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INVOICE

MANAGER

Updated January 2010
CONTENTS

Invoice Manager

Login

Folders

All

Deleted

Duplicates

Errors

Pending

Processed

Sent

Viewed

Agency Mapping

Printing Invoices

Frequently Asked Questions

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Invoice Manager

Login

Login to the following site:

Folders

After successful login, the folders on the left side of the screen allow the user to navigate the site.

All

All shows all invoices for the selected broadcast month.

Deleted

Deleted shows all invoices that have been deleted for the selected broadcast month.

Duplicates

Duplicates show all duplicate invoices for the selected broadcast month.

Errors

The ERRORS folder contains the invoices that could not be processed. The Invoice Manager Station Admin is able to fix agency mapping errors which occur the first time an invoice is transferred for an agency. All other errors must be resolved by the RadioInvoices Admin by contact them by email at . In the email, please indicate your user name and the broadcast month where the errors are appearing.

Pending

The PENDING folder is currently not used and will be removed in the next update of the web site.

Processed

Invoices in the PROCESSED folder are marked to be processed and sent to the agencies. This process is performed on a daily every business day.

Sent

Invoices in the SENT folder have been processed and are available for the agency to pick up in their designated delivery method. The agency will either receive the invoice directly into their stewardship system, or they will login to RadioInvoices.com and find the invoice available in their NEW folder.

Viewed

The Viewed invoices folder allows the Station Admin to check the agency status of the invoice.

Descriptions of Status:

Viewed: Invoice was viewed by agency on RadioInvoices.com

Downloaded: Invoice was downloaded by agency on RadioInvoices.com

Delivered: Invoice delivered to agency’s stewardship system.

Agency Mapping

Invoices in the ERROR folder with the description “Unable to resolve an agency identifier” are the only errors that can be resolved by the Invoice Manager Station Admin. All other errors need to be addressed by emailing .

Step 1: Click on the detail line of the error description “Unable to resolve an agency identifier” for the invoice that has an agency that needs to be mapped.

Step 2: The agency mapping screen will appear. Please verify the agency name before continuing.

Step 3: In the alphabet keypad, select the first letter of the agency name. The “Available Agencies" dropdown list will be populated.

Step 4: Select the “Available Agencies” dropdown list to select the agency you want to map.

Step 5: Then select the agency office if there is more than one agency office listed for that agency.

Step 6: Click the Match button to accept the mapping.

Click the Cancel button to cancel.

If the agency is not set up in the system, it cannot be mapped. It first needs to be set up by the RadioInvoices admin by sending an email to ith the following information:

  • Agency Name * REQUIRED
  • Agency Contact Name * REQUIRED
  • Agency Contact Phone Number
  • Agency Contact Email * REQUIRED
  • Agency Address, City, State, Zip * REQUIRED
  • Agency Stewardship (software system that the agency uses to reconcile the invoices. All systems are supported – examples are STRATA, Donovan, Mediabank, Mediaplex, etc. Agencies can also opt to view/print invoices from website and download industry standard 4As EI file.)

Once the agency has been sent up, the mapping steps outlined mapping steps need to be completed once for each agency identifier sent over to the RadioInvoices environment.

Printing Invoices

The Station Admin can print an invoice after it has been processed, i.e. it is in the SENT or VIEWED folders. From either folder, select the invoice(s) by putting check marks and click the VIEWED button and another screen will appear with the invoice(s) to be printed.

(Note: Please make sure you have your pop-up blocker accepting windows from this site, or hold down the CTRL key while selecting the VIEW button which will bypass the Pop-up Blocker)

Frequently Asked Questions

1Q: How can I find the most up to date list of agencies set up for delivery on RadioInvoices.com?

A: On the Invoice Manager web site, right click on the “Agency List” at the top of the screen to download the PDF file of all of the active agencies.

2Q: How can I change my password?

A: Send an email to .

3Q: How can I get help on the web site besides emailing ?

A: Contact Lori Beck at 773-293-8207 or Ryan Weiss at 773-293-8222.

4Q: There is an agency I would like to have set up in RadioInvoices.com. How can I get them set up?

A: Send an email to with the following information:

  • Agency Name * REQUIRED
  • Agency Contact Name * REQUIRED
  • Agency Contact Phone Number
  • Agency Contact Email * REQUIRED
  • Agency Address, City, State, Zip * REQUIRED
  • Agency StewardshipAgency Stewardship (software system that the agency uses to reconcile the invoices. All systems are supported – examples are STRATA, Donovan, Mediabank, Mediaplex, etc. Agencies can also opt to view/print invoices from website and download industry standard 4As EI file.)