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role based training  >  OFFICIAL BILLING

Official Billing

There are several items that have been determined by your cairs.net administrator that allows you to follow these steps to create a bill for either an individual account or for all of your accounts.  Such things as Organization Levels, Billing Cycle, System Settings, Billing Settings, etc.  This step-by-step instruction will help to create an official account, associate charges and finally run a bill.  


Before we even start to create accounts, let’s talk about what you are looking at when you view an account.  In the Understanding the Official Accounts Window we will give you an overview of the panes and ribbon groups.  


When navigating through the course you can click on any bolded text to go directly to the section in the Learning Center or simply use the links at the bottom of each module. 

Step 1: Create an Account

The first step in this process is to create an account.  This is just basic account information, like account number, what charges the account is responsible for whether call, one-time or recurring, category, mailing preferences, etc.  We will get to the rest of the information later!


Just the links:


·         Create an Official Account

Step 2: Create your Organizations

We all know that official accounts are related to organizations, so the next step is to create your organization.   There are three types of Organizations based on your levels; Parent, Child and Peer.  Your highest level organization is always a parent, the level below is a child, and the level below a child is still a child.  A peer organization is on the same level as another, it shares the responsibility of its other peers.  To learn about the three organization types click here.


After you have created the organization, you can associate the account or accounts.  Each organization can be responsible for multiple account and those accounts can be responsible for multiple charge types.      

 

Just the links:


·         Directory/Organization Introduction

·         Create your Organization Levels

·         Adding an Organization

Step 3: Associate an Org to a Set

Within the Device Properties pane, you are going to select your Organization.  From there, you will need to associate an Account for Calls and an Account for Equipment& Services.  Some important things to remember:


·         Charges Types – there are three different charge types so it is possible that you will have three different accounts associated to the set

·         There are a few different system settings that determine the amount of information in your account and organization dropdown lists, if you are not seeing the proper information please contact your cairs.net administrator

·         Your account doesn’t show up? If your account is not in the list it may be that it is not associated to the organization. 

·         You cannot select a charge type? You will need to access the account to make sure that the charge type is selected.


Just the links:


·         Configuring a Set

·         Accounts for Call Charges

·         Equipment or Service Associated to a Set

·         Official Account Configuration

Step 4: Call Charges

When a call is made, UCE sees that call and matches it to determine important information such as call time, extension, called number, duration, etc.  UCE also prices your calls based on your criteria.  In a matter of seconds your call is sent to the cairs.net database allowing you to view the call information.  Once it is in your database, the charges for the call are associated to the appropriate account. This is when the Accounts for Call comes in, this account is now responsible for all call charges made by this set (extension). 


Just the links:


·         Accounts for Calls


On a side note: There are a few actions you can perform on calls once they are in your database – these actions help to make sure the right account is being billed for the right charges.  These actions are:


·         Removing Duplicate Calls

·         Reprice Unbilled Calls

·         Remove Call Ownership


Before you perform any of these actions, please make a backup of your database!

Step 5: Equipment or Service Charges

After you have associated an account for equipment and services, you can start to associate all the equipment and/or services.  There are two places you can associate these, first you can associate it directly to the set. Second, you can associate them directly to the account.  Either way the account will be charges for any one-time or recurring charge. 


Just the links:


·         Equipment or Services Associated to a Set

·        Account Entries – Equipment and Services

Step 6: Run Bill

You have created the account, associated all the charges, now you are ready to finally run a bill.  You can run a bill for every single account within your database.  When you generate a bill for all accounts, this is based on the Billing Cycle, CES does not create the bill until the Run Day.


Alternately, you can create a bill for a single account number.  This allows you to make modifications to a single account number without having to re-generate the entire bill. 


Just the links:


·         Official Accounts – Manage Billing Cycle

·         Official Accounts – Running a Bill

·         Official Accounts – Billing Tools -Adjustments

Step 7: View Bill

Congratulations! You have successfully created a bill for an organization.  Now you can view the bill.  There are a few ways to do that:


1.       You can access the individual account

2.       You can access the folder that houses all the bills

3.       You can access the portal


Just the links:


·         Official Accounts – Billing Tools –Adjustments

·         System Admin – Billing Settings

·         Subscriber Portal

 

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