Calls

Within Calls you can view a wide range of your call data.  Calls come into your database via UCE, where the calls are matched on a particular pattern to determine call type, duration, calling extension, called number, just to name a few.  The calls are also prices based on the rate tables within UCE.  There are five menu options within Calls:

• Active Calls – you can view the most recent call data
• Reprice Calls Requests – if changes to your rate tables occur after the calls are processed, you can reprice them based on the rate tables within cairs. When you reprice calls a CES process is initiated, this menu option displays the request made and their status
• Archived Calls – you can view the archived calls, these are calls that have been billed on and archived out of your active calls
• Call Record Archive – this menu option allows you to archive call records out of the active call database. You can archive or restore calls here.
• Rejected Calls – sometimes there may be an extension out there that does not exist within cairs, this menu option displays a list of those extension making calls and the total cost.

Active Calls

The Active Calls Section shows all current call information in the Active Calls file. Cairs.net provides optional methods for viewing call information depending on the information you are interested in. There are several view chooses within the Views pane, the Simple View is the default. This view provides detailed information about each individual call. By clicking the option button next to the any of the remaining views, you can sort the information based on the common characteristic the following options are available:

 

·         Simple View	·         Call Type
·         Extension	·         Organization
·         Subscriber	·         Date Called
·         Called Number	·         Site
·         Switch	·         State
·         City	·         Country
·         Trunk	·         Greatest Cost
·         Most Frequently Dialed	·         Greatest Duration
·         Custom View	·         Last Call

 

View Active Call Records

1. Click the Accounting
2. In the Navigation pane, click Calls and then Active Calls.
3. Depending on the amount of call records that you have within your database, the list may not populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of a call record (site name, extension, etc.) then click the magnifying glass.
  • Click the Show All

4. Once the list populates, click the plus sign (+) next to the call type to view each call record.
5. Within the Views pane, there are 15 ways to sort (based on different characteristics) your active call database. You can refer to a view as a sort order. When you make a selection within the Views pane, the list on the right-hand side of the screen changes to the specified sort order. The following is a list of the different views:

• • Simple View – sorts the list based on account number and includes all the other views in column form.
  • Call Type – this is the default view. Cairs.net lists the calls by type.
  • Extension – sorts the list based on calling extension.
  • Organization – sorts the list based on the organization associated with the account number.
  • Subscriber – sorts the list alphabetically by the subscriber name associated with the account number.
  • Date Called – sorts the list based on the date the call was made.
  • Called Number – sorts the list based on called number.
  • Site – sorts the list based on the site name associated with the account number.
  • Switch – sort the list based on switch name associated with the account number.
  • City – sorts the list based on the city name associated with the account number.
  • Country – sorts the list based on the country name associated with the account number.
  • Trunk – sorts the list based on the trunk used to make the call.
  • Greatest Cost – sorts the list based on call price from most to least expensive.
  • Most Frequently Dialed – the list displays the most frequently dialed number based on duration. The called number with the highest duration displays at the top of the list.
  • Greatest Duration – the list displays the extension with the greatest duration of total calls.
  • Custom View – this selection allows you to create a custom view by dragging and dropping column headers to create a line display.

6. To change the view, click the option button next to your selection. The list changes to the appropriate selection.
7. To view all the calls within a selection, click the plus sign (+) next to the category name.
8. Use the view and the search functionality together to produce various types of reports. Once the list (report) displays, export the information to an Excel or PDF file.

Creating a Custom View

1. Click the Accounting
2. In the Navigation pane, click Calls and Media Imports > Active Calls.
3. Within the Views pane, select Custom View. Within the Active Call list, there are two panes: the top pane will show the custom line display once created, as well as all the column headers that you can choose from. The lower pane displays the report.
4. Within the top pane, click a field and drag it to the top of the pane to add it to your custom line display.
5. To remove a column header from the line display, double-click the name.
6. As you add fields to the line display, the report changes to reflect the added or deleted fields.
7. Once your custom summary is complete, you can export the information into an Excel or PDF file.

Exporting Active Calls

1. Click the Accounting
2. In the Navigation pane, click Calls and then Active Calls.
3. Depending on the amount of call records that you have within your database, the list may not populate. perform one of the following actions:

• • Within the search box, type any portion of a call record (site name, extension, etc.) then click the magnifying glass.
  • Click the Show All

4. Once the list is populated, you can export the information.
5. Within 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 all call records to an Excel spreadsheet. If you have several call records in your database, this procedure may take a moment.
  • Excel (Top Level Only) – exports only the top level of information. For example, if you have sorted the list by call type, only the calls types and associated information export into an Excel spreadsheet.
  • 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 Call Type to a separate file.
  • PDF (All Levels) – exports all call records to a PDF file. If you have several call records in your database, this procedure may take a moment.
  • PDF (Top Level Only) – exports only the top level of information. For example, if you have sorted the list by call type, only the calls types and associated information export into a PDF file.
  • 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 of calls into a tab delimited text file.

6. The file opens on your screen allowing you to save or modify the file in the appropriate program.

Duplicate Calls

Often times, duplicate calls display in the active call database. Those duplicate calls can be removed from within the database.

Find Duplicate Calls

1. Click the Accounting
2. In the Navigation pane, click Calls and then Active Calls.
3. Depending on the amount of call records that you have within your database, the list may not populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of a call record (site name, extension, etc.) then click the magnifying glass.
  • Click the Show All

Once the list populates, you can remove the duplicate calls.

4. There are two ways to remove Duplicate Calls from within the database:

• • Within the Actions pane, click the Find Duplicate Calls.
  • Within the tool bar directly above the Navigation pane, click Find Duplicate Calls.

5. The Duplicate Call Record Removal Wizard displays. Select the date range for when you want to remove the duplicate calls.
6. The Date From box displays 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. Once at the appropriate month and year, click the number to select the date. The date populates in the box.
7. The Date To box also displays 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.
8. Once you have selected the dates, click the Next button in the lower right-hand corner. Alternatively, to cancel the wizard, click the Cancel button in the lower left hand corner.
9. The search result displays a list of the duplicate calls within the Active Call database.
10. From within this screen you can modify the call records and fix any discrepancies within the calls.
11. When finished, click the Next
12. The next screen allows you to verify that you want to remove the list of call records from the database. At this point, you still have the option of cancelling the wizard by clicking the Cancel button in the lower left hand corner.
13. To remove the duplicate call, click the Finish The duplicate calls are removed.

Reprice Unbilled Calls

Most of the time, the calls that are collected within UCE are priced. However, the pricing structure can vary requiring you to reprice calls. This menu option allows you to reprice the calls without having to re-run the calls through UCE. Before you can reprice calls, a System Administrator needs to create the following items within System Admin àCall Record Setup:

• Rate Types
• Zone Group (if applicable)
• Rate Group
• Dial Codes
• Call Types
• Call Pricing Group

Once the call record has been set up, you can create a search parameter within Active Calls and generate a request to reprice the calls using the rates established within cairs.net. Once CES receives the request, it completes the request and returns the status to Accounting àCall and Media Imports àReprice Calls Requests.

Repricing Calls

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Active Calls.   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:

• • Click the Show All
  • Within the search box, type any portion of the record and then click the magnifying glass.

3. Click the double drop-down arrow next to the magnifying glass. The screen changes to display the advanced search options within the top pane. Once you have created a parameter, the results of the search populate within the lower pane.

Within the top pane, create a search parameter to narrow the field. Here are a few basic rules:

• • Next to each search field is a search criteria descriptor such as Contains, Equal to, Between, etc. This descriptor tells the system how to look for the information within the fields. You can select a different descriptor by clicking the field’s descriptor button.
  • You can create a basic search parameter, for example, searching for a subscriber. Within the subscriber field, type the name or a portion of the name.
  • You can create a search parameter that includes multiple items. For example, you can search for a site and organization. To do so, type the name or a portion of the name into each field.

Once you have entered the search parameters, the search string displays within the text box next to Show All.

4. To view the results of the search, click the magnifying glass next to the text box.
5. Once the results populate within the lower pane, click the Reprice Calls link within the Actions
6. To view the submitted request, click Accounting àCall and Media Imports àReprice Calls Requests.

Viewing Repricing Call Requests

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Reprice Calls Requests
3. A list of all the repricing requests populates. The newest request displays at the top of the list.
4. Within the status column, you can view what is happening with your request (whether or not it was executed, completed, failed, etc.).

Remove Call Ownership

When calls come into your cairs.net database, directory/account information is associated with the calls. However, that directory/account information may not be correct for the call records. In order to remove the wrong information and replace it with the correct information, three processes need to be performed:

First, you will remove the wrong information from the call records by performing the Remove Call Ownership action within Accounts à Calls à Active Calls.

Second, you need to update the directory and account information relating to the extension. Within Configured Items à Set Management à Configured Sets, update the information for the extension.

Finally, your cairs.net administrator can update the directory information relating to the call records. Within System Admin à Service Management, the Update call record data process will need to be run.

Once these three processes are complete, the correct information displays on the call record.

Removing Call Ownership

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Active Calls.  Before the list populates, you need to create a search parameter.

3. Click the double drop-down arrow to the right of the magnifying glass. The screen changes to display the advanced search options within the top pane. Here are a few basic rules when creating a search parameter, to narrow the field:

• • Next to each search field are search criteria descriptors: Contains, Equal to, Between. These descriptors tell the system how to look for the information. You can select a different descriptor by clicking the field’s descriptor button.
  • You can create a basic search parameter, for example, searching for a subscriber. Within the subscriber field, type the name or a portion of the name.
  • You can create a search parameter that includes multiple items, for example, you can search for a site and organization. To do so, type the name or a portion of the name within each field.
  • Pay close attention to the Call Date field. The Date field allows you to remove the information relating to call records for a portion of the billing cycle. For example, the call record had a subscriber for the first 10 days of the cycle and a different subscriber for the remainder; you can remove the wrong subscriber for the first 10 days of the cycle or vice versa.

Once you have entered the search parameters, the search string displays within the text box next to Show All.

4. To view the results of the search, click the magnifying glass next to the text box.

When you are creating a search parameter, you are creating the list of call records with the wrong directory or account information.

5. Within the Actions pane, click the Remove Call Ownership A message box displays saying that this a time consuming operation and are you sure you want to proceed. Click the Yes button to proceed or the No button to cancel the operation.
6. If the call records are already associated with a bill, the bill for the account number needs to be rolled back.
7. Once the call records are free of the wrong information you can now update the set and perform a call record update.

Reprice Call Requests

As you make requests to reprice calls within Active Calls, the requests are listed here. Once you make a request, CES sees the request and completes the action. Within the list, pay close attention to the Status column, this column tells you whether the request is not executed, cancelled, in process or completed.

Deleting a Request

You can delete a request that has is not in process or executed.

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Reprice Calls Requests. 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

3. Within the list, highlight the request to be deleted.
4. Within the Actions pane, click the Delete Request .
5. Requests that are in process or completed cannot be removed or cancelled.
6. If the request status is Not Executed, a message box displays telling you the request has been successfully cancelled. Click OK to continue.

Refresh Status

When you click the Refresh Status link within the Actions pane, the Status of each request refreshes. When a process in complete, the status changes to complete, and the records updated and records skipped columns display the appropriate numbers.

Archived Calls

The Archived Calls Section provides you with a list of Archived Calls. Use the options in the Views pane to select the view based on the specific information you are interested in. There are two main views:

• Call Summary – Call Summary is the default views option and provides a summary for all the archived calls in the database. You can view call information by call type and get specific information regarding these calls. A summary chart based on call type can be displayed.
• Simple View – Provides detailed information about each call.
• The additional nine view options sort the call records and provide specific information you may want to view.

Viewing Archived Call Records

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Archived Calls.
3. Depending on the amount of call records that you have within your database, the list may not populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of a call record (site name, extension, etc.) then click the magnifying glass.
  • Click the Show All

4. Once the list populates, click the plus sign (+) next to the call type to view each call record.
5. Within the Views pane, there are 12 ways to sort your archived call database based on different characteristics. By clicking the option button next to each selection, you change the organization of the list. For example, if you select site, the call records for each site display as a group. The following lists the different views:

• • Call Type – this is the cairs.net default view.
  • Simple View – this list is based on account number, and includes all the other views in column form.
  • Number – sorts the list based on the calling number.
  • Organization – sorts the list based on the organization associated with the account number.
  • Subscriber – sorts the list alphabetically by the subscriber name associated with the account number.
  • Call Date – sorts the list based on call date.
  • Called Number – sorts the list based on called number.
  • Site – sorts the list based on the site name associated with the account number.
  • Switch – sort the list based on switch name associated with the account number.
  • City – sorts the based on city name associated with the account number.
  • Country – sorts the list based on country name associated with the account number.
  • Trunk – sorts the list based on the trunk used to make the call.

6. To change the view, click the option button next to your selection.
7. To view all the calls within a selection, click the plus sign (+) next to the category name.
8. You can use the view and search functionality together to produce various types of reports. Once the list (report) displays, you can export the information to an Excel or PDF file.

Exporting Archived Calls

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Archived Calls.
3. Depending on the amount of call records that you have within your database, the list may not populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of a call record (site name, extension, etc.) then click the magnifying glass.
  • Click the Show All

Once the list populates, you can export the information.

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 (depending on the amount of call records, this process may take several minutes to complete):

• Excel (All Levels) – exports all call records to an Excel spreadsheet.
• Excel (Top Level Only) – exports only the top level of information. For example, if you have sorted the list by call type, only the calls types and associated information export into an Excel spreadsheet.
• Excel (Expanded Levels Only) – exports the expanded groups full details to a PDF file. The un-expanded records are in the file as a top level only; therefore, you see only the summary line.
• Excel (Multiple Files) – exports each of the groupings 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. For example, if you have sorted the list by call type, only the calls types and associated information export into a PDF file.
• 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 of each grouping to a tab-delimited text file.

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

Call Record Archive

After producing a bill for the call records, you may want to archive them out of the Active Call database. For example, once the billing process for November is complete, you can archive all the November calls into one file and work with the active December calls. This does two things: It allows you to work with the calls from one billing cycle at a time, and decreases the size of your active call database.

Alternatively, you can restore prior call records to the database. This allows you to resolve discrepancies within the call records from a previous billing cycle.

Archiving Call Records

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Call Record Archive.
3. Within the Actions pane, click the Archive or Restore Calls The Archive Wizard displays.
4. Within the box, verify that the Archive Call Record option button is selected.
5. The From box displays the current date and allows you to select the archive start 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.
6. The To box also displays the current date. This box allows you to select the archive end 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.
7. Once you have selected the dates, click the Next button in the lower right-hand corner. To cancel the Archive Wizard, click the Cancel button in the lower left-hand corner.
8. The next screen allows you to select what call types to archive. Cairs.net automatically selects the All box. To change the selection, click the box next to any call type name. This removes the All selection and selects the call type for archive.
9. Click the Next
10. The wizard displays a summary of archived files (call types and number of records archived) including those from that date range.
11. net does not perform the actual archive until you click the Finish button. Click the Finish button.
12. After clicking the Finish button, the wizard closes and takes you back to the Call Record Archive list. Within the list, you will see the archive you created, noted with the current date. In the Status column, Processing… displays until cairs.net completes the archive process. To view the status, click the Refresh button within the toolbar. When a status of complete displays in the column, cairs.net has created the archive file.

Restoring Call Records

1. Click the Accounting menu.
2. In the Navigation pane, click Calls and then Call Record Archive.
3. Within the Actions pane, click the Archive or Restore Calls The Archive Wizard displays.
4. Within the box, click the Restore Call Record option button.
5. The From box displays the current date and allows you to select the restore start 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.
6. The To box also displays the current date and allows you to select the restore end 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.
7. Once you have selected the dates, click the Next button in the lower right-hand corner. To cancel the Archive Wizard, click the Cancel button in the lower left-hand corner.
8. The next screen allows you to select what call types to Restore. Cairs.net automatically checkmarks the All box. To change the selection, click the box next to any call type name. This removes the All selection and selects the call type for archive.
9. Click the Next
10. The wizard displays a summary of restored files (call types, and number of records restored) including those from that date range.
11. Click the Finish

Once cairs.net completes the restoration, the calls display in the Active Call list again.

Rejected Calls

This option allows you to view the extensions that exist within your call records but do not have a matching record within your cairs.net database.

Viewing Rejected Calls

1. Click the Accounting
2. In the Navigation pane, click Calls and then Rejected Calls
3. The list populates to the right with the following columns of information:

• • Extension – displays the telephone number that exists within the call records (not within the cairs.net database).
  • Site – displays the site name.
  • Total Count – displays the total number of calls made using the code.
  • Total Cost – displays the total cost of the rejected calls
  • Year – Month – displays the year and month of the call record

4. There are three views that you can choose from the view the rejected calls, within the Views pane click on the radio button next to one of the following to change the view:

• • Rejected Calls – this is the default and displays the above listed fields related to your rejected calls
  • Unbilled Calls with Default Account – displays a list of the calls that are associated to the default account, once billed they will be moved to the next view
  • Billed Calls with Default Account – displays a list of the calls that were billed to the default account

Vendor Invoices and Media

You can now import various form of media into cairs.  The imports allow you to populate your database with the charges associated to an account.  You can import call, equipment and/or service charges.  Once they are in your database you can generate a bill for the charges.  There are six menu options within Vendor Invoices and Media:

• Vendor Invoices – this imports the invoices, this is a two-part import, one part is to import the charges the other part is to import the invoices. Once imported you will compare the charges from the invoice to those of the imported charges.
• Advanced Vendor Media Import – this imports calls and one-time equipment charges
• Vendor Media Import –
• Vendor Media template
• Rejected Imported Calls
• Rejected Call Charges

The first import you can perform is for Vendor Invoices.  This import brings in data related to invoices from outside vendors that you can associate to your accounts. This import

Advanced Vendor Media Import

Vendor Media Import allows you to build a template to import call records and one-time equipment or service charges into the active call database.

A few things need to be created within your database before you consider importing any call records. First, you need to add your call pricing groups into System AdminàCall Record SetupàCall Pricing Group. These groups allow you to apply rates to particular call types that enter your database.

Second, you need to add your call types into System AdminàCall Record SetupàCall Types. These allow you to match the call types from your vendors to the appropriate calls types within your database.

Third, you need to create your vendors within Equipment & ServicesàVendor. When creating a project you need to associate the project to a vendor.

When creating an import template, you create a useable template for several different types of media imports. Two basic file types can be imported, a comma delimited test file (produced only through Microsoft Excel) and a *.csv file.

It is a good idea to look at and compare the total number of calls in your active call database after your import is complete.

When you import one-time charges, those equipment or services apply directly to the related telephone number. Each imported one-time charge needs to be associated with an equipment item so before importing make sure the equipment items exists within the database. Once imported, you can find the charges by accessing the telephone number within Configured ItemsàSet Management.

Enabling the Advanced Vendor Media Import Template Menu

To ensure the Vendor Media Template menu option is available within the Navigation pane, do the following.

1. Within the Navigation pane, click the System Admin
2. In the Navigation pane, click the plus sign (+) next to System Settings to access the submenus.
3. Click Settings.
4. The list of system settings displays. Within the list, double-click Use_Advanced_Media_Import.
5. Click the Setting Value, and type True.
6. Log out of cairs.net then log back in.
7. Click the Accounting menu.
8. Within the Accounting pane, click Vendor Invoices and Media and then Advanced Vendor Media Template.

Creating a New Vendor Media Import Project

Before you can create a project, you must have either the comma delimited text file or *.csv file.

1. Click the Accounting menu.
2. Within the Accounting pane, click Vendor Invoices and Media and then Advanced Vendor Media Import.
3. Within the Actions pane, click the Add New Vendor Media Import Project The General – Vendor Media Import window opens.
4. While there are three information panes, we are only concerned with the Project Information pane at this time. Within in the pane, complete the following fields (required fields are marked with an asterisk (*)):

• • Vendor Name* – click the field to access a drop-down list and from the list, select the vendor name to associate to the project.
  • Import Name* – type the import name.
  • Conversion Rate – if applicable, click the field to access a drop-down list and from the list, select the conversion rate, if applicable. (The conversion rate is added within System Admin àCall Record Setup àCall Pricing GroupàAdd Call Pricing Group).
  • Month* – click the field to access a drop-down list and from the list, select the month of the call record or one- time charge.
  • Fiscal Year*– type the current fiscal year.
  • Default Install Date – click the drop-down arrow to access a calendar, from the calendar select the date install date. 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. Once you have completed the information, within the Actions ribbon group, click the Save button to save your information.

Create Template

6. Within the Template Action ribbon group, click the Create Template button to open the General – Vendor Media Import Template window. The Select File or Files… popup opens to allow you to select the file to model the template after.  Browse to the location of the your text or .csv file. Once at the location, click the file name to select it then click the Open
7. The pop-up closes and returns you to the General – Vendor Media Import Template window. Notice the selected file contents display in the lower right-hand pane.
8. Within the Template Information pane, complete the following fields (required fields are marked with an asterisk (*)):

• • Disabled – click the box within the Disabled field to disable the template.
  • Vendor Name* – this field populates with the vendor selected on the previous screen.
  • Template Name* – type the name of the template you are creating.
  • Import Type* – click the field to access a drop-down list and select either Call Import or One Time Charge Import. If One Time Charge Import is selected, the following fields and panes are removed, as they are not utilized for this import type:

Fields Removed

• Cell Phone Import
• Default Import Call Type

Panes Removed

• Call Type Mapping
• Media Type – click the field to access a drop-down list, from the list, select the appropriate media type, such as Fixed Width, CSV, Delimited File, etc.
• The fields following Media Type will change based upon the selected import and media types.
• Call Import/Delimited File – The following fields display when the combination of Call Import/Delimited File is selected:
• Delimiter Name – click the drop-down arrow and select the delimiter name.
• Cell Phone Import – click the box to insert a checkmark within the Cell Phone Import field to indicate the file is a cell phone import.
• Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
• Model File Name – displays the import file path. If no file was previously selected, click the Select Model File button within the Template Actions
• File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.
• File Header String – if your file contains a header, the column headers populate within this field.
• File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
• File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one, and you need to add the additional columns in the next field.
• Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
• Preview Row Count – click the field to access a drop-down list and select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
• Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records
• Call Import/CSV – The following fields display when the combination of Call Import/CSV is selected:
• Cell Phone Import – click the box to insert a checkmark within the Cell Phone Import field to indicate the file is a cell phone import.
• Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
• Model File Name – displays the import file path.
• File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.
• File Header String – if your file contains a header, the column headers populate within this field.
• File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
• File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
• Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
• Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
• Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records
• Call Import/Fixed Width – This media file type is not used when importing calls.
• One Time Charge Import/Delimited File – The following fields display when Fixed File is selected:
• Delimiter Name – click the drop-down arrow and select the delimiter name.
• Model File Name – displays the import file path.
• File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.
• File Header String – if your file contains a header, the column headers populate within this field.
• File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
• File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
• Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
• Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
• Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records
• One Time Charge Import/CSV – The following fields display when the combination of One Time Charge Import/Delimited File is selected:
• Model File Name – displays the import file path.
• File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.
• File Header String – if your file contains a header, the column headers populate within this field.
• File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
• File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
• Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
• Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
• Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records
• One Time Charge Import/Fixed Width – This media file type is not used when importing one time charges.

9. Within the Actions ribbon group, click the Save button to save your information and remain within this window.

Column Mapping

10. The next step is to associate the columns from your file to the fields within the cairs.net database. To do so, utilize the Column Mapping and the Data Preview
11. In the Column Mapping pane, the number of rows matches the number of columns. Complete the following information for each row (required fields are marked with an asterisk (*)):

• • Import Column Index – this field populates with a cairs.net created index number.
  • Import Column Name – this field populates with the number of the column you are matching.
  • Alternate Name – type any alternate name information.
  • Related Column Name – click the field to access a drop-down list and from the list, select one of the following:
  • Call Date – indicates the date the call was made.
  • Call Time – indicates the time the call was initiated.
  • Call Type – indicates the call type, for example, INTNL, In-house, Local, etc.
  • Extension – indicates the telephone number that made the call or the telephone number that incurred the charge.
  • Called Number – indicates the dialed telephone number.
  • Duration – indicates the call duration.
  • Cost – indicates the call or equipment cost.
  • City – indicates the city of the called number.
  • State ­– indicates the state of the called number.
  • Mask – in some columns, there may be extra information that needs to be striped before the file can be imported into the database. The mask allows you to define how the column is to be imported into you call database. The following options are available and described under the Mask Info tab in the lower left portion of the window. Type the mask within the Mask column corresponding to the desired row.

! All masks apply from left to right in the column. You can use a | character between the masks as a delimiter to combine two masks.

• • Empty – no mask. Use the | character between masks as a delimiter to combine with other masks.
  • Trim – removes the space before and after the date.
  • Number – removes anything from the data that is not a number. Also strips + and – characters.
  • Currency – removes anything from that data that is not a number. Leaves + and – prefix characters and interprets number surrounded by ( ) as negative values.
  • Last – includes the last characters or digits. This must be followed by the number of characters to include as indicated by a # sign.
  • First – includes the first characters or digits. This must be followed by the number of characters to include as indicated by a # sign.
  • Strip – specify a number of characters or digits to strip from the front of the data. This must be followed by the number of characters to strip as indicated by a # sign.
  • Remove – used to remove single characters from data. This must be followed by the single character to remove.
  • Duration – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, if your time in the raw file looked like 0000:32.0 you would enter HHHH:MM.
  • Date – Used to format date data. Y=Year, M=Month, D=Date (colon):=(Ignore) Date MM/DD 12/25 will be changed to 12/25/2009 (If today is earlier than 12/25/2010 or 12/25/2010.
  • Time – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, HH:MM:SS.
  • Prefix – prefix characters or digits. This mask must be followed by the number of characters to prefix. PREFIX (702)- 123-4567 will be changed to (702)-123-4567.

The following fields display if the Import Type and Media Type combination is Call Import/Delimited File:

• • Service/Equipment Type – click the drop-down arrow and select the service or equipment type.
  • Service/Equipment Name – click the drop-down arrow and select the service or equipment name.
  • Part Name – click the drop-down arrow and select the part name.

12. There are three information tabs located at the bottom of the Data Preview pane.

• • Raw Tab – displays the information as it displays in the file from the Vendor.
  • Formatted – displays the information in the columns as it will be imported into cairs.net.
  • Masked – displays the information in the masked form. This tab is helpful in getting the correct mask for the column.

13. If you are importing calls, you need to complete the Call Type Mapping pane. This pane matches the call types from your Vendor to call types within the cairs.net database. There are two columns within this pane:

• • Call Type – click the field to access a drop-down list of the call types displaying in your Vendor raw file. Select the call type to change to the new call type.
  • Imported Call Type – click the field to access a drop-down list of the call types displaying within your cairs.net database. Select the new call type.

! If there is no call type within your raw file, use the Default Import Call Type field within the Template Information pane.

14. When you have completed filling in the information panes, click the Save & Close button within the Action ribbon group.
15. You are returned to the General – Vendor Media Import window. Notice the template you just created displays in the lower left hand corner of the Template Information pane.
16. The next step is to create a group, which allows you to upload the files before they are actually imported. CES completes the import process.
17. Within the Import Files pane, complete the following fields to create a group:

• • Group Name – type a group name, for example, call records, one-time charges, CSV, etc.
  • Template Name – click the field to access a drop-down list and from the list select the name of the template to associate to the group. A group can contain only one template.

18. Click the plus sign (+) next to your group name. Make sure the group name and template name row remains highlighted.
19. Within the Project Action ribbon group, click the Add Files
20. Within the Select File or Files to model the template after pop-up, browse to the location of your text or .csv file. Once at the location, click the file name to select it, and click the Open
21. Your file name displays in the line directly below the group name. Notice the Status column says ‘Not Started.’ You need to upload the files so CES can import the calls into your database.
22. Within the Project Action ribbon group, click the Import Now This button both uploads and imports the file(s). Depending on the file size, this process may take a moment. When the process finishes, a message displays notifying you the File transfer is complete. Within the pop-up, click the OK button.
23. Within the Actions ribbon group, click the Refresh When the refresh is complete, click the plus sign (+) next to your group name. Notice the status of your file has changed to Ready to Import.
24. Within the Actions ribbon group, click the Save & Close
25. When CES runs again, it imports your file into the Active Call Database or into Equipment & Service for each telephone number.

Creating an Vendor Media Import Project from an Existing Template

To open an existing vendor media import template, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Advanced Vendor Media Import.
3. Within the Actions pane click the Add New Vendor Media Import Project The General – Vendor Media Import window opens.
4. Within in the Import Files pane, click the drop-down arrow and select template to use for the project.
5. Complete the following fields within the Project Information pane:

• • Vendor Name* – click the field to access a drop-down list and from the list, select the vendor name to associate to the project.
  • Import Name* – type the import name.
  • Conversion Rate – if applicable, click the field to access a drop-down list and from the list, select the conversion rate, if applicable. (The conversion rate is added within System Admin àCall Record Setup àCall Pricing GroupàAdd Call Pricing Group).
  • Month* – click the field to access a drop-down list and from the list, select the month of the call record or one- time charge.
  • Fiscal Year*– type the current fiscal year.

6. Within the Template Action ribbon group, click the Create Template Two things happen, the General – Vendor Media Import Template window opens and the Select File or Files to model the template after pop-up opens.
7. Within the Select File or Files to model the template after pop-up, browse to the location of your text or csv file. Once at the location, click the file name to select it then click the Open
8. The pop-up closes and returns you to the General – Vendor Media Import Template window. Notice the selected file contents display in the lower right-hand pane.
9. Within the Template Information pane, complete the following fields (required fields are marked with an asterisk (*)):

• • Disabled – click the box within the Disabled field to disable the template.
  • Vendor Name* – this field populates with the vendor selected on the previous screen.
  • Template Name* – type the name of the template you are creating.
  • Import Type* – click the field to access a drop-down list and from the list select the import type; either a call import or a one-time charge for equipment/services import.
  • Media Type – click the field to access a drop-down list, from the list, select the appropriate media type, such as Fixed Width, CSV, Delimited File, etc.
  • The fields following Media Type will change based upon the selected import and media types.
  • Call Import/Delimited File – The following fields display when the combination of Call Import/Delimited File is selected:
  • Delimiter Name – click the drop-down arrow and select the delimiter name.
  • Cell Phone Import – click the box to insert a checkmark to indicate the file is a cell phone import.
  • Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
  • Model File Name – displays the import file path. If no file was previously selected, click the Select Model File button within the Template Actions
  • File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • Call Import/CSV – The following fields display when the combination of Call Import/CSV is selected.
  • Cell Phone Import – click the box within the Cell Phone Import field to indicate the file is a cell phone import.
  • Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
  • Model File Name – displays the import file path.
  • File Has Header – click on the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • Call Import/CSV – The following fields display when the combination of Call Import/CSV is selected:
  • Cell Phone Import – click the box to insert a checkmark within the Cell Phone Import field to indicate the file is a cell phone import.
  • Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
  • Model File Name – displays the import file path.
  • File Has Header – click on the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • Call Import/Fixed Width – This media file type is not used when importing calls.
  • One Time Charge Import/Delimited File – The following fields display when the combination of One Time Charge Import/Delimited File is selected:
  • Delimiter Name – click the drop-down arrow and select the delimiter name.
  • Model File Name – displays the import file path.
  • File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • One Time Charge Import/CSV – The following fields display when the combination of One Time Charge Import/Delimited File is selected:
  • Model File Name – displays the import file path.
  • File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • One Time Charge Import/Fixed Width – This media file type is not used when importing one time charges.

10. Within the Actions ribbon group, click the Save button to save your information and remain within this window.

Column Mapping

11. The next step is to associate the columns from your file to the fields within the cairs.net database. To do so, utilize the Column Mapping and the Data Preview
12. In the Column Mapping pane, the number of rows matches the number of columns. Complete the following information for each row (required fields are marked with an asterisk (*)):

• • Import Column Index – this field populates with a cairs.net created index number.
  • Import Column Name – this field populates with the number of the column you are matching.
  • Alternate Name – type any alternate name information.
  • Related Column Name – click the field to access a drop-down list and from the list, select one of the following:
  • Call Date – indicates the date the call was made.
  • Call Time – indicates the time the call was initiated.
  • Call Type – indicates the call type, for example, INTNL, In-house, Local, etc.
  • Extension – indicates the telephone number that made the call or the telephone number that incurred the charge.
  • Called Number – indicates the dialed telephone number.
  • Duration – indicates the call duration.
  • Cost – indicates the call or equipment cost.
  • City – indicates the city of the called number.
  • State ­– indicates the state of the called number.
  • Mask – in some columns, there may be extra information that needs to be striped before the file can be imported into the database. The mask allows you to define how the column is to be imported into you call database. The following options are available and described under the Mask Info tab in the lower left portion of the window. Type the mask within the Mask column corresponding to the desired row.

! All masks apply from left to right in the column. You can use a | character between the masks as a delimiter to combine two masks.

• • Empty – no mask. Use the | character between masks as a delimiter to combine with other masks.
  • Trim – removes the space before and after the date.
  • Number – removes anything from the data that is not a number. Also strips + and – characters.
  • Currency – removes anything from that data that is not a number. Leaves + and – prefix characters and interprets number surrounded by ( ) as negative values.
  • Last – includes the last characters or digits. This must be followed by the number of characters to include as indicated by a # sign.
  • First – includes the first characters or digits. This must be followed by the number of characters to include as indicated by a # sign.
  • Strip – specify a number of characters or digits to strip from the front of the data. This must be followed by the number of characters to strip as indicated by a # sign.
  • Remove – used to remove single characters from data. This must be followed by the single character to remove.
  • Duration – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, if your time in the raw file looked like 0000:32.0 you would enter HHHH:MM.
  • Date – Used to format date data. Y=Year, M=Month, D=Date (colon):=(Ignore) Date MM/DD 12/25 will be changed to 12/25/2009 (If today is earlier than 12/25/2010 or 12/25/2010.
  • Time – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, HH:MM:SS.
  • Prefix – prefix characters or digits. This mask must be followed by the number of characters to prefix. PREFIX (702)- 123-4567 will be changed to (702)-123-4567.

The following fields display if the Import Type and Media Type combination is Call Import/Delimited File:

• • Service/Equipment Type – click the drop-down arrow and select the service or equipment type.
  • Service/Equipment Name – click the drop-down arrow and select the service or equipment name.
  • Part Name – click the drop-down arrow and select the part name.

13. There are three information tabs located at the bottom of the Data Preview pane.

• • Raw Tab – displays the information as it displays in the file from the Vendor.
  • Formatted – displays the information in the columns as it will be imported into cairs.net.
  • Masked – displays the information in the masked form. This tab is helpful in getting the correct mask for the column.

14. If you are importing calls, you need to complete the Call Type Mapping pane. This pane matches the call types from your Vendor to call types within the cairs.net database. There are two columns within this pane:

• • Call Type – click the field to access a drop-down list of the call types displaying in your Vendor raw file. Select the call type to change to the new call type.
  • Imported Call Type – click the field to access a drop-down list of the call types displaying within your cairs.net database. Select the new call type.

! If there is no call type within your raw file, use the Default Import Call Type field within the Template Information pane.

15. When you have completed filling in the information panes, click the Save & Close button within the Action ribbon group.
16. You are returned to the General – Vendor Media Import window. Notice the template you just created displays in the lower left hand corner of the Template Information pane.
17. The next step is to create a group, which allows you to upload the files before they are actually imported. CES completes the import process.
18. Within the Import Files pane, complete the following fields to create a group:

• • Group Name – type a group name, for example, call records, one-time charges, CSV, etc.
  • Template Name – click the field to access a drop-down list and from the list select the name of the template to associate to the group. A group can contain only one template.

19. Click the plus sign next to your group name. Make sure the group name and template name row remains highlighted.
20. Within the Project Action ribbon group, click the Add Files
21. Within the Select File or Files to model the template after pop-up, browse to the location of your text or csv file. Once at the location, click the file name to select it click the Open
22. Your file name displays in the line directly below the group name. Notice the Status column says ‘Not Started’. You need to upload the files so CES can import the calls into your database.
23. Within the Project Action ribbon group, click the Import Now This button both uploads and imports the file(s). Depending on the file size, this process may take a moment. When the process finishes, a message displays notifying you the File transfer is complete. Within the pop-up, click the OK button.
24. Within the Actions ribbon group, click the Refresh When the refresh is complete, click the plus sign (+) next to your group name. Notice the status of your file has changed to Ready to Import.
25. Within the Actions ribbon group, click the Save & Close

When CES runs again, it imports your file into the Active Call Database or into Equipment & Service for each telephone number.

Advanced Vendor Media Import Views

Import Views

To view the status of all imports including those in progress, completed, failed etc., do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Advanced Vendor Media Import.
3. Within the Views pane, are the following views.

• • Simple List – displays the following information: Import Name, Month*, Fiscal Year*, Vendor Name*, Vendor Email Address.
  • Fiscal Year – displays the following information: Fiscal Year*, Month*, Total Records. This view consolidates imports by their fiscal year. Click the plus sign (+) to the left of the Fiscal Year* field to expand the row and display additional import details.
  • Import Name – displays the following information: Import Name, Total Records. This view displays imports by the import name. Click the plus sign (+) to the left of the Import Name field to expand the row and display additional import details.
  • Vendor Name – displays the following information: Vendor Name*, Total Records. This view displays imports by the vendor name. Click the plus sign (+) to the left of the Vendor Name field to expand the row and display additional import details.

4. Within the Views pane, click the radio button next to the desired view.
5. 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 the search criteria then click the magnifying glass.
  • Click the Show All

6. This information displays within the Vendor Media Import pane.

Rolling Back an Import

To roll back an import, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media then Vendor Media Import.
3. Within the Views pane, click the All File Imports radio button.
4. 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 the import name or portion of the name then click the magnifying glass.
  • Click the Show All

5. Within the list double click on the project to open the General – Vendor Media Import screen.
6. With the Import Files pane, click on the plus sign next to the Template Name to view the imported projects. Highlight the project that you want to rollback.
7. Within the Project Actions ribbon group, click on the Rollback Imports button.
8. You have two choose when rolling back, you can either rollback the entire project or just roll back an individual file. To rollback the whole project click on the Yes, to rollback just an individual file click on No.
9. If the records have already been billed, you will not be able to rollback the import. In this case you could rollback the bill and then rollback the import.
10. When the project or file is rolled back the status changes Completed to Roll Back.

Retrying a Failed Import

To retry a failed import, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

• • 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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

3. Within the list double click on the project to open the General – Vendor Media Import screen.
4. With the Import Files pane, click on the plus sign next to the Template Name to view the imported projects. Highlight the project that you want to retry.
5. Within the Project Actions ribbon group, click on the Retry Failed Imports button.
6. A pop-up opens displaying the following text, “All the rows failed during the last import will be reset to import again. Do you want to continue?”
7. Click Yes to continue with the import or No to cancel and close the window.

Deleting a Vendor Media Import Project

To delete a Vendor Media Import Project, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Advanced Vendor Media Template.
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 the Vendor Media Project name or portion of the name then click the magnifying glass.
  • Click the Show All

4. A list of Vendor Media Import Projects populates within the Vendor Media Import pane. Click the project to delete and within the Actions pane click Delete Vendor Media Import Project.
5. A pop-up window opens asking “Are you sure you want to delete the selected vendor media import?”
6. Click Yes to delete the project or No to close the window.

Advanced Vendor Media Import Views

There are several views within Advanced Vendor Media Imports that allow you to customize how the list of your projects is categorized.  To change the view click on the radio button next to the option within the Views pans, the following view options are available:

• Simple List
• Fiscal Year
• Project Name
• Vendor Name
• All File Imports

You can create a search parameter to narrow the amount of information displayed or you can click on the Show All link in the upper right hand corner of the screen.  To view records within a particular category, click on the plus sign.  To view the detailed information for any record double click on the record.

Vendor Media Template

This menu option will only appear if you have turned off Advanced Vendor Media Imports.  To do, turn off Advances Vendor Media Imports, go to System Admin àSystem Settings àSettings, within the list find Use Advanced Media Imports, change the setting value to False.  You will have to logout of cairs.net and log back in to make the changes effective.

Enabling the Vendor Media Template Menu

To ensure the Vendor Media Template menu option is available within the Navigation pane, do the following.

1. Click the System Admin
2. In the Navigation pane, click the plus sign (+) next to System Settings to access the submenus
3. Click Settings.
4. The list of system settings displays. Within the list, double-click Use_Advanced_Media_Import.
5. Click the Setting Value and type False.
6. Log out of cairs.net then log back in.
7. Click the Accounting menu.
8. Within the Accounting pane, click Calls and Media Imports > Vendor Media Template.

Adding a New Vendor Media Import Template

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Template.
3. Within the Actions pane click the Add New Vendor Media Import Template.
4. Within the Select File or Files to model the template after pop-up, browse to the location of your text or csv file. Once at the location, click the file name to select it then click the Open
5. The General – Vendor Media Import Template window opens.
6. While there are four information panes, we are only concerned with the Template Information pane at this time. Within in the pane, complete the following fields (required fields are marked with an asterisk (*)):

• • Disabled– click the box to insert a checkmark within the Disabled field to disable the template.
  • Vendor Name* – type the vendor name.
  • Template Name – click the field to access a drop-down list and from the list select the conversion rate, if applicable. (The conversion rate is added within System Admin àCall Record Setup àCall Pricing Group).
  • Import Type* – click the field to access a drop-down list and from the list, select either Call Import or One Time Charge Import. If One Time Charge Import is selected, the following fields and panes are removed. as they are not utilized for this import type:

Fields Removed

• • Cell Phone Import
  • Default Import Call Type

Panes Removed

• • Call Type Mapping
  • Media Type – click the field to access a drop-down list, from the list select the appropriate media type, such as Fixed Width, CSV, Delimited File, etc. The fields following Media Type will change based upon the selected media type.
  • Delimited File – The following fields display when Delimited File is selected:
  • Delimiter Name – click the drop-down arrow and select the delimiter name.
  • Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
  • Model File Name – displays the import file path. If no file was previously selected, click the Select Model File button within the Template Actions
  • File Has Header –click the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records
  • CSV – The following fields display when CSV is selected:
  • Cell Phone Import – this field defaults to include a checkmark indicating that you are importing cell phone data.  Click the box to remove the check indicating that you are importing some other type of call data.
  • Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
  • Model File Name – displays the import file path.
  • File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.
  • Fixed Width – The following fields display when Fixed File is selected:
  • Fixed Width String –
  • Model File Name – displays the import file path.
  • File Has Header –click the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

! If the Import Type* is One Time Charge and the Media Type* is Fixed Width the following message pop-up displays. “The media file is not suitable for fixed width. Please try another media type. “

7. Once you have completed the information, within the Actions ribbon group, click the Save button to save your information.

Create Template

8. Within the Select File or Files to model the template after pop-up, browse to the location of your text or csv file. Once at the location, click the file name to select it then click the Open
9. The pop-up closes and returns you to the General – Vendor Media Import Template window. Notice the selected file contents display in the lower right-hand pane.
10. Within the Template Information pane, complete the following fields (required fields are marked with an asterisk (*)):

• • Template Name* – type the name of the template you are creating.
  • Import Type* – click the field to access a drop-down list and from the list select the import type; either a call import or a one-time charge for equipment/services import.
  • Cell Phone Import – click the box to insert a checkmark to indicate that the import is for cell phones.
  • Vendor Name* – this field populates with the Vendor selected on the previous screen.
  • Delimiter Name – click the field to access a drop-down list and from the list select the appropriate delimiter, for example; comma, tab, space, etc.

! If no delimiters display within the drop-down list, you need to create them. Within the Template Actions, ribbon group click the Create Delimiter button and within the Create Delimiter pop-up box, complete the following fields (required fields are marked with an asterisk (*)):

Delimiter Name – type the delimiter name.

Delimiter Text – type the delimiter symbol. If the desired symbol isn’t available use the Delimiter Ascii value field.

Delimiter Ascii Value – auto-populates with the Ascii value based on the value entered into the Delimiter Text field. If no value is entered into the Delimiter Text you can type the Ascii value within this field.

! You can create but not currently delete a delimiter.

• • Media Type – click the field to access a drop-down list and from the list, select the appropriate media type, such as Fixed Width, CSV, Delimited File, etc.

! If the Import Type* is One Time Charge and the Media Type* is Fixed Width the following message pop-up displays. “The media file is not suitable for fixed width. Please try another media type. “

• • Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.
  • Model File Name – displays the import file path.
  • File Has Header –click the box to insert a checkmark to indicate the file you are importing has column headers.
  • File Header String – if your file contains a header, the column headers populate within this field.
  • File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.
  • File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.
  • Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.
  • Preview Row Count – click the field to access a drop-down list and from the list select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

11. Within the Actions ribbon group, click the Save button to save your information and remain within this window.

Column Mapping

12. The next step is to associate the columns from your file to the fields within the cairs.net database. To do so, utilize the Column Mapping and the Data Preview
13. In the Column Mapping pane, the number of rows matches the number of columns. Complete the following information for each row (required fields are marked with an asterisk (*)):

• • Import Column Index – this field populates with a cairs.net created index number.
  • Import Column Name – this field populates with the number of the column you are matching.
  • Alternate Name – type any alternate name information.
  • Related Column Name – click the field to access a drop-down list and from the list select one of the following:
  • Call Date – indicates the date the call was made.
  • Call Time – indicates the time the call was initiated.
  • Call Type – indicates the call type, for example, INTNL, In-house, Local, etc.
  • Extension – indicates the telephone number that made the call or the telephone number that incurred the charge.
  • Called Number – indicates the dialed telephone number.
  • Duration – indicates the call duration.
  • Cost – indicates the call or equipment cost.
  • City – indicates the city of the called number.
  • State ­– indicates the state of the called number.
  • Mask – in some columns, there may be extra information that needs to be striped before the file can be imported into the database. The mask allows you to define how the column is to be imported into you call database. The following options are available and described under the Mask Info tab in the lower left portion of the window. Type the mask within the Mask column corresponding to the desired

! All masks apply from left to right in the column. You can use a | character between the masks as a delimiter to combine two masks.

• • Empty – no mask. Use the | character between masks as a delimiter to combine with other masks.
  • Trim – removes the space before and after the date.
  • Number – removes anything from the data that is not a number. Also strips + and – characters.
  • Currency – removes anything from that data that is not a number. Leaves + and – prefix characters and interprets number surrounded by () as negative values.
  • Last – includes the last characters or digits. This must be followed by the number of characters to include as indicated by a # sign.
  • First – includes the first characters or digits. This must be followed by the number of characters to include as indicated by a # sign.
  • Strip – specify a number of characters or digits to strip from the front of the data. This must be followed by the number of characters to strip as indicated by a # sign.
  • Remove – used to remove single characters from data. This must be followed by the single character to remove.
  • Duration – used to format time data, a D=Day, H=Hour, M = Minute, S = Second (colon):= (Ignore). For example, if your time in the raw file looked like 0000:32.0 you would enter HHHH:MM.
  • Date – used to format date data. Y =Year, M=Month, D=Date (colon):= (Ignore) Date MM/DD  12/25 will be changed to 12/25/2009 (If today is earlier than 12/25/2010 or 12/25/2010.
  • Time – used to format time data. H = Hour, M = Minute, S = Second (colon):= ignore. For example, HH:MM:SS.
  • Prefix – prefix characters or digits. This mask must be followed by the number of characters to prefix. PREFIX (702)- 123-4567 will be changed to (702)-123-4567.

14. There are three information tabs located at the bottom of the Data Preview pane.

• • Raw Tab – displays the information as it displays in the file from the Vendor.
  • Formatted – displays the information in the columns as it will be imported into cairs.net.
  • Masked – display the information in the masked form. This tab is helpful in getting the correct mask for the column.

15. If you are importing calls, you need to complete the Call Type Mapping pane. This pane matches the call types from your Vendor to call types within the cairs.net database. There are two columns within this pane:

• • Call Type – click the field to access a drop-down list of the call types displaying in your Vendor raw file. Select the call type to change to the new call type.
  • Imported Call Type – click the field to access a drop-down list of the call types displaying within your cairs.net database. Select the new call type.

! If there is no call type within your raw file, use the Default Import Call Type field within the Template Information pane.

16. When you have completed filling in the information panes, click the Save & Close button within the Actions ribbon group. You are returned to the Vendor Media Template window.

Enabling a Vendor Media Template

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media and then Vendor Media Template.
3. Within the Views pane, click the Disabled Templates radio button.
4. 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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

5. A list of disabled Vendor Media Templates populates within the Vendor Media Template pane.
6. Click and highlight the template within the Vendor Media Template pane and within the Actions pane click the Enable/Disable Template
7. A pop-up window opens asking if you want to Enable this template?
8. Click Yes to enable the template or No to close the pop-up window.
9. The enabled template no longer displays within disabled list but rather now displays within the enabled template list.

Modifying a Vendor Media Template

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media and then Vendor Media Template.
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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

4. A list of Vendor Media Templates populates within the Vendor Media Template pane.
5. Double-click the template to modify. The Vendor Media Import window opens.
6. Modify information as needed then click Save to save the information and remain on the window or Save & Close to save the information and close the window.

Disabling a Vendor Media Template

The disable function is for templates that are in use, but no longer usable. Without Disable, the only way to delete templates currently in use would be to roll back all the projects using that template, delete all related projects, then delete the template (not something we want to do for obvious reasons).

! Disabled templates are not available within the Template Name* drop-down field when adding a new vendor media import project group list. Additionally, files cannot be added to disabled templates.

To disable a template, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Template.  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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

3. A list of Vendor Media Templates populates within the Vendor Media Template pane.
4. Click and highlight the template within the Vendor Media Template pane and within the Actions pane click the Enable/Disable Template
5. A pop-up window opens asking if you want to Disable this template? 
6. Click Yes to disable the template or No to close the pop-up window.
7. The template no longer displays within the list of enabled templates.

Viewing a Disabled Vendor Media Template

To view disabled templates, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Template.
3. Within the Views pane, click the Disabled Templates radio button.
4. If the list of disabled Vendor Media Templates does not populate, either:

• • Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

5. A list of disabled Vendor Media Templates populates within the Vendor Media Template pane.

Vendor Media Import

Vendor Media Import allows you to import call records and one-time equipment or service charges into the active call database.

A few things need to be created within your database before you consider importing any call records. First, you need to add your call pricing groups into System Admin – Call Record Setup – Call Pricing Group. These groups allow you to apply rates to particular call types that enter your database.

Second, you need to add your call types into System Admin – Call Record Setup – Call Types. These allow you to match the call types from your vendors to the appropriate calls types within your database.

Third, you need to create your vendors within Equipment & Services – Vendor. When creating a project you need to associate the project to a vendor.

When creating an import template, you create a useable template for several different types of media imports. Two basic file types can be imported, a comma delimited text file (produced only through Microsoft Excel) and a *.csv file.

It is a good idea to look at and compare the total number of calls in your active call database after your import is complete.

When you import one-time charges, those equipment or services apply directly to the related telephone number. Each imported one-time charge needs to be associated with an equipment item so before importing make sure the equipment items exists within the database. Once imported, you can find the charges by accessing the telephone number within Configured ItemsàSet Management.

Enabling the Vendor Media Import Menu

To ensure the Vendor Media Import menu option is available within the Navigation pane, do the following.

1. Click the System Admin
2. In the Navigation pane, click the plus sign (+) next to System Settings to access the submenus
3. Click Settings.
4. The list of system settings displays. Within the list, double-click Use_Advanced_Media_Import.
5. Click the Setting Value and type False.
6. Log out of cairs.net then log back in.
7. Click the Accounting menu.
8. Within the Accounting pane, click Calls and Media Imports then> Vendor Media Import.

Viewing File Raw Data

To view all file imports by date, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
3. Within the Views pane, click the radio button next to All File Imports.
4. 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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

5. Within the Vendor Media Import pane, double-click the file to view.
6. The File Raw Data window opens and displays the data within the File Raw Data pane. The following fields display:

• • Row Number*
  • Row Data
  • Import Processed
  • Failed Status

7. Click Save and Close to close the window.

Completing a Vendor Media Import

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

4. A list of Vendor Media Templates populates within the Vendor Media Template pane. Double-click the desired template.
5. The General – Vendor Media Import window opens.
6. Within the Project Action ribbon group, click Import Now.
7. A pop-up opens, stating the information is Importing… and the Status column within the lower pane changes to Importing.
8. Depending on the file size, this process may take a moment. When the process finishes, a message displays notifying you the File transfer is complete. Within the pop-up, click the OK
9. Within the Actions ribbon group, click the Refresh
10. Within the Actions ribbon group, click the Save & Close
11. When CES runs again, it imports your file into the Active Call Database or into Equipment & Service for each telephone number.

Retrying a Failed Import

To retry a failed import, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

4. Within the Vendor Media Import pane, double-click the file to view. The General-Vendor Media Import window opens.
5. In the lower pane is a list of files. Double-click the file to re-import.
6. Within the File Action ribbon group, click the Retry Failed Import
7. A pop-up opens displaying the following text, “All the rows failed during the last import will be reset to import again. Do you want to continue?”
8. Click Yes to continue with the import or No to cancel and close the window.

Retrying a Failed Import for an Individual File(s)

To retry a failed import, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

4. Within the Vendor Media Import pane, double-click the file to view. The General-Vendor Media Import window opens.
5. In the lower pane is a list of files. Double-click the file to re-import.
6. Within the File Action ribbon group, click the Retry Failed Import
7. A pop-up opens displaying the following text, “All the rows failed during the last import will be reset to import again. Do you want to continue?”
8. Click Yes to continue with the import or No to cancel and close the window.

Editing the Row Data Column

To edit the Row Data column, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

4. Within the Vendor Media Import pane, double-click the template to view. The General-Vendor Media Import window opens.
5. In the lower pane is a list of files. Double-click the file to view.
6. The File Raw Data window opens. Click the Row Data column for the row you want to edit
7. Edit the information within the field then click Save to save the changes and remain within the File Raw Data window or Save & Close to save the changes and close the window.

Viewing Vendor Media Import Views and Status

Import Views

To view the status of all imports including those in progress, completed, failed etc., do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
3. Within the Views pane, are the following views

• • Simple List
  • All File Imports

4. 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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

A list of file imports populates within the Vendor Media Import pane. The Status column displays the file import status. The following statuses are possible.Viewing Import Status

To view the status of all imports including those in progress, completed, failed etc., do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
3. Within the Views pane, click the All File Imports radio button.
4. 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 the Vendor Media Template name or portion of the name then click the magnifying glass.
  • Click the Show All

5. A list of file imports populates within the Vendor Media Import pane. The Status column displays the file import status. The following statuses are possible.

• • Roll Back
  • Uploading
  • Ready to Import
  • Not Started
  • Completed
  • Importing
  • Failed

Rolling Back an Import

To roll back an import, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
3. Within the Views pane, click the All File Imports radio button. 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 the import name or portion of the name then click the magnifying glass.
  • Click the Show All

4. Within the Vendor Media Import pane, single click the import file to roll back.
5. Within the Actions pane, click Roll Back.
6. The list of imports will clear out within the Vendor Media Import pane. To populate the list either:

• • Within the search box, type the import name or portion of the name then click the magnifying glass.
  • Click the Show All

7. The import status for the rolled back file, changes from Completed to Roll Back.

Viewing Imported Active Calls

The Imported Active Calls button displays active calls for

To view imported active calls, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import. 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 the import name or portion of the name then click the magnifying glass.
  • Click the Show All

3. Within the Vendor Media Import pane, double-click the import to view.
4. The General-Vendor Media Import window opens. Within the Show ribbon group, click the Imported Active Calls
5. A pop-up opens, asking “Do you want to see imported calls of the whole project (Y) or individual file (N)? Click Yes to see the imported calls for the entire project or No to be able to select individual files.

Viewing Imported Charges

To view imported charges, do the following:

1. Click the Accounting
2. In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.
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 the import name or portion of the name then click the magnifying glass.
  • Click the Show All

4. Within the Vendor Media Import pane, double-click the import to view.
5. The General-Vendor Media Import window opens. Within the Show ribbon group, click the Imported Charges
6. A pop-up opens, asking “Do you want to see imported calls of the whole project (Y) or individual file (N)? Click Yes to see the imported calls for the entire project or No to be able to select individual files.
7. The imported charges display on screen.

Authorization Codes

Within Authorization Codes, you can track the codes used by your subscribers or organizations to an account number. Thereby allowing you to bill for call charges incurred while using the code. Due to security concerns, this section of the software may be visible to only those involved with the distribution and billing of call charges.

Please be aware that when you are adding an authorization code to a subscriber or unofficial account, the only place to view the association is within Authorization Codes. However, if you associate an authorization code to an official account, you can view the associated code by accessing the Auth Code button within the Show ribbon group.

Adding/Modifying/Deleting

Adding an Authorization Code

1. Click the Accounting
2. In the Navigation pane, click Authorization Codes.
3. Within the Actions pane, click Add New Authorization Codes
4. The General – Authorization Code window opens. Complete the following fields (required fields are marked with an asterisk (*)):

• • Authorization Code* – there are three different ways you can generate a random authorization code:

1. If the field is populated with the term ‘Auto”, cairs.net automatically generates a random code based on the settings your administrator determined in System Admin à System Settings à Auto Number Setup.

! In order to use the following two ways to generate an authorization code, the Auto Number Setup for Authorization Codes needs to be disabled.

2. Click the field to type in the authorization code
3. You can type an ‘A’ in the field to have cairs.net automatically generate an 8 digit random authorization code. You can also provide a prefix to the ‘A’ which indicates that the authorization code must begin with the digits before the ‘A’, for example, if you enter 74A, the code may be 74123456 (74 + 6 digits to make an 8 digit code). If you do not want an eight digit code, you can type a number after the ‘A’ to indicate how long you want the authorization code to be.  For example, A4, the code generated would be four digits; you can generate a code up to 16 digits long.  The code does not auto-generate until you click the Save button.

• • Switch Name – click the drop-down arrow to access a list and from the list, select the switch name
  • Account Number* – click the drop-down arrow to access a list of account numbers. From the list, select the appropriate number.
  • Organization Name – click the drop-down arrow to access a list and 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. In the example below, we selected Documentation, which is a child to Development and Unique. Each level of the organizational tree is separated by a >.
  • Once you select an organization, the complete path populates within the field.
  • Subscriber Name – click the drop-down arrow to access a list, and from the list, select the subscriber.
  • Class of Service Name – click the drop-down arrow to access a list, from the list, select the COS.
  • Class of Restriction Name – click the drop-down arrow to access a list and from the list, select the COR.
  • Class of Service – click the drop-down arrow to access a list and from the list, select the COS Number
  • Class of Restriction – click the drop-down arrow to access a list and from the list, select the COR Number
  • Months Before Reuse – type a number between 1 and 12 to indicate the number of months that have to pass before the authorization code is usable.
  • Expiration Date – click the field to access a drop-down calendar and from the calendar, select the date the authorization code expires. 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.
  • Miscellaneous 1 – 5 – type any additional authorization code information.
  • Sent to Switch – this field defaults to include a checkmark to indicate that once you save the record to the cairs.net database, the appropriate scripts run to add the authorization and related information to the switch database.
  • Withdraw From Switch – this fields defaults to include a checkmark to indicate that once you delete the record from the cairs.net database, the appropriate scripts run to delete the code from the switch database.

5. Within the Actions ribbon group, click the Save & New button to continue adding authorization codes or Save & Close to return to the Authorization code list.

Modifying an Authorization Code

1. Click the Accounting
2. In the Navigation pane, click Authorization Codes. 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 the Authorization Code or portion of the code then click the magnifying glass.
  • Click the Show All

3. Click the Authorization Code to modify. The Authorization Code window opens.
4. Within the list, find the field to modify. If the field contains a drop-down arrow, select the new information from the list. If you click the field and a cursor becomes available, type the new information.
5. Within the Actions ribbon group, click Save & Close to return to the Authorization Code list.

Deleting and Authorization Code

1. Click the Accounting
2. In the Navigation pane, click Authorization Codes. 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 the Authorization Code or portion of the code then click the magnifying glass.
  • Click the Show All

3. The Authorization Code list opens, displaying all codes. There are three ways to delete an authorization code:

• • Highlight the code in the list and within the Actions pane click the Delete Authorization Codes
  • Highlight the code and within the tool bar directly above the Navigation pane, click the red X.
  • Double-click the code and the Authorization Code window opens. Within the Actions ribbon group, click the Delete button.

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

Switch Communications

Sending the Authorization Code to the Switch

1. Click the Accounting
2. In the Navigation pane, click Authorization Codes. 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 the Authorization Code or portion of the code then click the magnifying glass.
  • Click the Show All

3. Click the Authorization Code to modify. The Authorization Code window opens.
4. Within the Run Time ribbon group, click the Go button.
5. The Scripts window opens displaying the list of switch scripts that commit the information to the switch.
6. Click the plus sign (+) next to the script name to view a list of parameters and values that are required for the script to run successfully, complete all parameters (fields marked with an asterisk (*) are required).
7. Once all the required fields are completed, you have three choices:

• • Continue – click the Continue button to send the script to the switch.
  • Skip – click the Skip button to make the changes within the cairs.net database but not in the switch. When you click Skip a message box displays verifying that you really want to skip running the scripts, within the box click Yes to continue or No to return to the Scripts window.
  • Cancel – click the Cancel button to abort the operation.

8. After you click your selection, the window closes. To view whether a script was completed, click the WOPR Script History button. Pay close attention to the Status column to verify that your script ran successfully.
9. If the script failed, a message displays in the Error Message column.

Scheduling Switch Communications

You can schedule your scripts to run at any time. To do so, complete the following steps:

1. Click the Accounting
2. In the Navigation pane, click Authorization Codes.
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 the Authorization Code or portion of the code then click the magnifying glass.
  • Click the Show All

4. Click the Authorization Code to modify. The Authorization Code window opens.
5. Within the Run Time ribbon group, click the Go button.
6. The Scripts window opens displaying the list of switch scripts that commit the information to the switch.
7. Click the plus sign (+) next to the script name to view a list of parameters and values that are required for the script to run successfully, complete all parameters (required fields are marked with an asterisk (*)):
8. Click the schedule field within the top line, click the drop-down arrow to access a calendar and from the calendar click the date to select, once clicked the date displays in the field (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 time (12:00 am) also populates in the box. To change the time, click the hour, minute or am/pm to type the new time.
9. The date and time display in the Schedule field.
10. Click the Continue The scripts run at the designated date and time.
11. To view whether a script was completed, click the WOPR Script History button. Pay close attention to the Status column to verify that your script ran successfully.
12. If the script failed, a message displays in the Error Message column.

Deleting from the Switch

1. Click the Accounting
2. In the Navigation pane, click Authorization Codes.
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 the Authorization Code or portion of the code then click the magnifying glass.
  • Click the Show All

4. Click the Authorization Code to modify. The Authorization Code window opens.
5. Within the Run Time ribbon group, click the Delete From Switch button.