Official Accounts

Official Accounts

Official accounts are associated to Organizations only and do not have to be associated to an organization but you cannot associate them to anything else. Many sites refer to official accounts and billing as Class A billing.

Before you can start to manage your accounts, it is a good idea to have a few things setup within your database. First, you can create your billing cycles; this determines what time period to create the bill for, when CES generates the bill, due date, late payment date, etc. Second, you can create account categories; this is an additional field to allow you to place each account into an additional category besides organization or site.

Managing Billing Cycle

Within Manage Billing Cycle, CAIRS defaults a few items for you. We default the Fiscal year start date to October 1^st. We also determine the start day and end day for each month, you can edit these fields if necessary.

There are some important considerations to keep in mind when determining your billing cycle. First, the Run Month and Run Day, these fields determine the earliest date you can generate a bill. It is advisable that you allow a few days at the beginning of the Run Month to allow manipulation of accounts, if necessary.

Second, a system setting determines whether CAIRS generates the bill automatically, if set to true, CAIRS automatically generates the bill on the Run Day.

Managing the Billing Cycle

1. Click the Accounting
2. Within the Navigation pane, click Accounts and then Official Accounts.
3. There are two ways to manage the billing cycle:

• • Within the tool bar directly the Navigation pane, click the Manage Billing Cycle Plan
  • Within the Actions pane, click the Manage Billing Cycle Plan

4. With either option, the Billing Cycle Plan window opens.
5. The first step is to determine when your fiscal year starts, within the actions ribbon group click one of the following buttons:

• Set to October 1^st Fiscal Year – click this button to set the fiscal year as October 1^st, once clicked the Billing Cycle Plan Dates pane changes to start your billing cycle with October.
• Set to January 1^st Fiscal Year – click this button to set the fiscal year to January 1^st, once clicked the Billing Cycle Plan Dates pane changes to start your billing cycle with January.
• Set Fiscal Year with First Start Month and Day – click this button to set the fiscal year to the first unofficial billing date as determined by the First Official Billing Date system setting

6. Next, you determine the days to wait before running the bill and the bill due date Within the top pane complete the following fields:

• Days to Wait Before Running Bill – type-in the number of days to wait from the end day to the day you want to run the bill, most times this is set to one or two. This gives your users the time fix any account issues.
• Days to Wait Until Bill is Due – type-in the number of days to wait from the end day to the billing due date. Most times, this is set to 15 or 16.

7. Now that you have determined your fiscal year start date and billing dates, it is time to complete the setup of your billing cycle. Within the Billing Cycle Plan Dates pane, complete the following fields (although some fields are auto-populated you can modify them to fit your needs):

• Sequence – this field auto-populates with a number between 1 and 12 to reflect the corresponding location in the billing cycle.
• Start Month – this is the first month of your billing cycle, this is determined by your Fiscal year start date. To change the month, click the field to access a dropdown arrow, once you click the arrow a list of month appears, click on the month. The selected month populates within the field.
• Start Day – this is the first day of the month that you start your billing, most times this is the first of the month. To change the day, click on the field and type in the new day to start the billing.
• End Month – for each start month, you must select an end month, most times this is the same month as the start month. However, you can bill for multiple months at a time by altering the end month. To change the month, click the field to access a dropdown arrow, once you click the arrow a list of month appears, click on the month. The selected month populates within the field.
• End Day – this is the last day of the month that you will end the billing. To change the day, click on the field and type in the new day to end the billing.

! Do not forget about Leap Year, it occurs every four years! The end day for February is the 29^th in a leap year. Here is a list of the next couple of leap years:  2012, 2016, 2020, 2024, 2028, 2032, and so on.

• Run Month – this is the month in which you run the bill for the previous billing period. If you bill on a monthly basis, this is next month. To change the month, click the field to access a dropdown arrow, once you click the arrow a list of month appears, click on the month. The selected month populates within the field.
• Run Day – this is the day of the run month that the bill generates. This field populates with the selection you determined in the upper pane. To change the day, click on the field and type in the run day.
• Due Month – this is the month in which the bill you generate is due, this is most likely the same as the run month. To change the month, click the field to access a dropdown arrow, once you click the arrow a list of month appears, click on the month. The selected month populates within the field.
• Due Day – this is the day the bill is due. This field populates with the selection you determined in the upper pane. To change the day, click on the field and type in the due date of the bill.

8. Within the Actions ribbon group, click the Save (to save and stay) button to continue working with billing cycles, or click the Save & Close (to save and exit) button to return to the Official Accounts list.

Account Category

Often times, you may want to categorize your account number based on a field other than organization or subscriber. This is where the Account Category comes into play.

Managing Categories

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. There are two ways to manage account categories:

• • Within the toolbar directly the Navigation pane, click the Account Category button
  • Within the Actions pane, click the Account Category

With either option, the Account Category window opens.

Adding

4. Click the row with an asterisk (*) to add new items to the list and type the new account category.
5. Once you start typing in the category, a new row with an asterisk (*) displays at the top of the list allowing you to add multiple categories at once.

Modifying

6. Click a row to modify and type the new information.

Deleting

7. Right-click the selector box next to the category name and click Delete.
8. Once you click Delete, a message box displays verifying that you really want to delete the category. Click Yes within the box to continue or No to cancel the operation.
9. Once selected, CAIRS draws a line through the category allowing you to delete multiple items at once.
10. If you do not want to delete the category, right-click the record and click Undelete.
11. Once you select Undelete, a message box displays verifying that you really want to keep the category. Click Yes within the box to continue or No to cancel the operation.
12. Within the Actions ribbon group, click Save (to save and stay) to continue working with account categories, or click Save & Close (to save and exit) to return to the Official Accounts list.

Official Account Report Preferences

The Official Account Report Preferences allow you to determine what files you want to generate when creating a bill. In addition, you can determine where those files go, whether to a file or printer.

You can set the report preferences for each account number. When you set the preferences within the account, they overwrite any selections you have made here. For example, if you check the Call Detail XLS here but not in the account number, the call data XLS file will not generate.

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. There are two ways to change your report preferences:

• • Within the toolbar directly above the Navigation pane, click the Official Report Preferences
  • Within the Actions pane, click the Official Report Preferences

4. Within either option, the Billing Report Preferences window opens. The lower portion of the window displays the different formats and delivery options for your billings, as a default all fields are checked. This indicates the account summary or call data generates to the particular file type or location.

The following options are available:

• • Account Summary XLS – the account summary for each account number generates to an Excel Spreadsheet
  • Call Detail XLS – the call data for each account generates to an Excel Spreadsheet
  • Call Charges Tab Delimited – the call charges for each account generate to a tad delimited file
  • One Time Charges Tab Delimited – the one-time charges for each account generate to a tab delimited file
  • Recurring Charges Tab Delimited – the recurring charges for each account generate to a tab delimited file
  • Account Type – this default to Official
  • Mailed Report PDF to File – the mailed report is generated to a PDF file
  • Mailed Report PDF to Printer – the mailed report is sent directly to the printer
  • Report to XML – the call, recurring, and one-time charges are generated into an XML file.
  • Combined Detail XLS – this report provides a combined detail of all mission funded and non-mission funded charges relating to an account.

5. If you want to remove the file type from generating, click on the box to remove the checkmark.
6. Within the Actions ribbon group, click on Save (to save and stay) to continue working with your preferences, or click Save & Close (to save and exit) to return to the Official Accounts list.

Address Types

Managing Address Types

1. Click the Accounting
2. Within the Navigation pane, click Accounts and then Official Accounts.
3. Within the Actions pane, click the Address Types
4. The Address Types window opens.

Adding

5. Click the row with an asterisk (*) and type the new type.
6. Once you start typing in the type, a new row with an asterisk (*) automatically displays at the top of the list allowing you to add multiple types at once.

Deleting

7. Right-click the selector box next to the Address Type. From the pop-up, click Delete.
8. Once you click Delete, a message box displays verifying that you really want to delete the type. Click Yes within the box to continue or No to cancel the operation.
9. Within the Actions ribbon group, click Save (to save and stay) to continue adding types, or click Save & Close (to save and exit) to return to the Official Accounts list.

Understanding the General Account Window

There are essentially four parts to the General – Accounts screen: Ribbon Groups, Account pane, Bill Summary pane and Account Balance Summary pane.

Ribbon Groups

Each of the ribbon groups allows you to perform certain account functions. For instance, you can associate site and organizations to an account, generate a bill for the account number, and make a payment to the account, etc.

Actions

Within the Actions ribbon group, you can perform the following actions:

• Save & Close – click this button to save the completed information and return to Accounts list.
• Save – click this button to save the information you have completed and remain within the Account.
• Refresh – click this button to add newly saved information to the account.

Show

Within the Show ribbon group, you define the entities belonging to the account. You define the Organizations, Site, Set Device, Authorization Codes, etc.

Management

Within the Management ribbon group, you are able to view and change the account status. You can define whether the account is active, closed, suspended, etc.

Billing Tools

Within Billing Tools, you create bills to send to your customers for their one-time, recurring, and call charges. Each bill also includes the charges for equipment and/or services applied to the account.

Once you generate a bill, you can then perform refunds or adjustments as well as make payment to the account balance.

Panes

Each account has several panes of information that appear within the Billing Account window.

Account Information Pane

The Account Information pane displays general account information. For example, the account number, what charges the account is responsible for and account type, to name a few.

Notes/Equipment & Services Pane

This pane defaults to the Notes tab to allow you to add, view, modify and delete notes relating to the account.  At the bottom of the screen, the Equipment and Services tab allows you to view all equipment and/or services related to the account.  In addition, you can add or delete equipment or services related to the account.

Bill Summary Pane

The Bill Summary pane displays the charges and balance for the selected billing period. Each billing period with a generated bill displays in the drop-down list on the right side of the pane. Once you select a billing period, the pane displays the balance, current charges and payments or adjustments.

Account Balance Summary Pane

The Account Balance Summary pane displays a more detailed bill description. There are several information tabs to view:

• Balance Summary – displays the bill’s basic information. For example, date you generated the bill, payments, charges, adjustments, and statement balance.
• Number/Circuit Summary – displays the telephone number or circuit and the charges associated with each.
• One-Time Charges – displays a list of the one-time charges associated with the billing cycle.
• Recurring Charges – displays a list of the recurring charges associated with the billing cycle.
• Calls – displays a list of calls associated with the billing cycle.
• Payments/Funding – displays a list of payments applied to the account balance when you generated the bill.
• Adjustments – displays a list of the adjustments applied to the account when you generated a bill.

Within any of the tabs, if the complete information does not display, you can search for any part by typing the parameter into the text box and clicking the magnifying glass or by clicking the Show All button.

Official Accounts Configuration

Within this section, we discuss how to add an account and its basic information. We then discuss how to associate an account to organizations, sites, set devices, etc.

Adding an Official Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. There are two ways to add an Account:

• • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Official Accounts.
  • Within the Actions pane, click the Add New Billing Account.

4. With either option the General – Account window opens. There are 3 information panes. Within the Account pane, complete the following fields (required fields are marked within an asterisk (*)):

• • Account Number* – type the account number. This field can contain numbers, letters, and/or symbols. If the field reads ‘Automatic By Setting’, the account number is auto-created by the system.
  • Mailing Address – click the drop-down arrow to access a list and from the list, select the mailing address of where to send the bills.
  • Category – click the drop-down arrow to access a list and from the list, select the account category.
  • Call Charges* – click the box to insert a checkmark indicating the account is responsible for all charges incurred from calls.
  • One Time Charges* – click the box to insert a checkmark indicating the account is responsible for all one-time equipment and service charges.
  • Recurring Charges* – click the box to insert a checkmark indicating the account is responsible for all recurring equipment and service charges.
  • Account Type* – this field auto-populates with Official indicating you are creating an official account.
  • Mission Funded – click the field to insert a checkmark indicating the charges associated with the account are mission funded. This will zero out any balance for call and equipment charges after you run the bill.
  • Mail Delivery Preference* – click the drop-down arrow to access a list. From the list, select Receives the Entire Bill, Notification Only or Nothing by Mail.
  • Email Delivery Preference* – click the drop-down arrow to access a list. From the list, select Receives the Entire Bill, Notification Only or Nothing by Email.
  • Account Miscellaneous 1 – 10 – use these fields to add any additional account comments.
  • Exclude From Financial Summary – click the box to insert a checkmark indicating that you want to exclude this account number from the Financial Summary. Leave the field blank to include the account number in the summary.
  • Created Date – This field auto-populated with the date you created the account number. The field populates after you save the information. To change the created date, click the field to access a drop-down arrow. Click the arrow to access a calendar. To change the month and year click the right or left arrow. Click the date to select. The new date populates in the box.

5. The Bill Summary and Account Balance Summary pane shows information once changes are associated to the account.
6. Within the Actions ribbon group, click Save (to save and stay) to continue adding information for the account, or click Save & Close (to save and exit) to return to the Official Accounts list.

Modifying an Official Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account to modify.
5. The Accounts window opens. Modify the fields as necessary.
6. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) and return to the Official Accounts list.

Deleting an Official Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account that matched your search criteria. Highlight the account to delete. There are two ways to delete an account:

• • Within the toolbar directly above the Navigation pane, click the red X.
  • Click the Delete Billing Account link within the Actions

5. Once you click Delete, a message box displays verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.
6. If there are any associations to the account, CAIRS does not allow you to delete the account number. If associations exist, a warning message displays notifying you that there is existing information associated to the account. Click Continue to remove the assignments.

Account Entries – Components

Within Account Entries, you can view the configured items associated to the account and the related charge types. This is also, where you will add component to the account. When you access the window there are two panes, the top pane displays a list of the components that are currently associated to the account and the following information:

• • Item Number or Name – displays the telephone number, circuit name, etc.
  • Item Type – displays the item type for example, Organization, Cell Phone Number, Telephone, Circuit Segment, etc.
  • Item Delete Date – displays the date the item was deleted from the account. The item still appears in the list, however, no charges are incurred.
  • Account Number – displays the account number
  • Site – displays the site name
  • Organization Name and Path – displays the organization name and the entire organization path
  • Billing Start and End Date – displays the date the account started to incur charges and the date the charges ended
  • Charge Type – displays the charge type the account is responsible for, there are four types: Call Charges, One Time, Recurring, and Both One Time and Recurring Charges.

A component may appear in the list more than once, depending on the charge types associated.

The lower pane allows you to search for components to add to the account. There are two tabs at the bottom of the pane, the Add Item Pick List is a general tab that will allow you to search for any component whether telephone, cell phone, circuit, etc. The Add Sets Pick List is more specific to configured sets, this tab allows you to search on fields within a set, for example, port, building name, room, etc.

Once you have associated the component to the account you can also associate equipment and services.

Viewing Related Components

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.
5. Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. The top pane displays a list of the items related to the account. The lower allows you to associate more items to the account.
6. The top pane displays the following item information:

• • Item Number or Name
  • Item Type
  • Item Delete Date
  • Account Number
  • Site
  • Organization Name and Path
  • Billing Start and End Date
  • Charge Type

7. An item may appear in the list more than once depending on the different charge types. For example, if the account is responsible for one-time and call charges, each item may appear twice within the list.
8. To view more detail, double click on the record to open the Assigned Accounts and Equipment window. This window allows you to associate additional equipment and services to the component.

Adding a Component (other than a set) to an Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.
5. Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. The top pane displays a list of the items related to the account. The lower allows you to associate more items to the account.
6. Within the lower pane, there are two sections; the left hand side allows you to search for components to add to the account. The right hand side displays a list of instructions on how to add the component to the account.
7. At the bottom of the pane are two tabs:

• • Add Items Pick List – this is a generic list of all items within your database, this could be anything from a circuit to subscriber to a set.
  • Add Sets to Pick List – this is a more specific list that pertains to only your configured sets.

8. Click on the Add Items Pick List tab to perform a search, there are a couple of ways to find the component:

• • Within the Search textbox, you can type-in the entire component name or number or a portion of the name or number, then click on the magnifying glass
  • Click on the Show All button to view every component within your database
  • You can also use the Last Search button to display the list of items from your previous search

9. Once the list displays, find your component to add to the account, double click on the record to open Assigned Accounts and Equipment window.
10. Within the window there are three panes of information, the Configured Item pane displays the item name or number, item type (Telephone, circuit, etc) and the Delete Date
11. The Accounts for Equipment and Services pane displays the account numbers that are associated to the item. There can be more than one entry in this pane depending on how the charges are distributed. Within the pane, you can add an account number to the configured item.
12. The Equipment and Services pane displays a list of the equipment and services associated to the configured item. Within this pane, you can also add equipment and services to the item.

Adding an Account Number to the Configured Item

1. Within the Accounts for Equipment and Services pane, click the row marked with the asterisk to enter in a new account number for the equipment and services. Complete the following fields, required fields are marked with an asterisk (*):

• • Charge Type* – click the drop-down arrow to access a list, then select one of the following choices:
  • Both One Time and Recurring Charges – bills the account for all one time and recurring charges
  • Recurring Charges – bills the account for only recurring charges
  • One-time Charges – bills the account for only one- time charges
  • Site* – once you click any of the drop-down lists, the site name auto-populates with the site selected on the General-Set Device window.
  • Subscriber Name – this field does not relate to official accounts.
  • Organization – if you have selected an account number associated to an organization, that organization name populates within the field. This is a read only field.
  • Account Number* – click the drop-down arrow to access a list of the account numbers and their associated organizations. If an account number is associated to multiple organizations, the account number appears in the list multiple times, for example if account number 2424 is associated to three different organizations, there are three appearances of the account number within the drop-down. Each account number references the different organization name.

From the list, select the account number and organization responsible for the charges.

! When you create an account number, you can assign it to an organization or to a subscriber; this designates the account as official or unofficial. If you select an account with an organization, it is most likely an Official Account. If you select an account where the organization is blank, it is most likely an Unofficial account and associated to a subscriber.

• • Billing Start Date* – click the drop-down arrow to access a calendar, from the calendar select the date to start the billing. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Billing End Date – click the drop-down arrow to access a calendar, from the calendar select the date to stop the billing for the equipment or service. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

2. At this point, you should save your progress. Within the Actions ribbon group, click the Save

Adding an Equipment or Services to the Configured Item

3. Within the Equipment and Services pane click on the row marked with an asterisk to add new equipment or services to the item. Use the drop-down lists or type the appropriate information in each of the following columns for the equipment or service, required fields are marked with an asterisk (*):

• • Equipment or Service Type* – click the drop-down arrow to access a list, there are three columns of information within the list:
  • Equipment or Service Types – displays the name of the equipment or service
  • Is Service Type – a checkmark indicates that the type is a service
  • Allow Cost Adjustment – a checkmark indicates that the you can adjust the cost of the equipment or service

Within the list, select the equipment or service type.

• • Equipment or Service Name* – click the drop-down arrow to access a list, and then select the equipment or service name. This list displays only the names associated to the type that you previously selected.
  • Part Name* – click on the drop-down arrow to access a list, select the part name.
  • Site – once you click any of the drop-down lists, the field auto-populates with the site name you selected in the Device Properties pane.
  • Serial Number* – this field may auto-populate after you select a part name, it may either contain None or Generate Automatically, if these are contained within the field do not change the selection. However, if the field is blank click the drop-down arrow to access a list, and select the appropriate serial number
  • Quantity – this field auto-populates with a pre-determined quantity amount. To change, click the field and type-in the new information.
  • One Time Cost – this field auto-populates with the equipment’s one-time charge.
  • Recurring Cost – this field auto-populates with the equipment’s recurring charge.
  • Total One Time Cost – displays the total one-time cost for the equipment item.
  • Total Recurring Cost – displays the total recurring cost for the equipment item.

! At the bottom of the list of equipment is a totals line displaying the one-time and recurring charges totals for all the equipment items within the list.

• • Install Date* – this field auto-populates with today’s date. To change the date, click the field to access a drop-down arrow, once clicked a calendar displays. From the calendar, select the date to install the new equipment. This is the date the charges start for billing purposes. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Delete Date – click the field to access a drop-down arrow. Once clicked, a calendar displays, from the calendar select the date to delete the item from the set. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Notes – click on the grey square in the field to open the Note popup that allows you to enter in any notes regarding the equipment or service. Once you have finished typing the note, click on the OK button to save the note and close the popup.  Alternatively, you can click on the Cancel button to cancel the operation.
  • Location – type the equipment or service location.
  • Last Recurring Bill Date – this field indicates the last date the piece of equipment generated a bill.

4. You can continue to add equipment and services to the item, when finished, click on the Save & Close button within the Actions ribbon group to return to the Account.

You will notice that the item now appears in the Related to Account pane.

Adding a Configured Set to an Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.
5. Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. The top pane displays a list of the items related to the account. The lower allows you to associate more items to the account.
6. Within the lower pane, there are two sections; the left-hand side allows you to search for components to add to the account. The right-hand side displays a list of instructions on how to add the component to the account.
7. To add a set to the account, click on the Add Sets to Pick List tab at the bottom of the pane
8. You need to search for the set to add to the account, there are a couple of ways to find the set:

• Within the Search textbox, you can type-in the entire component name or number or a portion of the name or number, then click on the magnifying glass
• Click on the Show All button to view every component within your database
• You can also use the Last Search button to display the list of items from your previous search

9. Once the list displays, find the set to add to the account, double click on the record to open the Set Management window.
10. Within the lower portion of the Facilities pane, click on the Accounts for Equipment and Services tab. The pane changes to display the accounts related to the different charge types for the equipment and services.
11. Click the row marked with the asterisk to enter in a new account number for the equipment and services. Complete the following fields, required fields are marked with an asterisk (*):

When you start typing in any field CAIRS will try to auto-populate information from within the account that is not already populated relating to the account. For example, when you are adding an account for calls and the account is associated to a organization and site, both those fields will populate within the Accounts for Calls pane.

• • Charge Type* – click the drop-down arrow to access a list, then select one of the following choices:
  • Both One Time and Recurring Charges – bills the account for all one time and recurring charges
  • Recurring Charges – bills the account for only recurring charges
  • One-time Charges – bills the account for only one- time charges
  • Site* – once you click any of the drop-down lists, the site name auto-populates with the site selected on the General-Set Device window.
  • Organization – if you have selected an account number associated to an organization, that organization name populates within the field. This is a read only field.
  • Account Number* – click the drop-down arrow to access a list of the account numbers and their associated organizations. If an account number is associated to multiple organizations, the account number appears in the list multiple times, for example if account number 2424 is associated to three different organizations, there are three appearances of the account number within the drop-down. Each account number references the different organization name.

From the list, select the account number and organization responsible for the charges.

! When you create an account number, you can assign it to an organization or to a subscriber; this designates the account as official or unofficial. If you select an account with an organization, it is most likely an Official Account. If you select an account where the organization is blank, it is most likely an Unofficial account and associated to a subscriber.

• • Billing Start Date* – click the drop-down arrow to access a calendar, from the calendar select the date to start the billing. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Billing End Date – click the drop-down arrow to access a calendar, from the calendar select the date to stop the billing for the equipment or service. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

12. When you have added the account number to the set click the Save & Close button within the Actions ribbon group to return to the Account, you will notice that the item now appears in the Related to Account pane.

Removing a Component from an Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.
5. Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to remove from the account.

The Assigned Accounts and Equipment window opens.

6. Within the Account for Equipment and Services pane, right click on the selector box next to the charge type, a popup menu opens, within the box click Delete.
7. Once you click Delete, a message box appears verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.
8. To save your changes, click on the Save & Close button within the Actions ribbon group to return to the Account.

Viewing the Component

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account to view.
5. Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to view.

The Assigned Accounts and Equipment window opens.

6. Within the Related Item Actions ribbon group, click on the Open Item button. This opens the components window allowing you to make changes.
7. If you do make any changes make sure to save them by clicking either the Save or Save & Close button within the Actions ribbon group.

Current Balance

You can determine the balance due on an account for any billing period.

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Current Balance There are two panes of information; the top pane allows you to select the billing period and the lower pane displays the bill for the period selected.
6. Within the top pane, complete the following fields to select a billing period and determine the balance (required fields are marked with an asterisk (*)):

• • Bill From Date* – this field auto-populates with the current billing cycle. 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.
  • Bill To Date* – this field auto-populates with the current date. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Fiscal Year* – this field auto-populates with the current fiscal year. To change to a previous year click the field to type the appropriate year.
  • Due Date* – this field auto-populates with the current billing cycle’s due date based on the Billing Cycle created within Manage Billing Cycle.
  • Date Mailed – this field indicates the date the bill was sent to the printer.
  • Date Emailed – this field displays the first date an email regarding the bill was sent to the organization.
  • Date Copied – this field indicates the date the bill was copied
  • Last Delivery Attempt Date – this field indicates the date that CES last attempted to deliver to the appropriate destination.
  • Previous Balance – displays the balance of the previous statement for the account number
    • Total One Time Charge
    • Total Recurring Charge
    • Total Call Charge

7. Once the fields are complete, click the Determine Balance
8. The lower pane populates with the bill information. The current account balance is the last field within the pane.

Official Account Organizations

Once you associate the account number to an organization, they are tied together in CAIRS. An account number can be associated to multiple organizations. Within this button, you are associating the different organizations to the account number.

There are a couple of things that you need to be aware of when dealing with the account/organization association:

1. When associating the organizations, remember that the child organizations do not inherit the association of their parents. You need to associate all levels to the account.
2. If you assign an account number(s) directly to the organization within Directory/Organizations, that overrides all selections made within this window. To ensure that there is no account number associated to an organization, access: Directory/Organization àOrganizations à access the organization to view the associated account number, if applicable.
3. If you are going to associate multiple organizations to an account, you need to set the Filter Organization By Account System Setting to False.

Adding an Organization

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Organizations The screen displays two panes of information; the top pane displays the organization associated to the account. The lower pane displays the complete list of organizations currently established within your database.
6. Within the Search Organization (lower pane), there are 6 columns of information:

• • Organization Name – displays the lowest level of the organization tree.
  • Organization Path – displays the complete path to the organization name. Each level is separated by >.
  • Account Number – displays the account number associated to the organization name.
  • TCO – displays the TCO Group associated to the organization
  • Organization Code – displays the organization code
  • Organization Abbreviation – displays the organization abbreviation

7. To add an organization to an account, find the name within the list and double-click the row. The organization name displays in the Selected Organizations pane. The lowest level of the organization is listed first, after the two ~~ the complete path to the organization is displayed, each level is separated by a >.

! You can search for an organization within the Search Organization pane by typing in the name or portion of the name within the Search text box, once entered click the magnifying glass. Any record with the search characteristics displays within the pane.

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

Deleting an Organization

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Organizations
6. Within the Selected Organizations pane, right-click the Organization to delete. A small pop-up menu opens. Click
7. Once you click Delete, a message box displays verifying that you really want to delete the Organization. Click Yes within the box to continue or No to cancel the operation.

Once selected, CAIRS draws a line through the name allowing you to delete multiple items at once.

8. If you do not want to delete the Organization, right-click the record to access a pop-up menu, and click Undelete.
9. Once you select Undelete, a message box displays verifying that you really want to undelete the selection. Click Yes within the box to continue or No to cancel the operation.
10. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.

Official Account Sites

An account number can be limited to a site allowing you to monitor the account numbers for each site independently.

Child sites do not inherit the association of their parents; you need to associate all levels to the account number.

Adding Site Association

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Sites The window displays two panes of information; the top pane displays the sites associated to the account. The lower pane displays a list of all the sites within your database, the following read-only information is available for each site:

• • Site Name – displays the name of the site, this is the lowest level of the site tree.
  • Site Path – displays the complete path to the site. Each level is separated by a >.
  • Site Level – displays the site level name or number.
  • Site Code – displays the three-digit alphanumeric site code.

! You can search for an organization within the Search Organization pane by typing in the name or portion of the name within the Search text box, and then click the magnifying glass. Any record with the search characteristics displays within the pane.

6. To add a site to the account, find the site within the list, and double-click the record, the site name now displays within the upper pane.

! Be aware that sites do not inherit the associations of their parents. You must associate each level to the account. For example, if you associate a parent and want all the children associated you must associate all children site as well.

7. Within the Actions ribbon group, click Save (to save and stay) to continue working with the account, or click Save & Close (to save and exit) to return to the Accounts list.

Selecting All Sites

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the lower portion of the Site button to access a drop-down menu. From the menu, highlight Select All Sites.

All site names displays within the top pane.

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

Deleting a Site

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Sites
6. Within the top pane, right site on the site name to access a pop-up menu, from the menu select Delete.
7. Once you click Delete, a message box displays verifying that you really want to delete the site. Click Yes within the box to continue or No to cancel the operation.

Once selected, CAIRS draws a line through the site; allowing you to delete multiple items at once.

8. If you do not want to delete the site, right-click the record to access a pop-up menu and from the pop-up, click Undelete.
9. Once you select Undelete, a message box displays verifying that you really want to keep the site. Click Yes within the box to continue or No to cancel the operation.
10. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.

Unselecting All Sites

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the lower portion of the Site button to access a drop-down menu. From the menu, highlight Unselect All Sites.

The site names are removed from the top pane indicating that there are no site associations.

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

Official Account TCO Subscribers

Within the TCO Subscriber button, you can view the TCO subscribers associated to the account. The list provides the TCO name, first and last of the subscriber as well as email address and contact phone number. The final column determines whether the subscriber is an administrator for Subscriber Portal. By double clicking on any record, you can open the subscriber record, at which point you can modify the record.

Official Account Orders/Troubles/Tasks

You can view all orders, trouble tickets, and/or tasks related to the account; this includes those that are active, closed, on hold or past due.

Viewing Orders

Within an account, click on the Order/Troubles and Tasks button within the Show ribbon group. The window changes to displays two panes of information, the top pane displays the orders, the lower pane displays the troubles. The list of the active orders populates in the upper pane.

To view a list of the closed orders, click on the option button next to the Closed. The window changes to display a list of closed order related to the account.

To view a list of the orders On Hold, click on the option button next to the On Hold. The window changes to display a list of held order related to the account.

To view a list of all orders; active, closed, held, and past due, click on the option button next to All. The window changes to display a list of every order related to the account.

To view a list of the order that are past due, click on the option button next to the Past Due. The window changes to display a list of orders that are past the due date based on the Days to Complete field within the Work Flow Setup.

You can search for an order by typing a search parameter within the textbox in the upper right hand corner of the pane and click on the magnifying glass.

Viewing Tasks

Within the account, click on the Order/Troubles and Tasks button within the Show ribbon group, within the lower portion of the Orders pane, click on the Tasks tab. The list of the open tasks populates in the upper pane.

To view a list of the closed tasks, click on the option button next to the Closed. The window changes to display a list of closed tasks related to the account.

To view a list of all task; active, closed, held, and past due, click on the option button next to All. The window changes to display a list of every task related to the account.

To view a list of the tasks that are past due, click on the option button next to the Past Due. The window changes to display a list of tasks that are past the due date based on the Days to Complete field within the Work Flow Setup.

You can search for a task by typing a search parameter within the textbox in the upper right hand corner of the pane and click on the magnifying glass.

Viewing Troubles

Within an account, click on the Order/Troubles and Tasks button within the Show ribbon group. The window changes to displays two panes of information, the top pane displays the orders, the lower pane displays the troubles. The list of the active troubles populates in the lower pane.

To view a list of the closed troubles, click on the option button next to the Closed. The window changes to display a list of closed trouble tickets related to the account.

To view a list of the troubles On Hold, click on the option button next to the On Hold. The window changes to display a list of held trouble tickets related to the account.

To view a list of all troubles; active, closed, held, and past due, click on the option button next to All. The window changes to display a list of every trouble ticket related to the account.

To view a list of the troubles that are past due, click on the option button next to the Past Due. The window changes to display a list of trouble tickets that are past the due date based on the Days to Complete field within the Work Flow Setup.

You can search for a task by typing a search parameter within the textbox in the upper right hand corner of the pane and click on the magnifying glass.

Official Account Addresses

Viewing Associated Addresses

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the upper portion of the Addresses
6. The window displays two panes of information. The top pane displays a list of addresses currently associated to the account and the lower pane displays a list of all address currently within your database.
7. If the information in the top pane does not readily populate, you can search for an address by typing in the name or portion of the name within the search text box or click the Show All

Adding a New Address

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the lower portion of the Addresses button to access a drop-down menu. From the menu, click Add New Address.
6. The Address window opens. Complete the following fields for the address (required fields are marked with an asterisk (*)):

• • Address Label – type the address label. For example, work, home, etc.
  • Street* – type the mailing address.
  • City – type the city name.
  • State/Province – type the state abbreviation, province name or other designation.
  • Zip Postal – type the 5-digit zip code.
  • Zip Plus 4 – type the 4-digit code displaying after the standard zip code, if applicable.
  • Country/Region – type the country abbreviation.
  • Address Type – click the drop-down arrow to access a list, from list select the address type.

7. Within the Actions ribbon group, click Save (to save and stay) to continue working with the account, or click Save & Close (to save and exit) to return to the Accounts list.

Once you have added the address into the system, you must associate it to the account.

Associating an Address to an Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the upper portion of the Addresses The window displays two panes of information. The top pane displays a list of addresses currently associated to the account and the lower pane displays a list of all address currently within your database.
6. To populate the information in either pane:

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

7. To associate an address to an account, find the address within the Available Addresses pane and double-click the address. The address displays in the Addresses for Account pane.
8. To associate additional addresses, repeat steps 6 and 7.
9. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.

Adding a Mailing Address

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the upper portion of the Addresses There are two ways to populate the list of Address for the Account:

• • Within the search box, type the account number or portion of the number and then click the magnifying glass.
  • Click the Show All

6. Once the list populates, highlight the address within the Addresses for Account
7. Within the Show ribbon group, click the lower portion of the Address button to access a drop-down menu. From the menu, click Make Mailing Address.
8. Alternatively, right-click the address within the list to access a pop-up menu and from the menu select Select this address for mailing bills.
9. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.
10. To ensure the address is now the mailing address, within the Show ribbon group click the Billing Account Within the Account pane, the mailing address now populates with your selection.

Removing an Address from an Account

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the upper portion of the Addresses There are two ways to populate the list of Address for the Account:

• • Within the search box, type the account number or portion of the number and then click the magnifying glass.
  • Click the Show All

6. Right-click the address to access a pop-up menu and select Remove from this account.
7. The address redisplays in the Available Address pane.
8. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.

Official Account Calls

If the account you are currently viewing is responsible for call charges, you can view a summary of account-applied charges.

To view the calls associated to the account, within the Show ribbon group, click the Calls button. Depending on the amount of calls associated to the account, the list may not populate right away. To populate the list, complete one of the following:

• Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
• Click the Show All

The window displays the following call information:

• Call Type – call type name.
• Total Calls – the total number of calls made.
• Total Cost – the total cost of calls.
• Total Call Duration – the total duration of calls in minutes.

At the bottom of the list, are call charge totals. To view the details for each call type, click the plus sign (+) next to the call type name, to return to the default view, click the minus sign (-) next to the call type name.

You can export or print the call data by clicking on the Sharing tab at the top of the screen. There are 4 export formats:

• PDF – you can export the total report (expanded bands only or primary band) to a PDF file. Once selected the PDF file generates to your screen, you can save the file to any location.
• Excel – you can export the total report (expanded bands only or primary band) to an Excel spreadsheet. Once selected, Excel opens with your report, you can save the file to any location.
• Print – you can send the entire report (expanded bands only or primary band) to a printer. Once selected the Print box displays allowing you to choose your printing options.
• Text – you can export the total report (expanded bands only or primary bands) to a tab delimited text file. Once selected, the Select the location to save the Tab-delimited Text File box opens. Browse to the location, type the file name within the text box and click the Save button.

Official Account Authorization Codes

You can associate authorization codes to each account number. Generally, subscribers use authorization codes to make calls that incur a charge. If the account number in not responsible for call charges, you cannot bill for those charges. Be sure the checkbox for Call Charges is marked on the Billing Account button.

Since an Official Account is not associated with a subscriber, the authorization code has to belong to the organization.

CAIRS can generate authorization codes automatically or you can manually enter in the codes. If you choose to have CAIRS generate the codes, you have to designate how many digits and the increment. To learn more about this see System Admin – System Settings – Auto Number Setup.

Viewing an Accounts Authorization Codes

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the upper portion of the Authorization Codes There are two ways to populate the list:

• • Within the search box, type the authorization code or portion of the code and then click the magnifying glass.
  • Click the Show All

6. The window displays a list of the authorization codes associated to the account.

Adding an Authorization Code from within an Account Number

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Click the lower portion of the Authorization Code button to access a drop-down menu. From the menu, select New Auto Auth Code.
6. A new authorization code displays at the top of the list within the lower pane.

! Once you create a new authorization code, you can go into Accounting -> Authorization Codes to populate the remaining information. Once saved, you can refresh the screen within the account to see the complete information.

7. Within the Actions ribbon group, click Save (to save and stay) to continue working with the account, or click Save & Close (to save and exit) to return to the Accounts list.

Deleting an Authorization Code from within an Account Number

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the upper portion of the Authorization Codes If the list does not populate, there are two ways to populate the list:

• • Within the search box, type the authorization code or portion of the code and then click the magnifying glass.
  • Click the Show All

6. The window displays a list of the authorization codes associated to the account. Within the list, right-click the selector box next to the authorization code and click Delete.

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

7. If you do not want to delete an item, right-click the record to access a pop-up menu and click Undelete.
8. Once you select Undelete, a message box displays verifying that you really want to keep the item. Click Yes within the box to continue or No to cancel the operation.
9. Within the Actions Ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.

Charge Type Override

When you click the Charge Type Override button, the screen changes to display two panes of information: Call Types and Equipment and Service Types. Within each account, you can indicate a specific call type(s), equipment type, or service type as reimbursable. The charge type override works in connection with the type of service, for each override you determine whether the charges related to the call type or equipment and service type are mission funded. You can create your Types of Service within Equipment and Services àType of Service.

Adding a Charge Type Override

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Charge Type Override
6. The screen changes to display two panes of information: Call Types and Equipment and Service Types.

Call Type Override

7. Within the Call Type pane, click the row marked with an asterisk (*) to add a new record. Within the Call Type column, click the drop-down arrow to access a list of the call types within your database, from the list select the appropriate call type.
8. In the Type of Service Name column, click the drop-down arrow to access a list. From the list, select the associated type of service.
9. Before adding more information, it is a good idea to save your changes, within the Actions ribbon group, click the Save

Equipment and Service Type Override

10. Within the Equipment and Services pane, click the row marked with an asterisk (*) to add a new record. Within the Equipment Type column, click the drop-down arrow to access a list of the equipment and service types within your database, from the list select the appropriate type.
11. In the Type of Service Name column, click the drop-down arrow to access a list, from the list select the associated type of service.
12. Within the Actions ribbon group, click Save (to save and stay) to continue working with reimbursable types, or click Save & Close (to save and exit) to return to the Official Accounts.

Removing a Charge Type Override

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Charge Type Override
6. The screen changes to display two panes of information: Call Types and Equipment and Service Types.
7. Within the appropriate pane, right-click the selector box next to the type name. A small pop-up menu opens, within the box click Delete.
8. Once selected, CAIRS draws a line through the item allowing you to delete multiple items at once.
9. If you do not want to delete an item, right-click the record to access a pop-up menu and click Undelete.
10. Once you select Undelete, a message box displays verifying that you really want to keep the item. Click Yes within the box to continue or No to cancel the operation.
11. Within the Actions ribbon group, click Save (to save and stay) to continue working with account, or click Save & Close (to save and exit) to return to the Official Accounts.

Settings

Within the Settings button, you determine two things: what billing report files you want generated for the account and what call types you want to exclude from the printed bill. Excluding calls from the bill is helpful if you do not want to include zero cost calls.

Account Billing Report Preferences

There are two ways to set the preferences; you can set them either for each account number or for all of the official accounts. Within this option, you are setting the preferences for this account number. The selections here over-ride the setting you may have chosen for all of official accounts.

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Settings There are two panes of information, within the top pane you determine the preferences, the lower is used for excluding call types from bills.
6. The Billing Report Preferences pane displays the different formats and delivery options for your billings, as a default all fields are checked. This indicates the account summary or call data generates to the particular file type or location.

The following options are available:

• • Account Summary XLS – the account summary for each account number generates to an Excel Spreadsheet
  • Call Detail XLS – the call data for each account generates to an Excel Spreadsheet
  • Call Charges Tab Delimited – the call charges for each account generate to a tad delimited file
  • One Time Charges Tab Delimited – the one-time charges for each account generate to a tab delimited file
  • Recurring Charges Tab Delimited – the recurring charges for each account generate to a tab delimited file
  • Account Type – this default to Official
  • Mailed Report PDF to File – the mailed report is generated to a PDF file
  • Mailed Report PDF to Printer – the mailed report is sent directly to the printer
  • Report to XML – the call, recurring, and one-time charges are generated into an XML file.
  • Combined Detail XLS – this report provides a combined detail of all mission funded and non-mission funded charges relating to an account.

7. If you want to remove the file type from being generated, click on the box to remove the checkmark.
8. Within the Actions ribbon group, click on Save (to save and stay) to continue working with your preferences, or click Save & Close (to save and exit) to return to the Official Accounts list.

Adding a Call Type to Exclude from Bill

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Settings
6. Within the Call Types to Exclude from Printed PDF Bills pane, click the row marked with an asterisk (*). Within the Call Type column, click the drop-down arrow to access a list of the call types within your database, from the list select the appropriate call type.
7. Within the Exclude From Bill column, click the box to insert a checkmark indicating that you want to exclude the call type from the printed bill.
8. You can continue adding call types by clicking on the row marked with an asterisk (*).
9. Within the Actions ribbon group, click Save (to save and stay) to continue working with settings, or click Save & Close (to save and exit) to return to the Official Accounts.

Deleting a Call Type from being Excluded

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Show ribbon group, click the Settings
6. Wiithin the Call Types to Exclude from Printed PDF Bills pane, right-click the selector box next to the type name. A small pop-up menu opens. Click Delete.

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

7. If you do not want to delete an item, right-click the record and click Undelete.
8. Once you select Undelete, a message box displays verifying that you really want to keep the item. Click Yes within the box to continue or No to cancel the operation.
9. Within the Actions ribbon group, click Save (to save and stay) to continue working with settings, or click Save & Close (to save and exit) to return to the Official Accounts.

Viewing Official Accounts

1. Click the Accounting
2. Within the Navigation pane, click Accounts and then Official Accounts.
3. Before the Account list populates, you must either:

• • Within the search box, type the account number or portion of the number and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Use the Views pane to sort the Accounts list based on a common category or characteristic. The following views are available:

• • Simple List (default view)
  • Detailed List
  • Accounts by Directory Number
  • Authorization Codes
  • Account Status
  • Accounts by Bill Delivery Dates
  • Accounts by Building
  • Account Notes
  • Custom View – this selection allows you to create a custom view by dragging and dropping column headers to create a line display.

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

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

6. If available, click the plus sign (+) next to the group to view the individual records.
7. Double-click the record to view the Account window.

 

Account Management

Within the Management ribbon group, you can view an account’s status over its entire history. This is the area to see if the account is active, closed, suspended, etc. You can change the account status but be aware this ribbon group overrides all other account statuses. For example, if you close the account here, the billing on this account stops.

Manage Status Change Types

This option allows you to populate the Status Change Types drop-down list. These change types explain why the account status is changing. Possible change types are non-payment, customer request, etc.

Adding a Status Type

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Management ribbon group, click the lower portion of the Account Status button to access a drop-down menu. From the menu, select Manage Status Types.

The Account Status Change Types window opens.

6. Click the field marked with an asterisk (*) to add new records. Once you start typing, a new row displays above allowing you to add multiple items.
7. Type the Change Type that explains why the account status is changing, for example, non-payment, customer request, rotation date, etc.
8. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Official Accounts list.

Deleting a Status Type

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Management ribbon group, click the lower portion of the Account Status button to access a drop-down menu. From the menu, select Manage Status Types.
6. The Account Status Change Types window opens. There are two ways to delete a type:

• • Right-click the type to access a pop-up menu and select Delete.
  • Highlight the row by clicking the name and within the Actions ribbon group click the Delete

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

Account Status

Within this option, you can change the account status. This allows you to suspend or close an account for different reasons. You can also reopen or make the account active again. Keep in mind, that when you change the account status to suspended or closed all billing stops for that account.

There are a few important notes about Account Status.  For Account Status to work properly you must have turned on the ‘Update Account Status’ CES process and have it running at regular and frequent intervals.  If CES does not run then the account status will not change.  There are two dates relating to each status, the Requested and the Date Applied.  The Requested Date is the date the user requested the CES process to run.  The Date Applied is when the account status change took effect.

Account Status cannot be set to a date that already passed.  Since the status update is directly related to a CES process if you put the effective date in the past it will update the status to the date and time the CES process was run.  It can be set to a date in the future, once CES runs the process the account status changed and the action is initiated.

 

Viewing Account Status

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.

There are two ways to view the account status. First, the solid line directly beneath the ribbon displays the current status.

5. Alternatively, click the upper portion of the Account Status button within the Management ribbon group.

The screen displays a complete account status history. Pay close attention to the Status and Date Requested columns, the most recent status appears at the top of the list.

There are four account statuses:

• Active
• Suspended
• Closed
• Reopened

There are six additional columns of information: User Name, First Name, Last Name, Time Requested, Account Status Change Type, and Date Applied.

Changing Account Status

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.
5. Within the Management ribbon group, click the lower portion of the Account Status button to access a drop-down menu. From the menu, select Change Account Status.
6. The New Account Status Change window opens. Complete the following fields (required fields are marked with an asterisk (*)):

• • Status – click the field to access a drop-down list and from the list select one of the following:
    • Active
    • Suspended
    • Closed
    • Reopened
  • Date Requested – the field defaults to today’s date. To change the date click the field to access a drop-down arrow, once clicked a calendar displays, from the calendar select the effective 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.

Keep in mind, this is a CES process so the date and time requested is when you have initiated the process to run.  Once the process runs, the Date Applied will populate with actual date and time the account status was changed.

• • Status Change Type – click the field to access a drop-down list and from the list select the change type.

7. Within the Actions ribbon group, click Save (to save and stay) or click Save & Close (to save and exit) to return to the Accounts list.

When you change the status of an account the yellow line directly below the ribbon displays the new account status.

Billing Tools

Within the Billing Tools ribbon group, you generate bills for the account you are currently viewing. You can adjust the bill without generating a new bill by either crediting or debiting the account. Once you generate the bill and send it out to the customer, you can apply payments made. Payment made to an account will not show on the account until you generate a bill for the next bill cycle.

Finally, you can rollback a bill cycle. When you perform a rollback, you are deleting the previous bill for the cycle and generating a new bill in its place. Make sure you really want to do this because there is no undo function.

Adjustments

You handle refunds and adjustments the same way within CAIRS. You can enter a credit (refund) to the account allowing the positive balance to apply to the next generated bill. Alternatively, you debit (adjust) the account to apply a balance to the next generated bill.

Applying a Credit or Debit

Remember that when applying a refund to an account, the credit amount does not apply until you generate the next bill cycle.

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Account window opens, and defaults to show the Billing Account information.
5. Within the Billing Tools ribbon group, click the Refunds and Adjustments Within the solid blue line below the ribbon, click the circle next to either:

• • Credit (Refund) – apply funds to an account.
  • Debit (Adjustment) – add charges to the balance statement.

6. Within the top pane, complete the following information (required fields are marked with an asterisk (*)):

• • Adjustment Amount* – type the adjustment amount. When you enter in the amount, type the total amount with a decimal point. If you fail to enter in the decimal point CAIRS adds one in the appropriate location, for example if you type $100, CAIRS converts that to $1.00 instead of $100.00.
  • Adjustment Date* – this field auto-populates with the current date. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Type of Service Name – click the drop-down arrow to access a list and from the list select the Type of Service
  • Site – click the drop-down arrow to access a list and from the list, select the site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site. Each site level is separated by a >.
  • Organization Name – click the drop-down arrow to access a list from the list, select the name of the organization. The organization drop-down list displays the bottom-most organization first. After the ~~the complete path to the selected organization displays. Each level of the organizational tree is separated by a >. Once you select an organization, the complete path populates within the field.
  • Note – type any necessary information for why you are applying an adjustment.

7. Directly below the top pane, on the right-hand side of the screen, click the Apply Adjustment
8. The information moves from the top pane to the Pending Adjustments pane.
9. When you generate the next bill, the refund or adjustment applies to the account.

Viewing Adjustment History

In order for a credit or debit to apply to an account, you must generate the bill for the next bill cycle. After generating the bill, there are two ways to view the applied adjustments.

First, within the Billing Tools ribbon group, click the Refunds and Adjustments button. Any adjustments made to the account displays in the Adjustment History pane. CAIRS designates a credit with the amount encased in parenthesis while a debit does not have parenthesis.

Second, on the Billing Account screen (Show ribbon group – Billing Account button), select a bill period from the drop-down box in the middle of the screen. The bill summary displays on the lower portion of the screen. Click the Adjustments tab to view the credits and debits applied to the account.

Creating a Bill

After you apply any adjustments to an account the customer may want a revised bill. The Create Bill button allows you to generate a new bill for only the account you are viewing. You may have to perform a rollback on the account number before you can generate a new bill, CAIRS does not allow you to generate multiple bills for a single billing cycle. To learn how to perform a rollback see: Billing Tools – Rollback a Bill à Performing a Rollback.

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account, The Accounts window opens.
5. Within the Billing Tools ribbon group, click the Create Bill

! If a bill has already been generated for this account number in the current billing cycle, you need to perform a rollback. A rollback allows you to remove the previous bill for just this account.

6. The Create Bill pop-up opens. Complete the following bill fields (required fields are marked with an asterisk (*)):

! Some of the following fields auto-populate with information you have previously designated. When you enabled and created a billing cycle, you determined the information that displays in these fields.

• • Bill From Date* – this field populates with the last date of the previous bill period. 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.
  • Bill To Date* – this field populates with the current date. To change the date, click the field to access a drop-down calendar. To change the month and year, click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Fiscal Year* – this field populates with the current fiscal year. To change the information, click the field and type the correct fiscal year.
  • Due Date* – this field auto-populates with the bill due 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.
  • Date Mailed –you can type the date you mailed the bill or you can click the drop-down arrow to access a calendar. From the calendar select the date that you mailed the bill.
  • Date Emailed –you can type the date you emailed the bill or you can click the drop-down arrow to access a calendar. From the calendar select the date you emailed the bill.
  • Last Delivery Attempt Date – this field displays the date that CES last attempted to deliver a bill by either method.
  • Date Copied – this field indicates the date the bill was copied
  • Previous Statement Balance – displays the balance of the previous statement for the account number

7. Once you have completed the information within the pop-up, click the Run Bill button to produce the bill for this account.

Viewing the Bill You Created for an Account Number

When you create a bill, the bill information automatically displays in the Account Balance Summary pane within the Billing Account screen. To view the detailed bill, complete the following steps:

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Account window opens, and defaults to show the Billing Account information.
5. Within the Bill Summary pane, click the Select billing period drop-down box (in the upper right-hand corner of the pane). From the list, select the billing period to view.
6. The Bill Summary pane displays the following information:

• • Charge Category
  • One Time Charges
  • Recurring Charges
  • Call Charges
  • Current Charges
  • Funding and Adjustments
  • Previous Balance
  • Current Balance

7. Within the lower portion of the screen, several information tabs display various portions of the bill. You can view the following information by clicking the appropriate tab:

• • Balance Summary – displays the bills generated on the account and the total charges, payments and adjustments made on the account. Any amounts seen within parentheses are credits to the account.
  • Number/Circuit Summary – if multiple set devices and/or circuits are associated to the account, this tab displays the device name, total one-time charges, total recurring charges, and total call charges. To view the full details, click the plus sign (+) next to the number or circuit name.
  • One-Time Charges – displays only the one-time charges associated to the account. Within the column on the left-hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.
  • Recurring Charges – displays only the recurring charges associated to the account. Within the column on the left-hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.
  • Calls – displays a list of the call data associated to the account. Within the column on the left-hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.
  • Funding/Payments – displays a list of funding/payments credited to the account.
  • Adjustments – displays a list of adjustments made on the account.

Rollback a Bill

The purpose of rolling back a bill is to delete the previous bill and create a new one. Be aware that there is not a backup of the previous bill. When you roll back a bill, you are removing the charges from the bill and placing them back into the system. This allows you to modify the bill before sending a final bill to your customers or the Subscriber Portal.

You can perform a rollback on a single account or on the entire bill. See the section on Generating an Entire Bill which covers how to perform a rollback on the entire bill.

Performing a Rollback

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Account window opens, and defaults showing the Billing Account information.
5. To verify you are on the most recent bill cycle, click the drop-down arrow in the Select billing period CAIRS performs a rollback from the top of the list to the bottom.
6. Within the Billing Tools ribbon group, click the Rollback Last Bill
7. A message box displays verifying that you really want to perform the rollback. Remember a rollback deletes the last bill.
8. Click Yes to continue with the rollback or No to cancel the operation.
9. The bill cycle no longer displays in the list, allowing you to generate a new bill for this account number.

Funding

Organizations can make payments that apply to their statement balance. Before you can accept payments, you must determine the types, methods and locations you allow within your CAIRS.

A Type is considered what type of payment you are accepting, for example, a standard payment, late payment, etc.

A Method is considered what form of payment you are accepting, for example, cash, check, credit card, etc.

A Location is considered where your customer is making the payment, for example, in office, cash box, mail, etc.

Manage Payment and Funding Types

1. Click on the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. There are three ways to Manage Payment and Funding Types

• • Within the tool bar directly above the Navigation pane, click the Payment and Funding Types button
  • Within the Actions pane, click the Payment and Funding Types
  • Within the Account list, double click on the account number, The Account window opens. Within the Billing Tools ribbon group, click the lower portion of the Funding button to access a dropdown menu. From the menu, select Manage Funding Types.

4. With either option, the Payment and Funding Types popup opens. Click the line marked within an asterisk. Once you start typing, a new row appears allowing you to add multiple items.
5. Within the field, type-in the type explaining the payment types you are applying to the account. For example, a type can be a standard payment, discrepancy, bad check, etc.
6. Within the Actions ribbon group, click the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Manage Payment and Funding Methods

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. There are three ways to Manage Payment and Funding Methods:

• • Within the tool bar directly the Navigation pane, click on the Payment and Funding Methods
  • Within the Actions pane, click the Payment and Funding Methods
  • Within the Account list, double click on the account number, The Account window opens, within the Billing Tools ribbon group, and click the lower portion of the Funding button to access a dropdown menu. From the menu, select Payment and Funding Methods.

4. With either option, the Payment and Funding Methods popup opens. Click the line marked within an asterisk. Once you start typing, a new row appears allowing you to add multiple items.
5. Within the field, type-in the method that explains what form of payment you accept. For example, cash, check, credit, debit, etc.
6. Within the Actions ribbon group, click on the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Manage Payment and Funding Locations

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. There are three ways to Manage Payment and Funding Locations:

• • Within the tool bar directly the Navigation pane, click on the Payment and Funding Locations
  • Within the Actions pane, click the Payment and Funding Locations
  • Within the Account list, double click on the account number, The Account window opens, within the Billing Tools ribbon group, and click the lower portion of the Funding button to access a dropdown menu. From the menu, select Payment and Funding Locations.

4. With either option, the Payment and Funding Locations popup opens. Click the line marked within an asterisk. Once you start typing, a new row appears allowing you to add multiple items.
5. Within the field, type-in the locations. For example, drop box, mail, OTC, etc.
6. Within the Actions ribbon group, click on the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Deleting a Type, Method or Location

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. There are three ways to delete a type, method or location:

• • Within the tool bar directly the Navigation pane, click the appropriate button.
  • Within the Actions pane, click the appropriate link .
  • Within the Account list, double click on the account number, The Account window opens, within the Billing Tools ribbon group, and click the lower portion of the Funding button to access a dropdown menu. From the menu, make the appropriate selection.

4. With either option, the window opens.
5. Right click the selector box next to the name, a small popup box opens and within the box click Delete.
6. Once you click Delete, a message box appears verifying that you really want to delete the item. Click Yes within the box to continue or No to cancel the operation.
7. Once selected, CAIRS draws a line through the name; allowing you to delete multiple items at once.
8. If you do not want to delete the item, right-click the record to access a popup menu and from the popup, click Undelete.
9. Once you select Undelete, a message box appears verifying that you really want to keep the item. Click Yes within the box to continue or No to cancel the operation.
10. Within the Actions ribbon group, click Save & Close.

Making a Payment

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.
5. Within the Billing Tools ribbon group, click the upper portion of the Funding
6. The screen changes allowing you to enter in a payment to apply to the account. Within the top pane, complete the following information (required fields are marked with an asterisk(*):

• • Payment or Funding Type – click the dropdown arrow to access a list and from the list, select the payment type.
  • Payment or Funding Method – click the dropdown arrow to access a list and from the list, select the payment method.
  • Payment or Funding Location – click on the dropdown arrow to access a list and from the list, select the location where the payment was made.
  • Receipt Number* – this field auto-populates with an invoice number. To change the number, click the field and type-in the new invoice number.
  • Received Date* –this field auto-populates with the current date. To change the date, click the field to access a dropdown 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.
  • Amount Due – this field auto-populates with the current account balance.

! The next four fields work together allowing you to keep an accurate account of the funds submitted into your system. If the amount submitted is greater than the amount due, CAIRS makes the appropriate calculations and displays the amounts in the appropriate fields. For example:

Amount Due – 35.65

Amount Submitted – $40.00

Change Given – $4.35

Net Payment – $35.65

Account Balance – $0.00 (Shown at the bottom of the pane in the solid blue line)

CAIRS does not allow you to give change if the total submitted is more than the net payment. CAIRS does not provide the change given amount in the field, if the customer is submitting more than the amount due, a credit appears in the Account Balance. If the customer does not want a credit, type the amount in the Change Given field, once entered the Account Balance will be $0.00.

• • Amount Submitted – type-in the total amount submitted. When entering in the amount received, type-in the total amount with a decimal point. If you fail to enter in the decimal point, CAIRS adds one in the appropriate location. For example, if you type-in $100, CAIRS converts it to $1.00 instead of $100.00.

! The Amount Submitted field can go to four digits after the decimal point. This allows sites properly bill when using foreign currency. However, when you type in the amount you must enter the decimal point and then the four digits, if you do not CAIRS will automatically change it to the standard format of $00.00.

• • Change Given – this field auto-populates with the correct change to give to the person when they have submitted more that the balance statement. For example, if the statement balance is $35.50 and the submitted amount is $36.00, this field displays -$0.50 allowing you to keep an accurate accounting of the funds entering your system.
  • Net Payment – if the amount submitted is the same as the amount due, this field populates with the same amount.

! CAIRS has a built-in calculator. In the lower left-hand corner of the top pane, click the Calculator button. The standard Windows calculator displays.

• • Check Number – if the customer submitted a check for payment, type-in the check number.
  • Check Status – click on the dropdown arrow to access a list, from the list select the check status. You have three options: Good, Bad, or Resolved.
  • Fiscal Year – type-in the current fiscal year, or the fiscal year the payment should apply to.
  • Note – type-in any additional payment notes.

7. Once you have completed the fields, click the Apply Payment button in the lower right-hand corner of the pane.

! Payments made on the last day within the billing cycle are included within that billing cycle.

8. Once applied, the payment information displays in the Payment History pane in the lower portion of the screen.
9. The status of the payment is Pending. A payment is not applied to a balance until you generate the next bill cycle.

Viewing Funding History

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.
5. Within the Billing Tools ribbon group, click the upper portion of the Funding
6. Within the Funding History pane in the lower portion of the screen, you can view the payment applied and pending on the account.
7. If the list does fully populate with all payments processed, search for a specific payment by typing in any portion of any field or by clicking the Show All

Editing a Payment

You can edit a payment that is pending to an account. However, once the status of the payment changes from pending the payment is no longer editable

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.
5. Within the Billing Tools ribbon group, click the upper portion of the Funding
6. Within the Funding History pane in the lower portion of the screen, a list of the payments made to the account appears.
7. Next to the status, click the record selector box to access a popup menu, from the menu select Edit. The complete payment details appear in the upper pane.
8. Make the necessary changes and click the Update Funding button in the lower right hand corner of the pane.
9. The status of the payment is Pending. A payment is not applied to a balance until you generate the next bill cycle.

Deleting a Payment

You can delete a payment that is pending to an account. However, once the status of the payment changes from pending the payment is no longer editable.

1. Click the Accounting
2. In the Navigation pane, click Accounts and then Official Accounts.
3. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

4. The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.
5. Within the Billing Tools ribbon group, click the upper portion of the Funding
6. Within the Funding History pane in the lower portion of the screen a list of the payments made to the account appears.
7. Next to the status, click on the record selector box to access a popup menu, from the menu select Delete.
8. Once you click Delete, a message box appears verifying that you really want to delete the payment. Click Yes within the box to continue or No to cancel the operation.
9. The payment is removed from the Payment History pane, the total amount due return to the amount before the payment was applied.

Running a Bill – Official

Within Billing Cycle History, you can view the bills have are completed or are in the process of completion for all cycles. You can also generate or schedule a bill for a cycle.

! You cannot generate a bill on a cycle if there is already one in place. If this is the case, you must Rollback the current bill to generate another. See Billing History – Official à Rolling Back a Billing Cycle.

Viewing Bill Cycle History

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Run Bill Requests – Official.

A list of the bills you have asked CES to run populates within the pane on the right-hand side of the screen.

4. To view the complete information, double-click any row.

The General – Billing Cycle History window opens. The top pane displays the same information as listed above while the lower pane breaks the bill down based on account.

5. To view the complete account information, double-click the row. The General Account’s window opens. To return to the General – Billing Cycle History window, click the X in the upper right-hand corner of the account.

Run Bill – Official

Before you can run a bill, you must set-up your Billing Cycle; this determines the dates of the billing period, run month, run date and due day of the bill. Each bill run is determined by the billing cycle.

! Within the Billing Cycle Plan, there is a Run Month and Run Day. These determine when CAIRS is allowed to generate the bill. For example, if you have the following scenario:

Bill Start Date – January 1                                                                             Bill End Date – January 31

Run Month – February                                                                                   Run Day – 6

All charges between the 1^st and 31^st of January are included in the bill.

The bill cannot be generated before February and not before the 6^th. This allows you to review and correct any issues with accounts, if necessary.

If you put a request to generate the bill before February 6^th, the bill will not generate until the 6^th. You will see the request as Not Yet Started, on the 6^th you will see a In process status.

If you put click on the Run Bill link on the 7^th, the bill runs right away, there is no wait time.

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Run Bill Requests – Official.
4. Before the list of bills generated or are in the process of being generated are populated in the pane to the right you must click the Show All button. The most recent bills appear at the top of the list.

! Before you run a bill, it is a good idea to make sure that no other bills relate to the billing period. Pay close attention to the Status column, this column displays whether the bill is completed, in process, or not yet started.

5. Within the Actions pane, click the Run Bill – Official link
6. Once you click the link, the following message box appears:

As stated in the message, the bill runs based on the billing cycle’s run month and run day. You have the option of viewing the cycle plan by clicking the View Cycle Plan button.

7. Click on Yes to continue the run bill process, this process may take several hours to complete.
8. A status box appears with the following information:

• • Bill Status
  • Processing # of #
  • Accounts Billed
  • Account Failed
  • Account Current
  • Accounts Unassigned
  • Accounts Closed and Suspended

9. The status box stays open until the bill is completed. To view the complete details of the bill, click the View Details button. This General – Billing Cycle window opens. This window displays three panes of information:

• • General Information – this pane displays the status of the bill, including start time, total accounts processed, total bills succeeded, total bills failed, to name a few fields.
  • Bills Generated – once CAIRS generates a bill for an account, the account number lists within this pane. The pane displays such information as total payments, total charges, etc.
  • Failed Bills – if CAIRS is unable to generate a bill for an account, the account number displays within this pane. Any additional information that CAIRS can provide also displays.

10. To make sure you are viewing the most current information, click the Refresh button within the Actions ribbon group.

Schedule Bill – Official

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Run Bill Requests – Official.
4. Before the list of bills generated or are in the process of being generated are populated in the pane to the right you must click the Show All button. The most recent bills appear at the top of the list.

! Before you schedule a bill, it is a good idea to make sure that no other bills relate to the billing period. Pay close attention to the Status column, this column displays whether the bill is completed, in process, or not yet started.

5. Within the Actions pane, click the Schedule Bill – Official link

Once clicked the following popup becomes available:

6. To schedule the bill for a future date, click on the dropdown arrow to access a calendar. There are two ways to change the date:

• • Click the right or left arrow, and once at the appropriate month and year, click the number to select the date.
  • Click the month name, a list of the months opens, from the list select the appropriate month. To change the year: click the year to access a set of up and down arrow, use the arrows to select the appropriate year. Once at the appropriate month and year, click the date.

Within either selection, the date appears in the box.

7. Once you have the appropriate date, click the Schedule button.
8. Alternately, click the Cancel button to not schedule the bill and return to the Accounting menu.

Exporting your Bill

In the toolbar at the very top of the Accounts window is a little button that allows you to export your report into a pdf. When you click on the button a popup opens that allows you to choose your Export Options.  The following three options are available:

• Export report for selected bill – when you select this option, the Select Report Template popup opens, this allows you to select which report template you want to use when exporting the bill. To select a report template, highlight the template name within the list and click on the Generate Report button.
• Export mailed report for selected bill – this selection exports the bill onto the mailed billed, this is a standard template that is built into the software. You have the option to add items to the template within System Admin à Billing Setups à Billing Report Setup à Mailed Bill Elements.
• Export account information – this selection exports the account information, including number/circuit information, call summary, payments, etc. for the billing cycle selected.

In addition to the pdf, you can export the account information into an excel spreadsheet or text document.

Deleting your Billing Cycle History

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Run Bill Requests – Official.

A list of the bills you have asked CES to run populates within the pane on the right-hand side of the screen.

4. Within the list, highlight the cycle that you want to delete.
5. Within the Actions pane, click the Delete Billing Cycle History link
6. A message box opens asking if you really want to delete the history, within the box click Yes to continue or No to cancel the operation.

Once you click Yes, the cycle history is removed from your database.

Bill Delivery Manager

The Bill Delivery Manager allows you to see all the bills you have generated and their associated status.  There are two panes of information: Billing Periods and Billing Period Details.  The window defaults to the most current Billing Period and will show the bills that are ready to print.  The Billing Periods pane displays a list of the billing periods as determined by your billing cycle and the bills that have been generated for that period.  This will include both official and unofficial bills so there may be more than one entry for a specific billing period.

The Billing Period Details displays a list of the account numbers billed for the Billing Period you have highlighted.  The pane also includes the folder name and location of where you can find the completed bill on the server.

Within the Show ribbon group, there are two additional views for your bills.  The Show Printed Bills displays a list of the bills that have already been printed. When you highlight a billing period the right-hand pane changes to display a list of the account numbers that have printed a bill.

The last view, is Show Bills Not Delivered, this view displays the accounts that the bill was not able to be delivered.  When you highlight a billing period the right-hand pane changes to display a list of the account numbers that were unable to have a bill delivered.  If all your bills are not being delivered, make sure that you have all the folders and path names correct in your billing settings.

Selected Bill Actions

There are several actions you can perform on the bills generated for a particular billing period.  When you highlight a Billing Period the accounts that have bills generated appear in the right hand pane.  You can perform the following actions on the bills that have been generated for the selected Billing Period:

• Print Bills with Default Printer – select to print the bills for the billing period to the default printer
• Set Bills as Printed – when you click this button, it changes all the bills generated for the billing period to printed. They are now viewable in the Show Printed Bills button.
• Set Bills as Delivered and Printed – when click this button, it changes all the bills generated for the billing period as print and delivered. Delivered means that the bills were delivered to the portal for viewing or delivered to the email associated to the account.  Delivery preference is based on each account.
• Set Bills as Not Printed – when clicked this button, it changes all the bills generated for the billing period as not printed. This allows you to be able to re-print the bills if necessary.
• Set Bills as Not Delivered or Printed – when clicked this changed all the bills generate for the billing period as not printed or delivered. This allows you to be able to re-print or re-deliver the bills if necessary.

Settings

There are a few settings that will allows you to further deal with your bills that have been generated.

• Change Account Category – it is possible for CAIRS to delivery only the bills that have a specific category associated. To use this feature, you must first create your different account categories and then assign a category to every account in your database.  When you select the category here, only the accounts with this category will get a bill.  If left blank, all accounts will get a bill delivered.
• Set Path to Bill Files – this setting works in connection with CES, this path should be the root path of where the bill files are delivered. It should be the same location as that CES generates the bill files.
• Set Path to PDF Reader – the process requires Adobe Reader to be able to print the mailed bill files. This is the path of where CAIRS can find the reader (i.e.: C:\Program Files (x86)\Adobe\AcroRd32), so it can run a command to open and print the bill files.  In order for the Print Bills Process to run, an Adobe Reader must be installed.

Billing History – Official

Viewing your Billing History

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Billing History – Official.

A list of the bills produced displays within the right-hand pane.

4. Each row gives a summary of the Billing information. The following read-only information is displayed:

• • Bill From and Bill To dates
  • Total Bills Sent
  • Total Bills Certified
  • Total Charges
  • Total Payments
  • Total One-time, Recurring and Call Charges
  • Total Adjustments
  • Account Type

5. To view the account number breakdown of the above information, click the plus sign (+) next to the Bill From Date.
6. Within the Views pane, there are several alternate view selections. Each selection organizes or groups the bills differently, to change the view click the option button next to the selection.
7. The list displays additional information pertaining to each account number. To view the complete account information, double-click the row. The General Accounts window opens.
8. If you make changes to the account number, click the Save & Close button within the Actions ribbon group to return to the Billing History – Official list.

! At this point, if you make any changes to the charges on the account, the Billing History will not reflect the new charges. You need to either rollback the current bill or produce a new bill for the individual account number.

Rolling Back a Billing Cycle

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Billing History – Official.

A list of the bills you have asked CES to run populates within the pane on the right-hand side of the screen.

4. Within the Tools ribbon group, click Rollback Billing Cycle.

! Be aware that there is not a backup of the previous bill. When you roll back a bill, you are removing the charges from the bill and placing them back into the system.

5. When asked if you really want to roll back the billing cycle, click Yes to continue or No to cancel the operation.
6. The status changes to Rolled Back After Completed.

At this point, there is no bill for the cycle; you must run another bill for the cycle.

Exporting Your Billing History

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus. Click Billing History – Official. A list of the bills produced populates within the right-hand pane.
4. Within the toolbar at the top of the screen, click the drop-down arrow next to Export. There are seven options to choose from:

• • Excel (All Levels) – exports all call records to an Excel spreadsheet. If you have several account numbers in your database, this procedure can take some time.
  • Excel (Top Level Only) – exports only the top level of information.
  • Excel (Expanded Levels Only) – exports the full detail for the expanded records to an Excel spreadsheet. The un-expanded records are in the file as a top level and you only see the summary line.
  • Excel (Multiple Files) – exports each bill into a separate file.
  • PDF (All Levels) – exports all call records to a PDF file. If you have several account numbers in your database, this procedure can take some time.
  • PDF (Top Level Only) – exports only the top level of information.
  • PDF (Expanded Levels Only) – exports the expanded records full detail to a PDF file. The un-expanded records are in the file as a top level, and you only see the summary line.
  • Tab-Delimited Text (Top Level Only) – exports the top level of information into a tab-delimited text file.

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

Accounting Entries

Within Accounting Entries, you can view a list of the components associated to each account and the related charge types. When you access the menu option, you can click on the Show All button in the upper right hand portion of the window or you can perform a search for a specific component or account. When the list opens the following information displays:

• Item Number or Name
• Item Type
• Item Delete Date
• Account Number
• Site
• Organization Name and Path
• Billing Start and End Date
• Charge Type

The component may appear in the list more than once depending on how many accounts are related to the different charge types.

By double-clicking on any record you open the Assigned Accounts and Equipment window, to learn more about associating information please see the Official Account Configuration à Account Entries section.

Customer Codes

Customer Codes allow you to change the accounting information related to numerous devices at one time.  When devices are associated to the customer code any changes made to the customer code will reflect on the devices.  To get started using customer codes you will need to create the code and then associate the various devices.

Adding a customer Code

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus if they are not already visible. Click on Customer Codes
4. There are two ways to add a Customer Code

• • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Customer Code.
  • Within the Actions pane, click the Add New Billing Customer Code

5. With either option the General – Customer Code window opens.
6. Within the Customer Code Details pane, complete the following fields (required fields are marked with an asterisk *):

• • Customer Code * – type in the alpha-numeric customer code (this can up to 99 characters)
  • Customer Name – type in the customer name
  • Primary Contact Number – type in the contact number
  • Email Address – type in the email address of your customer
  • Site – click on the dropdown arrow to access a list of the site, from the list select the site to associate to the code

7. Before continuing it is a good idea to save your progress, within the Actions ribbon group, click on the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Related Accounts

8. Before you start to assign items, you should associated the proper account information. Within the Related Accounts pane complete the following fields (require fields are marked with an asterisk (*)):

• • Charge Type* – click the drop-down arrow to access a list, then select one of the following choices:
  • All Charges – bills the account for all charges
  • Recurring Charges – bills the account for only recurring charges
  • One-time Charges – bills the account for only one- time charges
  • Call Charges – bills the account for charges related to call
  • Site* – click on the drop-down arrow to access a list, and from the list selected the appropriate site name.
  • Subscriber Name – click on the drop-down arrow to access a list, and from the list select the appropriate subscriber
  • Account Number* – click the drop-down arrow to access a list of the account numbers and their associated organizations. If an account number is associated to multiple organizations, the account number appears in the list multiple times, for example if account number 2424 is associated to three different organizations, there are three appearances of the account number within the drop-down. Each account number references the different organization name.

From the list, select the account number and organization responsible for the charges.

• • Organization – if you have selected an account number associated to an organization, that organization name populates within the field. You can associate an organization to the customer code although it will not appear anywhere else in cairs but here.

! When you create an account number, you can assign it to an organization or to a subscriber; this designates the account as official or unofficial. If you select an account with an organization, it is most likely an Official Account. If you select an account where the organization is blank, it is most likely an Unofficial account and associated to a subscriber.

• • Billing Start Date* – click the drop-down arrow to access a calendar, from the calendar select the date to start the billing. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Billing End Date – click the drop-down arrow to access a calendar, from the calendar select the date to stop the billing for the equipment or service. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

9. You can add up to 3 accounts number for each customer code. Each time a change is made to the account information the changes are reflected on the Associated Items.

Related Items

10. In the lower portion of the window are two panes, the Related Numbers and Unassigned Numbers. The Related Numbers pane display a list of the items that are already associated to this code.  The Unassigned Numbers displays a list of the numbers that are not associated to any code.

An item can only be associated to one code at a time.  When an item is associated to the code it will no longer appear in the Unassigned Numbers pane.

11. To associate an item, find the item name or number within the Unassigned Numbers pane and double click on the row. This moves your selection from the unassigned pane to the Related Numbers pane.
12. There is a search option available, within the Search textbox type in any portion of the item you are looking for and click on the magnifying glass. You can click on the double down arrows for additional search fields.
13. You can continue to double click on items to associate them to the code. Once you are done, don’t forget to save! Within the Actions ribbon group, click on the Save and Close button.
14. After you save you will notice that cairs runs a process to Sync the accounting information. You will see a status box in the lower right hand corner of your primary monitor.  Once the sync is complete all the associated items will reflect the proper account information.

Unassigned Numbers Search

There are a few options available to limit the amount of items within the Unassigned Numbers pane.   These options add items into the pane making it a little more difficult to find your selection.  The pane defaults to include only telephone numbers that are active within your database.  These two available options add items into the pane:

• Show All Item Types – when checked this includes all active items within your database, this means that circuits, segments, general tasks and numbers appear within the pane
• Include Delete Items – when checked this includes not only your active items but also your deleted items within the pane.

Sync Accounting Entries

Once you associate all your items and save cairs will automatically sync all the associated items with the correct account information.  However, you can perform a manual sync by clicking the ‘Sync Accounting Entries’ button within the Account Management ribbon group.  The following box opens in the lower right hand corner of your screen:

Once the sync is completed the box will close.  This process runs in the background so you can continue to work in any menu options in cairs.

Removing Related Items

You can remove any of the related numbers from the Related Number pane by right clicking on the number within the pane and selecting ‘Delete’ from the menu popup.  A solid white line is place over the item name to allow you to delete multiple items at once.  Click on the Save button within the Actions ribbon group to remove the item and return it to the Unassigned Numbers pane.

Deleting a Customer Code

1. Click the Accounting
2. Within the Navigation pane, click Accounts, then Official Accounts.
3. Click the plus sign (+) next to Official Accounts to access the submenus.
4. Depending on the amount of records 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, this could be the account number, organization name, site name, etc. and then click the magnifying glass.
  • Click the Show All

5. The Customer Code list opens, within the list find the code that you want to delete.
6. There are three ways to delete the code:

• • Highlight the code within the list, in the toolbar directly above the Navigation pane, click the red X.
  • Highlight the code within the list, click on the ‘Delete Billing Customer Code’ link within the Actions
  • Double click on the code to open the record, within the Actions ribbon group click on the Delete button

7. With any of the above options, you will receive a message that asks if you are sure you want to delete the selected record? Click Yes to continue with the operation or No to cancel
8. After you click yes, the customer code is removed and you are returned to the Customer Code list.