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Official Accounts

Topics Discussed Below

Adjustments

Applying a Credit or Debit

Viewing Adjustment History

Creating a Bill

Viewing the Bill you Created for an Acct Number

Official Account - Adjustments

Adjustments

You handle refunds and adjustments the same way within cairs.net. You can enter a credit (refund) to the account allowing the positive balance to apply to the next generated bill. Alternatively, you debit (adjust) the account to apply a balance to the next generated bill.

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Applyng a Credit or Debit

Remember that when applying a refund to an account, the credit amount does not apply until you generate the next bill cycle.

1.    Click the Accounting menu.

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

3.    To populate the Account list, 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. The Account window opens, and defaults to show the Billing Account information.

5.    Within the Billing Tools ribbon group, click the Refunds and Adjustments button. Within the solid blue line below the ribbon, click the circle next to either:

·         Credit (Refund) – apply funds to an account.

·         Debit (Adjustment) – add charges to the balance statement.

6.    Within the top pane, complete the following information (required fields are marked with an asterisk (*)):

·         Adjustment Amount* – type the adjustment amount. When you enter in the amount, type the total amount with a decimal point. If you fail to enter in the decimal point cairs.net adds one in the appropriate location, for example if you type $100, cairs.net converts that to $1.00 instead of $100.00.

·         Adjustment Date* – this field auto-populates with the current date. 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.

·         Type of Service Name – click the drop-down arrow to access a list and from the list select the Type of Service

·         Site – click the drop-down arrow to access a list and from the list, select the site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site. Each site level is separated by a >.

·         Organization Name – click the drop-down arrow to access a list from the list, select the name of the organization. The organization drop-down list displays the bottom-most organization first. After the ~~the complete path to the selected organization displays. Each level of the organizational tree is separated by a >. Once you select an organization, the complete path populates within the field.

·         Note – type any necessary information for why you are applying an adjustment.

7.    Directly below the top pane, on the right-hand side of the screen, click the Apply Adjustment button.

8.    The information moves from the top pane to the Pending Adjustments pane.

9.    When you generate the next bill, the refund or adjustment applies to the account.

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Viewing Adjustment History

In order for a credit or debit to apply to an account, you must generate the bill for the next bill cycle. After generating the bill, there are two ways to view the applied adjustments.

First, within the Billing Tools ribbon group, click the Refunds and Adjustments button. Any adjustments made to the account displays in the Adjustment History pane. Cairs.net designates a credit with the amount encased in parenthesis while a debit does not have parenthesis.

Second, on the Billing Account screen (Show ribbon group Billing Account button), select a bill period from the drop-down box in the middle of the screen. The bill summary displays on the lower portion of the screen. Click the Adjustments tab to view the credits and debits applied to the account.

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Creating a Bill

After you apply any adjustments to an account the customer may want a revised bill. The Create Bill button allows you to generate a new bill for only the account you are viewing. You may have to perform a rollback on the account number before you can generate a new bill, cairs.net does not allow you to generate multiple bills for a single billing cycle. To learn how to perform a rollback see: Billing Tools - Rollback a Bill - Performing a Rollback.

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, The Accounts window opens.

5.   Within the Billing Tools ribbon group, click the Create Bill button.

! If a bill has already been generated for this account number in the current billing cycle, you need to perform a rollback. A rollback allows you to remove the previous bill for just this account.

6.   The Create Bill pop-up opens. Complete the following bill fields (required fields are marked with an asterisk (*)):

! Some of the following fields auto-populate with information you have previously designated. When you enabled and created a billing cycle, you determined the information that displays in these fields.

·         Bill From Date* – this field populates with the last date of the previous bill period. 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.

·         Bill To Date* – this field populates with the current date. 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.

·         Fiscal Year* – this field populates with the current fiscal year. To change the information, click the field and type the correct fiscal year.

·         Due Date* – this field auto-populates with the bill due date. 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.

·         Date Mailed –you can type the date you mailed the bill or you can click the drop-down arrow to access a calendar. From the calendar select the date that you mailed the bill.

·         Date Emailed –you can type the date you emailed the bill or you can click the drop-down arrow to access a calendar. From the calendar select the date you emailed the bill.

·         Last Delivery Attempt Date – this field displays the date that CES last attempted to deliver a bill by either method.

·         Date Copied – this field indicates the date the bill was copied

·         Previous Statement Balance - displays the balance of the previous statement for the account number

7.   Once you have completed the information within the pop-up, click the Run Bill button to produce the bill for this account.

Viewing the Bill you Created for an Acct Number

When you create a bill, the bill information automatically displays in the Account Balance Summary pane within the Billing Account screen. To view the detailed bill, complete the following steps:

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. The Account window opens, and defaults to show the Billing Account information.

5.   Within the Bill Summary pane, click the Select billing period drop-down box (in the upper right-hand corner of the pane). From the list, select the billing period to view.

6.   The Bill Summary pane displays the following information:

·         Charge Category

·         One Time Charges

·         Recurring Charges

·         Call Charges

·         Current Charges

·         Funding and Adjustments

·         Previous Balance

·         Current Balance

7.   Within the lower portion of the screen, several information tabs display various portions of the bill. You can view the following information by clicking the appropriate tab:

·         Balance Summary – displays the bills generated on the account and the total charges, payments and adjustments made on the account. Any amounts seen within parentheses are credits to the account.

·         Number/Circuit Summary – if multiple set devices and/or circuits are associated to the account, this tab displays the device name, total one-time charges, total recurring charges, and total call charges. To view the full details, click the plus sign (+) next to the number or circuit name.

·         One-Time Charges – displays only the one-time charges associated to the account. Within the column on the left hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.

·         Recurring Charges – displays only the recurring charges associated to the account. Within the column on the left hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.

·         Calls – displays a list of the call data associated to the account. Within the column on the left hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.

·         Funding/Payments – displays a list of funding/payments credited to the account.

·         Adjustments – displays a list of adjustments made on the account.

 

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