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Configured Items - Set Management

Topics Discussed Below

 

·         Adding an Account for Equipment and Services

·         Adding Equipment or Services to a Configured Set

·         Deleting Equipment or Services from a Configured Set

·         Deleting an Account Number from a Set (Equipment & Services)

·         Viewing Equipment or Services

Equipment or Service Associated to a Set

Each set can have multiple pieces of equipment or services associated. It is important to remember that if you are billing for any equipment or services that you also associate an account number for the related charges.  

Adding an Account for Equipment and Services

You can associate a few different account numbers to this set for the different charge types associated with your equipment and services. For example, you can a separate account numbers for recurring and one-time charges.  Alternatively, you can have one account number for all charges associated with the equipment, services, and calls. 

1.       Click Configured Items.

2.       In the Navigation pane, select Set Management > Configured Sets.

3.       Depending on the amount of records you have 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 and then click the magnifying glass.

·         Click the Show All button.

4.       The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.

5.       The Set Management window opens.

6.       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 equipment and services. 

7.       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

! If you choose to assign an account number as a default for call charges, you can still assign separate account numbers for certain buttons.  The selections within the Accounts for Calls tab overrides the selection made within this pane.  

·         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 – click on the drop-down arrow to access a list, and from the list select the appropriate subscriber

·         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.

8.       Within the Actions ribbon group, click Save (to save and stay) to continue working with the set, or click Save & Close (to save and exit) to return to the Set Management list.

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Adding Equipment or Services to a Configured Set

1.       Click Configured Items.

2.       In the Navigation pane, select Set Management > Configured Sets.

3.       Depending on the amount of records you have 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 and then click the magnifying glass.

·         Click the Show All button.

4.       The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.

5.       The Set Management window opens.

6.       Within the lower portion of the Facilities pane, click on the Equipment and Services tab.  The pane changes to display the equipment and services associated to the set. 

! Before you can add equipment and/or services to a set, you need to associate an account number.  This allows for any charges to be billed properly.

7.       To add a new piece of equipment or service, click on the row marked with an asterisk. 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.

! 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.

·         Technician – click the drop-down arrow to access a list, from the list select the technician name.

·         Location – type the equipment or service location.

·         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.  

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

8.       Within the Actions ribbon group, click the Save button (save and stay) to continue working with this set or click the Save & Close button (save and exit). 

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Deleting Equipment or Services from a Configured Set

1.       Click Configured Items.

2.       In the Navigation pane, select Set Management > Configured Sets.

3.       Depending on the amount of records you have 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 and then click the magnifying glass.

·         Click the Show All button.

4.       The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.

5.       The Set Management window opens.

6.       Within the lower portion of the Facilities pane, click on the Equipment and Services tab. The pane changes to display the equipment and services associated to the set. 

7.       Within the list, right-click the selector box next to the equipment or service type, a small pop-up menu opens, within the box click Delete.

8.       Once you click Delete, a message box displays, within the box there are two choices:

·         Set Delete Date as today – use this to attach today as the delete date. When CES runs, it deletes the item from the set and the billing will end as of today’s date.

·         Remove the row permanently – use this to delete the item permanently from the set, this deletes the item from the set without a delete date attached. This selection prevents prorated billing for the last month of use. Once you click ok, the item is removed from the Equipment and Services pane.

·         Cancel – this selection cancels the entire delete operation and returns you to Set Device.

9.       Click the appropriate option button, and then click Ok to continue, or Cancel to stop the operation. If you have selected Set Delete Date as today, today’s date populates within the Delete Date field.

10.   To complete the deletion, within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.

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Deleting an Account Number from a Set (Equipment & Services)

1.       Click Configured Items.

2.       In the Navigation pane, select Set Management > Configured Sets.

3.       Depending on the amount of records you have 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 and then click the magnifying glass.

·         Click the Show All button.

4.       The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.

5.       The Set Management window opens.

6.       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. 

7.       Within the list, right click on the selector box next to the charge type, a small popup menu opens, within the box click Delete.

8.       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.

9.       Once selected, cairs.net draws a line through the item allowing you to delete multiple items at once.

10.   If you do not want to delete an item, right-click the record to access a popup menu, from the popup, click Undelete.

11.   Once you select Undelete, a message box appears verifying that you really want to keep the account. Click Yes within the box to continue or No to cancel the operation.

12.   Within the Actions ribbon group, click Save (to save and stay) to continue working with the set, or click Save & Close (to save and exit).

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Viewing Equipment or Services

There are several options available when viewing the equipment and services related to a set.  At the top of the Equipment and Services pane is a dropdown box click on the arrow to select the statue that you want to view, you can choose from one of the following statuses:

·         Active Charges – displays a list of the active equipment and services in your billing cycle.  This will be mostly recurring charges. After charges are billed, they will be moved to the inactive charges list.

·         Inactive Charges – displays a list of the equipment and services that have been billed for, this will be mostly one-time charges. 

·         Installed – displays a list of the equipment and services that has not been deleted. If you do not do any sort of billing this list will be the same as the active charges list. 

·         Deleted – displays a list of equipment and services that have been deleted, with a delete date on the record.  Any equipment or service that was deleted permanently (with no delete date) will not appear in any list as it no longer appear in the system. 

·         All – displays a list of the equipment and services related to the record regardless of status. 

Next to the status dropdown box are two checkboxes, one for equipment the other for services.  They are both checked to indicate that you want to see both equipment and services within the list.  To only view equipment or services click on the box to remove the appropriate checkmark, the list changes to display your selection.  

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