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role based training  >  UNOFFICIAL BILLING

Unofficial Billing

There are a several items that have been determined by your administrator that allows you to follow these steps to create a bill for an unofficial account.  Your administrator has determined such things as your billing cycle, system settings, billing settings, etc. 

This step-by-step guide will help you to create an unofficial account with subscriber information, associate charges and finally run a bill. 

Before we start to add accounts, let’s take a minute to talk about the information you see when you view an unofficial account.  In Understanding the Unofficial Accounts Window, we will give you an overview of the panes and ribbon groups and the information in each.  

When navigating through the course you can click on any bolded text to go directly to the section in the Learning Center or simply use the links at the bottom of each module. 

Step 1: Create an Account with Subscriber Information


The first step in the process is to create your unofficial account.  We will start with basic account information, like account number, what charges the account is responsible for whether call, one-time or recurring, category, mailing preference, report preferences, etc.

Next we are going to create a subscriber to associate to the account.  This is done right in the account window, once you enter the required fields and click save the subscriber is created and you can view their information either in the account or in Subscribers.

Just the links:

·         Create an Unofficial Account

·         Viewing Subscriber Information

Step 2: Associate a Subscriber to a Set

Within the Device Properties pane, you can associate a subscriber to the set.  From there you will need to associate an Account for Calls and an Account for Equipment & Services.  If your account does not show up in the list, make sure that you have associated all three charge types. 

Just the links:

·         Configuring a Set

·         Accounts for Call Charges

·         Equipment or Service Associated to a Set

·         Unofficial Account Configuration

Step 3: Call Charges

When a call is made, UCE sees that call and matches it to determine important information such as call time, extension, called number, duration, etc.  UCE also prices your calls based on your criteria.  In a matter of seconds your call is sent to the database allowing you to view the call information.  Once it is in your database, the charges for the call are associated to the appropriate account. This is where the Accounts for Call comes in, this account is now responsible for all call charges made by this set (extension). 

Just the links:

·         Accounts for Calls

On a side note: There are a few actions you can perform on calls once they are in your database – these actions help to make sure the right account is being billed for the right charges.  These actions are:

·         Removing Duplicate Calls

·         Reprice Unbilled Calls

·         Remove Call Ownership

Before you perform any of these actions, please make a backup of your database!

Step 4: Equipment or Service Charges

After you have associated an account for equipment and services, you can start to associate all the equipment and/or services.  There are two places you can associate these, first you can associate it directly to the set. Second, you can associate them directly to the account.  Either way the account will be charged for any one-time or recurring charges. 

Just the links:

·         Equipment or Services Associated to a Set

·         Account Entries – Equipment and Services

Step 6: Run Bill

You have created the account, associated all the charges, now you are ready to finally run a bill.  You can run a bill for every single account within your database.  When you generate a bill for all accounts, this is based on the Billing Cycle, CES does not create the bill until the Run Day.

Alternately, you can create a bill for a single account number.  This allows you to make modifications to a single account number without having to re-generate the entire bill. 

Just the links:

·         Unofficial Accounts – Running a Bill

·         Unofficial Accounts – Billing Tools - Create a Bill

Step 7: View Bill

Congratulations! You have successfully created a bill for a Subscriber.  Now you can view the bill.  There are a few ways to do that:

1.       You can access the individual account

2.       You can access the folder that houses all the bills

3.       You can access the portal

Just the links:

·         Official Accounts – Billing Tools - Create a Bill

·         System Admin – Billing Settings

·         Subscriber Portal


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