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Topics Discussed Below

Account Entries - Components

Viewing Related Components

Adding a Component (other than a set) to an Account

Adding a Configured Set to an Account

Removing a Component from an Account

Viewing the Component

Account Entries - Components

Within Account Entries, you can view the configured items associated to the account and the related charge types. This is also, where you will add component to the account. When you access the window there are two panes, the top pane displays a list of the components that are currently associated to the account and the following information:

·         Item Number or Name – displays the telephone number, circuit name, etc.

·         Item Type – displays the item type for example, Organization, Cell Phone Number, Telephone, Circuit Segment, etc.

·         Item Delete Date – displays the date the item was deleted from the account. The item still appears in the list, however, no charges are incurred.

·         Account Number – displays the account number

·         Site – displays the site name

·         Organization Name and Path – displays the organization name and the entire organization path

·         Billing Start and End Date – displays the date the account started to incur charges and the date the charges ended

·         Charge Type – displays the charge type the account is responsible for, there are four types: Call Charges, One Time, Recurring, and Both One Time and Recurring Charges.

A component may appear in the list more than once, depending on the charge types associated.

The lower pane allows you to search for components to add to the account. There are two tabs at the bottom of the pane, the Add Item Pick List is a general tab that will allow you to search for any component whether telephone, cell phone, circuit, etc. The Add Sets Pick List is more specific to configured sets, this tab allows you to search on fields within a set, for example, port, building name, room, etc.

Once you have associated the component to the account you can also associate equipment and services. 

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Viewing Related Components

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.

5.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. The top pane displays a list of the items related to the account. The lower allows you to associate more items to the account.

6.   The top pane displays the following item information:

·         Item Number or Name

·         Item Type

·         Item Delete Date

·         Account Number

·         Site

·         Organization Name and Path

·         Billing Start and End Date

·         Charge Type

7.   An item may appear in the list more than once depending on the different charge types. For example, if the account is responsible for one-time and call charges, each item may appear twice within the list.

8.   To view more detail, double click on the record to open the Assigned Accounts and Equipment window. This window allows you to associate additional equipment and services to the component. 

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Adding a Component (other than a set) to an Account

1.    Click the Accounting menu.

2.    Within the Navigation pane, click Accounts, then Official Accounts.

3.    Before the Account list populates, you must either:

·         Within the search box, type the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.    The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.

5.    Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. The top pane displays a list of the items related to the account. The lower allows you to associate more items to the account.

6.    Within the lower pane, there are two sections; the left hand side allows you to search for components to add to the account. The right hand side displays a list of instructions on how to add the component to the account.

7.    At the bottom of the pane are two tabs:

·          Add Items Pick List - this is a generic list of all items within your database, this could be anything from a circuit to subscriber to a set.

·         Add Sets to Pick List – this is a more specific list that pertains to only your configured sets.

8.    Click on the Add Items Pick List tab to perform a search, there are a couple of ways to find the component:

·         Within the Search textbox, you can type-in the entire component name or number or a portion of the name or number, then click on the magnifying glass

·         Click on the Show All button to view every component within your database

·         You can also use the Last Search button to display the list of items from your previous search

9.    Once the list displays, find your component to add to the account, double click on the record to open Assigned Accounts and Equipment window.

10.  Within the window there are three panes of information, the Configured Item pane displays the item name or number, item type (Telephone, circuit, etc) and the Delete Date

11.  The Accounts for Equipment and Services pane displays the account numbers that are associated to the item. There can be more than one entry in this pane depending on how the charges are distributed. Within the pane, you can add an account number to the configured item.

12.  The Equipment and Services pane displays a list of the equipment and services associated to the configured item. Within this pane, you can also add equipment and services to the item.

Adding an Account Number to the Configured Item

13.  Within the Accounts for Equipment and Services pane, click the row marked with the asterisk to enter in a new account number for the equipment and services. Complete the following fields, required fields are marked with an asterisk (*):

·         Charge Type* – click the drop-down arrow to access a list, then select one of the following choices:

·         Both One Time and Recurring Charges – bills the account for all one time and recurring charges

·         Recurring Charges - bills the account for only recurring charges

·         One-time Charges – bills the account for only one- time charges

·         Site* – once you click any of the drop-down lists, the site name auto-populates with the site selected on the General-Set Device window.

·         Subscriber Name – this field does not relate to official accounts.

·         Organization – if you have selected an account number associated to an organization, that organization name populates within the field. This is a read only field.

·         Account Number* – click the drop-down arrow to access a list of the account numbers and their associated organizations. If an account number is associated to multiple organizations, the account number appears in the list multiple times, for example if account number 2424 is associated to three different organizations, there are three appearances of the account number within the drop-down. Each account number references the different organization name.

From the list, select the account number and organization responsible for the charges.

! When you create an account number, you can assign it to an organization or to a subscriber; this designates the account as official or unofficial. If you select an account with an organization, it is most likely an Official Account. If you select an account where the organization is blank, it is most likely an Unofficial account and associated to a subscriber.

·         Billing Start Date* – click the drop-down arrow to access a calendar, from the calendar select the date to start the billing. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Billing End Date – click the drop-down arrow to access a calendar, from the calendar select the date to stop the billing for the equipment or service. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

14.  At this point, you should save your progress. Within the Actions ribbon group, click the Save button.

Adding an Equipment or Services to the Configured Item

15.  Within the Equipment and Services pane click on the row marked with an asterisk to add new equipment or services to the item. Use the drop-down lists or type the appropriate information in each of the following columns for the equipment or service , required fields are marked with an asterisk (*):

·         Equipment or Service Type* – click the drop-down arrow to access a list, there are three columns of information within the list:

·         Equipment or Service Types – displays the name of the equipment or service

·         Is Service Type – a checkmark indicates that the type is a service

·         Allow Cost Adjustment – a checkmark indicates that the you can adjust the cost of the equipment or service

Within the list, select the equipment or service type.

·         Equipment or Service Name* – click the drop-down arrow to access a list, and then select the equipment or service name. This list displays only the names associated to the type that you previously selected.

·         Part Name* – click on the drop-down arrow to access a list, select the part name.

·         Site – once you click any of the drop-down lists, the field auto-populates with the site name you selected in the Device Properties pane.

·         Serial Number* – this field may auto-populate after you select a part name, it may either contain None or Generate Automatically, if these are contained within the field do not change the selection. However, if the field is blank click the drop-down arrow to access a list, and select the appropriate serial number

·         Quantity – this field auto-populates with a pre-determined quantity amount. To change, click the field and type-in the new information.

·         One Time Cost – this field auto-populates with the equipment’s one-time charge.

·         Recurring Cost – this field auto-populates with the equipment’s recurring charge.

·         Total One Time Cost – displays the total one-time cost for the equipment item.

·         Total Recurring Cost – displays the total recurring cost for the equipment item.

Note: At the bottom of the list of equipment is a totals line displaying the one-time and recurring charges totals for all the equipment items within the list.

·         Install Date* – this field auto-populates with today’s date. To change the date, click the field to access a drop-down arrow, once clicked a calendar displays. From the calendar, select the date to install the new equipment. This is the date the charges start for billing purposes. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Delete Date – click the field to access a drop-down arrow. Once clicked, a calendar displays, from the calendar select the date to delete the item from the set. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Notes – click on the grey square in the field to open the Note popup that allows you to enter in any notes regarding the equipment or service.  Once you have finished typing the note, click on the OK button to save the note and close the popup.  Alternatively, you can click on the Cancel button to cancel the operation.  

·         Location – type the equipment or service location.

·         Last Recurring Bill Date – this field indicates the last date the piece of equipment generated a bill.

16.  You can continue to add equipment and services to the item, when finished, click on the Save & Close button within the Actions ribbon group to return to the Account.

You will notice that the item now appears in the Related to Account pane.

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Adding a Configured Set to an Account

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.

5.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. The top pane displays a list of the items related to the account. The lower allows you to associate more items to the account.

6.   Within the lower pane, there are two sections; the left hand side allows you to search for components to add to the account. The right hand side displays a list of instructions on how to add the component to the account.

7.   To add a set to the account, click on the Add Sets to Pick List tab at the bottom of the pane

8.   You need to search for the set to add to the account, there are a couple of ways to find the set:

·         Within the Search textbox, you can type-in the entire component name or number or a portion of the name or number, then click on the magnifying glass

·         Click on the Show All button to view every component within your database

·         You can also use the Last Search button to display the list of items from your previous search

9.   Once the list displays, find the set to add to the account, double click on the record to open the Set Management window.

10. Within the lower portion of the Facilities pane, click on the Accounts for Equipment and Services tab. The pane changes to display the accounts related to the different charge types for the equipment and services.

11. Click the row marked with the asterisk to enter in a new account number for the equipment and services. Complete the following fields, required fields are marked with an asterisk (*):

When you start typing in any field cairs.net will try to auto-populate information from within the account that is not already populated relating to the account. For example, when you are adding an account for calls and the account is associated to a organization and site, both those fields will populate within the Accounts for Calls pane.

·         Charge Type* – click the drop-down arrow to access a list, then select one of the following choices:

·         Both One Time and Recurring Charges – bills the account for all one time and recurring charges

·         Recurring Charges - bills the account for only recurring charges

·         One-time Charges – bills the account for only one- time charges

·         Site* – once you click any of the drop-down lists, the site name auto-populates with the site selected on the General-Set Device window.

·         Organization – if you have selected an account number associated to an organization, that organization name populates within the field. This is a read only field.

·         Account Number* – click the drop-down arrow to access a list of the account numbers and their associated organizations. If an account number is associated to multiple organizations, the account number appears in the list multiple times, for example if account number 2424 is associated to three different organizations, there are three appearances of the account number within the drop-down. Each account number references the different organization name.

From the list, select the account number and organization responsible for the charges.

! When you create an account number, you can assign it to an organization or to a subscriber; this designates the account as official or unofficial. If you select an account with an organization, it is most likely an Official Account. If you select an account where the organization is blank, it is most likely an Unofficial account and associated to a subscriber.

·         Billing Start Date* – click the drop-down arrow to access a calendar, from the calendar select the date to start the billing. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Billing End Date – click the drop-down arrow to access a calendar, from the calendar select the date to stop the billing for the equipment or service. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

12. When you have added the account number to the set click the Save & Close button within the Actions ribbon group to return to the Account, you will notice that the item now appears in the Related to Account pane.

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Removing a Component from an Account

1.    Click the Accounting menu.

2.    Within the Navigation pane, click Accounts, then Official Accounts.

3.    Before the Account list populates, you must either:

·         Within the search box, type the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.    The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.

5.    Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to remove from the account.

The Assigned Accounts and Equipment window opens.

6.    Within the Account for Equipment and Services pane, right click on the selector box next to the charge type, a popup menu opens, within the box click Delete.

7.    Once you click Delete, a message box appears verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.

8.    To save your changes, click on the Save & Close button within the Actions ribbon group to return to the Account.

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Viewing the Component

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

2.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.

3.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to view.

The Assigned Accounts and Equipment window opens.

4.   Within the Related Item Actions ribbon group, click on the Open Item button. This opens the components window allowing you to make changes.

5.   If you do make any changes make sure to save them by clicking either the Save or Save & Close button within the Actions ribbon group.

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