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Reports

Topics Discussed Below

Billing Reports

Creating a Report

Creating a Report Template

Generating a Report from a Saved Template

Deleting a Saved Template

Copy to New

Exporting your Report

Billing Reports

Billing reports allow you to create a variety of reports for billing data within your database. In order for you to generate a report, you must have run at least one bill. Cairs.net pulls data from the billing cycles to produce your report.

There are several different reports that you can create based on a variety of search parameters. Within the Report Setup pane, you create templates that allow you to generate the same report on a regular basis. Once a report is generate to your screen, you can then export the information to an excel spreadsheet or a PDF file.

There are five different report selections to choose from, each of the selections bases the charges and totals on a particular parameter. The five report selections are as follows:

·         Charge Summary – displays a list of the total one-time, recurring and call charges, adjustments and the total for each account number, the grand total for all charges displays at the bottom of the list

·         Charge Summary by Extension – displays the same information as the charge summary adding the extension/number and the total minutes and call counts. The grand total displays at the bottom of the list as well as a few average values.

·         Revenue – displays the same information as the charge summary adding the number of statements generated for the billing dates entered as well as the payment made for each account. Again the grand total displays at the bottom of the list as well as total based on statement and account.

·         Charge Summary by Organization – displays the same information as the charge summary adding all the organization levels and the total minutes and call counts. The grand total displays at the bottom of the list as well as a few average values.

·         Charge Summary by Org and Extension – displays the same information as the charge summary adding the extension/number and the organization and the total minutes and call counts. The grand total displays at the bottom of the list as well as a few average values.

·         Charge Summary by Accounts Top Organization – displays the same information as the charge summary adding only the top level organization.   All charges for lower level organizations display on the top level line. 

·         Charge Summary By Rollup Organization and Account – displays the same information as the charge summary, however, the charges for the each account number is rolled together for each organization. If an account number is associated to more than one organization, the appropriate charges are rolled into each organization.

·         Charge Summary Rollup By Organization – displays the same information as the charge summary however; the charges for all child organizations are rolled into the charges for the parent organization. For example, if you have the organization structure of Unique - Documentation, the charges for documentation would be included in the total for Unique.

·         Charge Summary by Rollup Organization and Extension – displays the same information as the charge summary, however, the charges for each extension is rolled into the charges for the parent organization. 

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Creating a Report

1.     Click the Accounting menu.

2.     In the Navigation pane, click Reports > Billing Reports.

3.     Within the right hand pane, the screen changes displaying two panes. Within the top pane complete the following field (required fields are marked with an asterisk (*):

·         Report Name* – type the name of the report to generate.  Be as specific as possible so you know what the report generates for future use.

·         Heading Text – type the heading text for the report, this information displays at the top of the exported report.

·         Report Selection* – click the drop-down arrow to access a list and from the list, select the type of report to generate, (please see the above descriptions).

·         Fiscal Year* – type the fiscal year.

! If this is a one-time report and it does not generate to the screen, remove the fiscal year and try to generate the report again. If you are creating a template, save the template and then generate the report.

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

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

·         Report Detail* – click the field to access a drop-down list and from the list select the report detail type: Detail and Total, Detail Only, or Total Only.

·         Exclude Zero Cost * – click the box to insert a checkmark indicating you do not want to see zero cost items within your report, leave the field blank to include all items within your report. 

·         Exclude Official  * – click the box to insert a checkmark indicating you do not want to see Official Accounts within your report or leave the field blank to include official accounts.

·         Exclude Unofficial *  – click the box to insert a checkmark indicating you do not want to see Unofficial Accounts within your report or leave the field blank to include unofficial accounts.

·         Show Separate Call Types * – click the box to insert a checkmark indicating you want your report to generate a total for each call type.

·         Show Separate Vendor Charges * – click the box to insert a checkmark indicating that you want your report to generate a total for each Vendor.

·         Account Number – to generate the report for a specific account number, click the drop-down arrow to access a list. From the list, select the account number.

·         TCO – to generate the report for a specific TCO, click the drop-down arrow to access a list.  From the list, select the TCO name.

·         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.

·         Organization Limit Scope – click the drop-down arrow to access a list from the list select the organization scope of the report, the following three options are available:

·         For Account Only

·         Organization and Children

·         Selected Organization Only

·         Category – to generate the report for a specific category, click the drop-down arrow to access a list. From the list, select the category name.

·         Mission Funded* – click the drop-down arrow to access a list and from the list, select one of the following chooses:

·         Yes – includes only the mission funded accounts within the report.

·         No – excludes mission funded accounts from the report.

·         Both – includes both mission funded and non-mission funded account numbers.

·         Portal Generation Option – click the drop-down arrow to access a list and from the list, select one of the following options:

·         Do Not Generate – selecting this option does not allow cairs.net to generate your report to Subscriber Portal

·         XLS – select this to generate an XLS version of your report to Subscriber Portal

·         PDF – select this to generate an PDF version of your report to Subscriber Portal

·         Both XLS and PDF – select this to generate both an XLS and PDF version of your report to Subscriber Portal

·         If this field is left blank, cairs.net does not send any information to Subscriber Portal.

4.   Within the Report Setup toolbar, click the Generate Report button. The report displays in the lower pane. 

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Creating a Report Template

1.       Click the Accounting menu.

2.       In the Navigation pane, click Reports > Billing Reports.

3.       Within the right hand pane, the screen changes displaying two panes. Within the top pane, create the search parameters for your report.

4.       Within the Report Setup toolbar, click the Save button.

The report name now displays in the drop-down field within the Report Setup toolbar.

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Generate a Report from a Saved Template

1.       Click the Accounting menu.

2.       In the Navigation pane, click Accounts > Billing Reports.

3.       Within the Report Setup toolbar, click the arrow next to (New Report) to access a drop-down list. From the list, select the name of the report to generate.

4.       Click the Generate Report button.

The report displays within the bottom pane. 

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Deleting a Saved Template

1.       Click the Accounting menu.

2.       In the Navigation pane, click Accounts > Billing Reports.

3.       Within the Report Setup toolbar, click the arrow next to (New Report) to access a drop-down list. From the list, select the name of the report to delete.

4.       Click the Delete button.

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Copy to New

This selection allows you to use an existing report template and add further search parameters onto it.

1.       Click the Accounting menu.

2.       In the Navigation pane, click Reports > Billing Reports.

3.       Within the Report Setup toolbar, click the arrow next to (New Report) access a drop-down list.  From the list, select the name of the report to copy.

4.       The report parameters displays within the upper pane, make any necessary modifications.

5.       At this point, you can either save the template or generate the report by clicking on the appropriate button with the Report Setup toolbar. 

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Exporting your Report

1.     Click the Accounting menu.

2.     In the Navigation pane, click Reports > Billing Reports.

3.     Within the Report Setup toolbar, click the arrow next to (New Report) access a drop-down list. From the list, select the name of the report to generate

Once your report displays within the bottom pane you can export the report.

4.     On the toolbar at the top of the screen, click the drop-down arrow next to Export. There are eight options to choose from:

·         Excel (All Levels) – exports the report to an Excel spreadsheet.

·         Excel (Top Level Only) – exports only the top level of information.

·         Excel (Expanded Levels Only) – exports the full detail for the expanded records to an Excel spreadsheet. The un-expanded records are in the file as a top level and you only see the summary line.

·         Excel (Multiple Files) – exports each account number into a separate file. When you select this option, the Browse For Folder pop-up opens allowing you select where to save the files. Within the pop-up select the folder, and click the OK button, the files display within Windows Explorer in the designated location.

·         PDF (All Levels) – exports the report to a PDF file.

·         PDF (Top Level Only) – exports only the top level of information.

·         PDF (Expanded Levels Only) – exports the expanded records full detail to a PDF file. The un-expanded records are in the file as a top level, and you only see the summary line.

·         Tab Delimited Text (Top Level Only) – exports the top level information into a tab delimited text file.

5.   The file opens allowing you to save or modify the file in the appropriate program. 

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