want to download archived invoices.
Valuemap
What is valuemapping?
Valuemapping is how we translate certain invoice fields that a station usually enters to a format that is accepted by an agency’s billing software.
I tried to download my invoices but got a “failed valuemapping” error. What is a valuemap error? How do I fix it?
A valuemap error occurs when a network code is not recognized. For example, many accounts do not recognize the new network code OWN for the new Oprah Winfrey Network.
If you get a valuemap error, email us at or call our customer service line at 770.642.7440 so we can update your account.
General
I want my invoices emailed to me. Why can’t you email them to me?
We do not usually email invoices because email is less secure than our web service. If you prefer, we can set up your account to send invoices to your email instead of to your “rcvd” (received) folder once they are downloaded.
To set this up, email us at or call our customer service line at 770.642.7440.
How do I search for invoices from a particular station?
1)Login to your account at emediatrade.net.
2)Go to your “inbox” folder (new invoices), your “rcvd” (received) folder (invoices already downloaded), or your "archive" folder (invoices that are older than 90 days).
3)Click the drop down menu that says doc ID.
4)Click the Station Name button.
5)Enter the station name in the blank field next to the drop down menu.
6)Left-click the SEARCH button. This is located next to blank field where you entered the station name.
7)A listing of all invoices for the station will be displayed.
NOTE: Do not just press the enter button on your keyboard. This will not work.
Sending
Upload
How do I upload invoices?
1)Login to your account at emediatrade.net.
2)Click the blue highlighted UPLOAD button located in the green area of the upper right portion of the screen.
3)Click the Choose File button and select the document you want to upload.
4)Click the Upload button below the Choose Filebutton.
A screen telling you your document will take a few moments to upload will appear. Your document is now in your “outbox” folder.
What happens to my invoices when I upload them?
They are either sent to the proper agency, or they go into your “outbox.” If they go into your “outbox” folder that means that they need a target rule, or an error has occurred.
To set a target rule refer to the What is autotargeting? and the How do I manually target and send questions. If an error occurs you can email our customer support at or call us at 770.642.7440.
What is validation?
Validation is the process that makes sure an uploaded invoice is compatible with the recipient's download rules. If an invoice doesn’t pass validation, it goes into the sender's outbox. If it does pass, then it auto-sends to the desired agency's “inbox.”
What is a doc ID?
A doc ID is a unique set of numbers that are assigned to every document that enters our system. Doc IDs are mostly a way to keep track of documents as they flow through the system.
A unique doc ID will be assigned to invoices at three different points—when they are uploaded, when they are sent, and when they are received.
Target
What is autotargeting? How do I create an autotarget?
Autotargeting is a rule set by a station to prevent the station from addressing each invoice manually (manual targeting). Autotargeting usually associates the agency ID field with a corresponding trading partner ID (TP id/agency).
To create an autotarget:
1)Login to your account at emediatrade.net.
2)Select the My Account button at the very bottom of the home page.
3)Click on the Target Rules button. This may take a while depending on how many target rules you already have.
4)Select the Add a Target button.
5)Enter the agency ID in the blank field, select the document type, turn auto-send on and click next.
6)From the drop down menu select agency ID. NOTE: You can select any field from your upload, but the agency ID tends to be the most dependable.
7)Enter the agency ID in the blank field, and click next.
8)Select the agency that you want future invoices to auto-send to from the list on the left, click the right arrow between the two fields, and click Finish.
What is routing?
Routing is essentially another term for autotargeting.
See the What is autotargeting? question for a definition of autotargeting and an explanation of how to set it up for you station(s).
How do I manually target and send invoices?
Target
1)Login to your account at emediatrade.net.
2)Go to your “outbox” folder folder.
3)Select the invoice to be sent by checking the box next to the doc ID.
4)Click the blue highlighted “TARGET” button located in the green area of the upper right portion of the screen, A screen with two boxes will appear.
5)Select a trading partner in the “Available Partners” box on the left side of the page.
6)Click the arrow pointing to the right to move the selected partner to the “Selected Partners” box on the right side of the page.
7)Click the “Save List” button below the boxes, a page saying you have successfully set your target will appear.
NOTE: Do not just press the enter button on your keyboard. This will not work.
Once a target is set for aninvoice you can easily send the invoice to the selected target.
Send
1)Go to your “outbox” folder.
2)Select the invoices to be sent by checking the boxes next to the doc IDs.
3)Click the blue highlighted “SEND” button located in the green area of the upper right portion of the screen
4)A screen asking you to confirm sending the invoices will appear, click the “continue” button.
5)Clicking “continue” will send your invoices and take you to a screen that displays the invoices in the “outbox” folder, waiting to be sent. The invoices will be highlighted in green and unalterable. Once the invoicessendthey will automatically go to the sent folder.
My invoices(s) are green and I can’t do anything with them – what’s going on?
This means that they are in the queue, waiting to be sent.
What is a target?
A target is the recipient of your invoice. Targeting an invoice is like addressing an envelope.
Receiving and Sending
How do I print my invoices?
To print PDF invoices:
1)Log in to your account at emediatrade.net.
2)For receivers: Go to your “inbox” folder (new invoices) or your “rcvd” (received) folder (invoices already downloaded).
For senders: Go to your “outbox” folder (uploaded invoices) or your “sent” folder
3)Select the invoices to be printed by checking the box to the far left of the invoices.
4)Click the blue highlighted PRINT button located in the green area of the upper right portion of the screen; this will open up a PDF window that shows the selected invoices.
5)Click the PRINT button on the PDF window.
I printed my invoices, but they stayed in my “inbox.” Why?
Invoices will only move to your “rcvd” (received) folder once they have been downloaded. The print function is completely separate from the download function. The print function does not download invoices.
To download invoices and move them from your “inbox” folder to your “rcvd” (received) folder refer to the How do I download my invoices? question.
Archive
I manually archived some invoices after downloading them. A few days later I needed to re-download them but I couldn't. Why? How can I re-download them?
You cannot download invoices from the “archive” folder. If you need to re-download or print invoices from the “archive” folder, you can move them to their previous folder by selecting them and clicking the restore button. Once the invoices are in their previous folder you can re-download them.
To download invoices from your “inbox” folder or the “rcvd” (received) folder refer the How do I download my invoices? question.
The system will auto-archive invoices after 30 days. New invoices are stored in your “inbox” folder. Previously downloaded invoices are stored in your “rcvd” (received) folder. The system is set up this way so you can easily retrieve old invoices if you need them. For most accounts, invoices only need to be accessed for a 30-day period.
I’ve noticed that after 3 months my invoices disappear. Where are they going?
Invoices are held for 3 months, unless the account holder discards them before that time.
Invoices will stay in your “inbox” folder or “rcvd” (received) folder for a total of 90 days from the date received. They will then move to your "archive" folder for 4 months. They remain in the system (either in the “inbox,” “rcvd,” or archive folders) for a total of 7 months.
What is archiving?
Archiving is the process of moving invoices that are no longer needed to a separate data storage device for long-term retention.
What is the difference between main folders and archive folders?
1)Main folders include your “outbox,” “inbox,” “sent,” and “rcvd” (received) folders.
A)“outbox” folder—invoices that have been uploaded, but have not been sent. Invoices stay here until they are either sent or discarded.
B)“inbox” folder—newly received invoices. Files stay here until they are downloaded or for 90 days.
C)“sent” folder—invoices that have recently been sent. Invoices stay in this folder until they are 90 days old.
D)“rcvd” (received) folder—invoices that have been downloaded. Invoices stay here until they are manually archived or the system archives them after 90 days.
2)Archive folders include your “archive” and “discard” folders.
A)“archive” folders—invoices that have been in the system for more than 90 days. Once invoices are archived, you can still print them, but you will not be able to download them directly from the “archive” folder. Files stay in this folder for 7 months. At this point they are automatically deleted from the system.
B)“discard” folders—invoices move here when they are discarded by the user. Invoices remain in this folder for 30 days or until the user removes them. After 30 days in this folder invoices are automatically deleted from the system.
My invoices are gray and I can’t do anything with them – what’s going on?
This means that they are in the queue, waiting to be discarded.
General
How do I get a list of agencies/stations that use eMediaTRADE?
1)Log in to your account at emediatrade.net.
2)Select the My Account button at the very bottom of the home page.
3)Click on either the Download the latest list of agencies signed up with eMediaTrade or the Download the latest list of stations signed up with eMediaTrade button.
4)This will open an Excel file with all of the agencies/stations on it.
If you want an up-to-date copy call our service line at 770.642.7440 and we’ll send you our most recent lists.
How do I search for an invoice using a particular invoice number?