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learning center  >  ACCOUNTING - UNOFFICIAL ACCOUNTS  >  Unofficial Accounts Configuration

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Items Discussed Below

Adding an Unofficial Account

Deleting an Unofficial Account

Modifying an Unofficial Account

Viewing an Unofficial Account

Adding an Unofficial Account

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts and then Unofficial Accounts.

3.       There are two ways to add an Account:

·         Within the tool bar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Accounts.

·         Within the Actions pane, click Add New Billing Account.

4.       With either option the General – Account window opens (If you have automatic numbering turned on then the window name is Automatic By Setting – Accounts). There are four information panes within the Account pane. Complete the following fields (required fields are marked with an asterisk (*)):

·         Account Number* – type the account number. This field can contain numbers, letters and/or symbols. If the field reads ‘Automatic By Setting’, the account number is auto-created by the system.

·         Mailing Address – click the drop-down arrow to access a list and from the list, select the mailing address of where to send the bills.

·         Category – click the drop-down arrow to access a list, and from the list select the account category.

·         Call Charges* – click the box to insert a checkmark indicating the account is responsible for all charges incurred from calls.

·         One Time Charges* – click the box to insert a checkmark indicating the account is responsible for all one-time equipment and service charges.

·         Recurring Charges* – click the box to insert a checkmark indicating the account is responsible for all recurring equipment and service charges.

·         Account Type* – this field auto-populates with Unofficial indicating you are creating an unofficial account.

·         Mission Funded – click the box to insert a checkmark the field indicating the charges associated with the account are mission funded.

·         Mail Delivery Preference* – click the drop-down arrow to access a list, and from the list select whether the contact receives the entire bill, notification only or nothing by mail.

·         E-mail Delivery Preference* – click the drop-down arrow to access a list, and from the list select whether the contact receives the entire bill, notification only or nothing by e-mail.

·         Account Miscellaneous 1 - 10 – use these fields to add any additional account comments.

·         Exclude From Financial Summary – click the box to insert a checkmark in the box, this indicates that you want to exclude this account number from the Financial Summary. Leave the field blank to include the account number in the summary.

·         Created Date – This field auto-populated with the date you created the account number. The field populates after you save the information. To change the created date, click the field to access a drop-down arrow, click the arrow to access a 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.

5.       Within the Equipment and Services pane, click on the Subscriber Information tab to associate subscriber to the account you are currently creating. Complete the following information within the pane (required fields are indicated by an asterisk (*)):

·         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 – 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 appears. Each level of the organizational tree is separated by a >. Once you select an organization, the complete path populates within the field.

·         Organization Path - displays the complete path to the organization name. Each level is separated by >.

·         Authorized – this field defaults to include a checkmark to indicate that the subscriber is authorized to access the Subscriber Portal. Click the box to remove the checkmark to indicate that the subscriber cannot access Subscriber Portal.

·         Disabled – this field defaults to include a checkmark to indicate that the subscriber is disabled, click the field to remove the checkmark to indicate the subscriber is active.

·         Last Name – type the subscriber’s last name.

·         First Name – type the subscriber’s first name.

·         Middle Name – type the subscriber’s middle name.

·         User Name – type the subscriber’s user name (used to access their subscriber information within Subscriber Portal, if applicable).

·         Alt Sub Number – type the alternate subscriber telephone number.

·         Rank – click the drop-down arrow to access a list, and from the list select the subscriber’s rank.

·         Branch – click the drop-down arrow to access a list, and from the list select the subscriber’s branch.

·         Grade – click the drop-down arrow to access a list, and from the list select the subscriber’s grade.

·         Rate – click the drop-down arrow to access a list, and from the list select the subscriber’s credit limit.

·         TCO – click the drop-down arrow to access a list, and from the list select the subscriber’s TCO.

·         Commanding Officer – click the drop-down arrow to access a list, and from the list select the subscriber’s Commanding Officer.

·         Publishing Option* – click the drop-down arrow to access a list, and from the list select the publishing option for the subscriber’s information. The following options are available:

·         Published

·         Non-Published

·         Classified

·         Temporary

·         Both Published and Classified

·         Alternate

·         Job Description – type the subscriber’s job description, if applicable.

·         E-Mail Address – type the subscriber’s e-mail address.

·         Contact Phone Number – type the subscriber’s contact phone number.

·         Key Word – type a name allowing operators to perform a precise subscriber search. For example, if the Subscribers last name is Smith, the key word can be the first name.

·         Date Added* – 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. 

·         Account Type – this field auto-populates to Unofficial.

·         Comments – type any additional comments regarding the subscriber.

·         Subscriber Misc 1 – 5 - use these fields to add any additional subscriber comments.

6.       Once charges are associated to the account, the Bill Summary and Account Balance Summary pane displays information.

7.       Within the Actions ribbon group, click Save (to save and stay) to continue adding information for the account, or click Save & Close (to save and exit) to return to the Unofficial Account list.

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Deleting an Unofficial Account

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts and then Unofficial 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. Highlight the account to delete. There are two ways to delete an account

·         Within the tool bar directly above the Navigation pane, click the red X.

·         Once highlighted, click the Delete Billing Account link within the Actions pane.

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

6.       If there are account associations (a warning message displays notifying you that there is existing information associated to the account), cairs.net does not allow the account number to be deleted. Click Continue to remove the assignments.

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Modifying an Unofficial Account

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts and then Unofficial 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 that matched your search criteria. Double-click the account to modify. The Accounts window opens

5.       Modify the fields as necessary.

6.       Within the Actions ribbon group, click Save (to save and stay) to continue modifying accounts, or click Save & Close (to save and exit) to return to the Unofficial Accounts list.

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Viewing Unofficial Accounts

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts and then Unofficial 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. Use the Views pane to sort the Accounts list based on a common category or characteristic. The following views are available:

·         Simple List (default view)

·         Detailed List

·         Accounts by Charge Type

·         Account Status

·         Pending Status Changes

·         Accounts with Bad Checks

·         Unofficial Accounts Billing Summary

·         Unofficial Report Preferences

·         Accounts by Bill Delivery Dates

·         Accounts by Building

·         Custom View - this selection allows you to create a custom view by dragging and dropping column headers to create a line display.

5.       To select a different view, click the option button next to the selection. There are two ways to populate the list:

·         Within the search box, type any portion of a record and then click the magnifying glass.

·         Click the Show All button.

6.       If available, click the plus sign (+) next to the group to view the individual records.

7.       Double-click the record to view the Account window.

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