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Electronic invoices: technical specs

The following is a proposed electronic data interchange (EDI) format for an electronic copy of station broadcast invoices to be sent to advertising agencies or their data processing services, over communication lines or via some other electronic media.

This format has been developed by Mediaocean. which hereby irrevocably authorizes its use by any party.

The structure is based on variable length records which are identified by record codes separated by record delimiters and comprised of variable length fields. The fields within records are variable length, positionally defined and separated by field delimiters.

RECORD TYPE RECORD CODE COMMENTS
Agency 21 At the start of invoices for a new agency.
Station 22 At the start of invoices for a new station.
Payee 23 At the start of invoices for a new payee.
Standard Comment (Top) 24 Comment to print on all invoices above the schedule portion.
Standard Comment (Bottom) 25 Comment to print on all invoices below the schedule portion.
Invoice Header 31 One for each invoice.
Invoice Comment (Top) 32 Comment to print for this invoice above the schedule portion. Will print after any standard top comments.
Schedule Line 41 One for each schedule line within an invoice.
Broadcast Detail 51 One for each actual spot.
Reconciliation 52 As needed for each broadcast detail.
Comment    
Schedule Comment 42 Comments associated with an individual schedule line.
Invoice Comment (Bottom) 33 Comment to print for this invoice below the schedule portion. Will print before any standard bottom comments.
Invoice Total 34 One for each invoice.
Transmission Total 12 At the end of each transmission.

The sequence of the records is significant. For example, a schedule line record must be followed immediately by the associated actual broadcast detail and reconciliation remark records (if any), and then by its schedule line comments (if any).

A typical record sequence would be-

Agency

Station

Payee

Standard
Comments (Top)

Standard
Comments (Bottom)

Invoice Header

Invoice
Comment (Top)

Invoice Comment (Bottom)

Schedule Line

Broadcast Detail

Broadcast Detail

Reconciliation Comment

Broadcast Detail

Schedule Comment

Schedule Line

Broadcast Detail

Broadcast Detail

Schedule Line

Broadcast Detail

Invoice Comment (Bottom)

Invoice Total

Invoice Header…Invoice Total

Invoice Header…Invoice Total

Invoice Header…Invoice Total

Agency Header

Invoice Header…Invoice Total

Station
Header

Agency
Header

Invoice Header…Invoice Total

Transmission
Total

The first field in each record must be a valid record code.

Each record must be terminated by a record delimiter – new line character, hex, 15 (EBCDIC).

Field within each record will be positional, variable length, and terminated by field delimiter – semicolon, hex 5E. Semicolons cannot appear within a field.

If there is no data for a given field, it still requires a delimiter to mark its position unless there are no subsequent fields in the record that contain data. A record delimiter can always be used to terminate the record after the last field that actually has data.

Much of the data is optional and will not be used in the currently anticipated application. Required records and fields are marked with an asterisk in the record descriptions that follow.

Invoices should be sorted by agency within station.

The length stated below is the maximum length for each field.

Dollar amount fields should not contain decimal points or commas. They must be preceded by a ‘-’ if negative.

FIELD AGENCY RECORD LENGTH TYPE COMMENTS
1 *RECORD CODE 2 AN 21
2 *AGENCY ID 8 AN  
3 *AGENCY NAME 30 AN  
4 *ADDRESS LINE 1 30 AN  
5 ADDRESS LINE 2 30 AN  
6 ADDRESS LINE 3 30 AN  
7 ADDRESS LINE 4 30 AN  

The Agency Record identifies the agency for all following invoices until another Agency Record occurs.

FIELD STATION RECORD LENGTH TYPE COMMENTS
1 *RECORD CODE 2 AN 22
2 *CALL LETTERS 4 AN (will be 4 numeric
for LC)
3 *MEDIA TYPE 2 AN TV, R. LC, NC, N, X
4 *BAND 2 AN AM, FM, X, TV
5 STATION NAME 30 AN  
6 ADDRESS LINE 1 30 AN  
7 ADDRESS LINE 2 30 AN  
8 ADDRESS LINE 3 30 AN  
9 ADDRESS LINE 4 30 AN  
10 STATION COMPUTER
SYSTEM
15 AN Please see
Appendix
11 STATION GST
REGISTRATION NUM
20 AN For Canadian GST
or HST Registration Number
12 STATION QST
REGISTRATION NUM
20 AN For Canadian QST
Registration Number

The Station Record identifies the Station for all the following invoices until another Station Record occurs.

FIELD PAYEE RECORD LENGTH TYPE COMMENTS
1 *RECORD CODE 2 AN 23
2 NAME 30 AN This field was
previously required
3 ADDRESS LINE 1 30 AN  
4 ADDRESS LINE 2 30 AN  
5 ADDRESS LINE 3 30 AN  
6 ADDRESS LINE 4 30 AN  

The Payee Record identifies the Payee for all following invoices until another Payee Record occurs.

FIELD INVOICE HEADER
RECORD
LENGTH TYPE COMMENTS
1 *RECORD CODE 2 AN 31;
2 REPRESENTATIVE 25 AN  
3 SALESPERSON 25 AN  
4 *ADVERTISER NAME 25 AN  
5 *PRODUCT NAME 25 AN  
6 *INVOICE DATE 6 N YMMDD
7 ORDER TYPE 15 AN Mid Flight CL if
needed
8 AGENCY ESTIMATE
CODE
10 AN See note 1
9 *INVOICE NUMBER 10 AN  
10 *BROADCAST MONTH 4 N YYMM
11 INVOICE PERIOD
START DATE
6 N YYMMDD
12 INVOICE PERIOD END
DATE
6 N YYMMDD
13 SCHEDULE START DATE 6 N YYMMDD
14 SCHEDULE END DATE 6 N YYMMDD
15 CONTRACT START DATE 6 N YYMMDD
16 CONTRACT END DATE 6 N YYMMDD
17 BILLING
INSTRUCTIONS
25 AN  
18 RATE CARD NUMBER 10 AN  
19 AGENCY COMMISION FLAG 1 AN Y=yes, N=no
20 SALES TAX PERCENT 10 N Include decimal
point
21 AUDIENCE PERCENT
(FOR TAX)
10 N Include decimal
point
22 REP ORDER NUMBER 10 AN  
23 STATION ORDER
NUMBER
10 AN  
24 STATION ADVERTISER
CODE
8 AN  
25 AGENCY ADVERTISER
CODE
8 AN See note 2
26 STATION PRODUCT
CODE
8 AN  
27 AGENCY PRODUCT CODE 8 AN See note 3
28 STATION CONTACT 25 AN  
29 AGENCY CONTACT 25 AN  
30 DUE DATE 6 AN YYMMDD
31 NETWORK FOR LOCAL CABLE 4 AN Not used for Local Cable – see 51 Record. Can be used for Agency Package Code for National Cable
32 TRADING PARTNER
CODE
8 AN  
33 DEAL NUMBER 10 AN Optional
34 REP ID 10 AN National Rep or LOC
for Local
35 PACKAGE CODE 3 N Optional for Cable
Networks
36 REFERENCE INVOICE
NUMBER
10 AN The invoice being
replaced
37 REFERENCE INVOICE
CODE
2 AN The version being
replaced
38 INVOICE VERSION
CODE
2 AN The version of current invoice, See note 4
39 NATIONAL LOCAL CODE 2 AN N=National, L=Local (future)
40 Special Paying Rep Code 3 AN Special Paying Rep
  1. For invoices to be processed at Mediaocean, the estimate field should contain a number between 1 and 250
  2. For invoices to be processed at Mediaocean, the agency advertiser code field should contain a 2 or 3 character alpha­numeric code. The first two characters must be alpha or a number from 1 to 5, the third may be alpha or a number from 0 to 9 or it may be blank.
  3. For invoices to be processed at Mediaocean, the agency product code field should contain a 2 or 3 character alpha­numeric code where the first character must be alpha, the second and third characters can be alpha or a number from 0 to 9, or the third character can be blank. Mediaocean agency cannot use NO, ZZZ, ALL, YES, UNA, or AAA as valid products. For piggybacks two codes should be present, separated by a space.
  4. An Invoice Version Code should not be present if the invoice has not had a version modification.
FIELD INVOICE COMMENT (TOP) LENGTH TYPE COMMENTS
1 RECORD CODE 2 AN 32
2 COMMENT 130 AN  

Top printing Invoice Comments print above the Schedule lines but after any top printing Standard Comments. There is no fixed limit on their number.

FIELD STANDARD COMMENT (TOP) LENGTH TYPE COMMENT
1 RECORD CODE 2 AN 24
2 COMMENT 130 AN  

Standard Comment records apply to all following invoices until replaced. Replacement is not line by line but for the whole set of top printing comments. In other words, once a comment set has been established and used (i.e. it has been followed by at least one Invoice Header) in order to make any changes to it you must replace the entire set. A single ‘24’ record with a zero length comment will cancel any top printing standard comments that may be in effect. A maximum of 5 top printing standard comments may be
present.

FIELD STANDARD COMMENT (BOTTOM) LENGTH TYPE COMMENT
1 RECORD CODE 2 AN 25
2 COMMENT 130 AN  

Treated the same as top printing Standard Comments. Use this for affidavit warrant.

FIELD SCHEDULE LINE
RECORD
LENGTH TYPE COMMENTS
1 RECORD CODE 2 AN 41
2 LINE NUMBER 3 AN  
3 DAYS OF WEEK 7 AN MTWTFSS – blank in a given position means this day omitted.
4 START TIME 4 N HHMM -military time: If fields are
5 END TIME 4 N zero filled, see comment record 42.
6 RATE DETAIL 3 AN Use MG for makegood; use PKG for package.
7 RATE PER SPOT 10 N  
8 NUMBER OF SPOTS SCHEDULED FOR THIS INVOICE LINE 3 N  
9 LINE START DATE 6 N YYMMDD
10 LINE END DATE 6 N YYMMDD
11 PLAN CODE 10 AN  
12 PACKAGE CODE 10 AN  

To handle multiple day/time period combinations on the same schedule line (e.g. Monday through Friday, 600p to 700p, Saturday 630p-730p), simply repeat the schedule line record for each combination. The line number must be the same on all repeats, but all other fields beside the days and start andend times are ignored.

FIELD SCHEDULE COMMENT LENGTH TYPE COMMENT
1 RECORD CODE 2 AN 42
2 COMMENT 130 AN  

Schedule Comments print immediately after the associated Schedule line. There is no fixed limit on their number.

FIELD BROADCASTDETAIL LENGTH TYPE COMMENT
1 *RECORD CODE 2 AN 51
2 *RUN CODE 1 AN Y=spot ran, N=did not run
3 *RUN DATE 6 N YYMMDD
4 DAY OF WEEK 1 N Monday=1, Sunday=7
5 *TIME OF DAY 4 N HHMM – military
6 *TYPE (SPOT LENGTH) 3 N Seconds. For minutes: 3=30, 6=60, 12=20
7 COPY ID 30 AN Commercial codes – see note 1.
8 *RATE 10 N NC if spot is missed. See note 2.
9 CLASS 3 AN  
10 PIGGYBACK 6 N Second split e.g. 020010=20/10
11 MAKEGOOD DATE 1 6 N YYMMDD – see note 3.
12 MAKEGOOD DATE 2 6 N YYMMDD
13 MAKEGOOD TIME 1 4 N HHMM – military
14 MAKEGOOD TIME 2 4 N HHMM – military
15 MAKEGOOD LINE # 3 N If fields are zero filled, see remarks for record 52.
16 ADJUSTMENT DR 10 N  
17 ADJUSTMENT CR 10 N  
18 PROGRAM DESCRIPTION 40 AN  
19 - BILLBOARD INDICATOR 1 A Y, N
20 -LENGTH 3 N SECONDS
21 -VIDEO COPY ID 30 AN See note 1
22 -AUDIO COPY ID 30 AN See note 1
23 SERIAL NUMBER 12 AN Optional
24 NETWORK for Local Cable 3 AN For Local Cable Only
25 Network Integration Cost 10 N Rate for Integration Charge
26 PACKAGE for Network Only 3 N Package code for the Unit
  1. Twelve character Industry Standard Commercial Identification (ISCI) code. In the case of piggybacks there should be two commercial codes separated by a space.
  2. If a spot is flagged as N in the run code and has no charge, it will show on the facsimile but will not count toward total spots and it will not convert into the agency invoice program.
  3. These MAKEGOOD dates and times refer to the schedule start and end dates and times of the line being made good.
FIELD RECONCILIATION REMARKS LENGTH TYPE COMMENTS
1 RECORD CODE 2 AN 52
2 REMARKS 20 AN  

Reconciliation remarks are associated with actual broadcast detail records or directly with schedule line records if there are no broadcast details for the line.

There is no fixed limit on their number.

FIELD INVOICE COMMENT (BOTTOM) LENGTH TYPE COMMENTS
1 RECORD CODE 2 AN 33
2 COMMENT 130 AN  

Bottom printing Invoice Comments print after the schedule line but before any bottom printing Standard Comments. There is no fixed limit on their number.

FIELD INVOICE TOTAL LENGTH TYPE COMMENTS
1 *RECORD CODE 2 AN 34
2 INVOICE CONFIRMED COST 11 N  
3 *ACTUAL GROSS BILLING 11 N  
4 *AGENCY COMMISSION 11 N  
5 *NET DUE 11 N  
6 RECONCILIATION DR 11 N  
7 RECONCILIATION CR 11 N  
8 RECONCILIATION TOTAL 11 N  
9 STATE TAX 11 N Canadian GST here
10 LOCAL TAX 11 N Canadian QST here
11 PRIOR GROSS BALANCE 11 N  
12 PRIOR NET BALANCE 11 N  
13 NUMBER OF SPOTS 11 N  
14 GST (CANADA) 11 N No longer used
15 PST (CANADA) 11 N No longer used

 

FIELD TRANSMISSION TOTAL LENGTH TYPE COMMENTS
1 *RECORD CODE 1 AN 12
2 NUMBER OF INVOICES 5 N  
3 GROSS TOTAL (ACTUAL) 11 N