Telecommunications DepartmentAccount Online Navigation Guide

Telecommunications Department Account Online Navigation Guide

UNH ETS Telecommunication Department Online Navigation of 38 Last Update 10-February-2014 Training Guide Guide – Bold is Button or Title Field

Contents

Log In .......................................................................................................... 3

Navigating Frame ........................................................................................ 5

Bill Dates ..................................................................................................... 6

Department Billing ...................................................................................... 7

Department Billing Sub Tab Menus .......................................................... 10

View Department Bill as PDF .................................................................... 12

Analyze Department Bill ........................................................................... 15

Save a Search ............................................................................................ 18

Download Saved Search ........................................................................... 19

View Account Billing ................................................................................. 23

Journal Voucher Information .................................................................... 26

Telecom Encumbrance Information ......................................................... 28

Banner Account – Telecom Subcodes ...................................................... 29

View a Service ........................................................................................... 31

Download List of Active Authorization Codes .......................................... 33

Locate Services in a Building ..................................................................... 35

Services Assigned to Account ................................................................... 37

Department Orders .................................................................................. 38


Log In

Start Mozilla Firefox web browser In the location bar, enter IT.UNH.EDU

- You may find it helpful to set IT.UNH.EDU as your Firefox home page Select the Telephones menu

In the drop down list, select Telecom Account Access.


Select Login to your Department Account

Enter your User Name and Password at the LOGIN screen.

The User Name and Password is your UNH Username and password. If you have a problem with your Login, and you have confirmed with Telecom you have access Online, please check your username by using the Help with your username provided online by IT.UNH.EDU.

*** Allow Site popups from https://wenonah.unh.edu


Navigating Frame

Main Menu - Primary Functions Tab - Function options Tab Menu Items - Selected Tab available pages Icons - Additional page enabled functions Action Button - Page function link Breadcrumb - Current page path

Excel icon – data in csv format will open up in Excel document.

Magnifying glass - Advance Search provides additional fields to include in search criteria.

UNH ETS Telecommunication Department Online Navigation of 38 Last Update 6-November-2013 Training Guide Guide – Bold is Button or Title Field

Bill Dates

This menu provides a page displaying the Fiscal Period, Bill Date, Bill Month Year, Bill Run Date PM, Bill Sent Banner Finance. The Fiscal Period consists of bills dated July of the current year through June of the next year. Refer to Bill Dates for a list of Fiscal Period and associated Bill Dates.

Services and Charges are billed in arrears and billed monthly. The arrears billing period is one calendar month. The Bill is generated the 2nd business day after the concluding bill month year. The bill is always dated the 1st day of the new business month. For example, the September Bill Month Year is the October 1 Bill Date. During the 12th Fiscal period close, every effort is made to close orders and bill the charges within the current fiscal year.


Department Billing

The Department Billing tab provides a page to view, analyze, and report on the department’s Billing Date.

Select 1) menu Department Billing, 2) select tab Department Bill, and 3) select action button Search.


After selecting Search, a list of available Billing Dates is displayed. The Display rows per page may be changed to display up to 200 rows. Billing Date may be sorted descending or ascending order using the drop down arrow next to Billing Date.


Department Billing page provides information about the department’s bill.

1) Billing Date is a Hyperlink to bill pdf and bill details. 2) Department Number referenced by specific Billing Date. 3) Department Name referenced by specific Billing Date. 4) Totals referenced in Current Due and Total Amount Due columns.


Department Billing Sub Tab Menus

When you select a Billing Date, a Sub tab Menu appears under the Department Billing tab:


Summary | Summary By Account | Individual Bills | Non-Usage Charges | Usage Charges

Summary is the default page after selecting a Billing Date. This page displays Billing Date in Context, 01-JUL-2012 Bill Charge Category: Recurring Charges, charges generated monthly. Bill Charge Category: Usage, charges generated as long distance. Bill Charge Category: One Time Charges, charges generated once. Charges may be labor, materials, a service order fee or pass through from a vendor.


View Department Bill as PDF

Selecting View Report displays the pdf of the Billing Date in context. *** Save the PDF in a secure place as your archive for future reference. The Billing dates may not always be available in the future.


Subscriber-Account Overview – a listing of department assigned subscribers and their totals. Department Totals listed at end of Subscriber-Account Overview.

Service Summaries – a listing of department assigned subscribers by assigned service types. Service types may be Voice, Ethernet, WiFi or Authorization Code.

Account Summaries – a listing of department charged accounts showing the account’s assigned subscribers, charges, and totals.


Detail for Account lists Subscriber ID, Subscriber Name, Service, Service #, and Location (if applicable), item code, description, charge detail and charge amount.


Analyze Department Bill

Department Billing Sub tab menu item: Summary by Account – displays the Expense Accounts charged and Charge Categories for bill in context. Download the bill charges into an Excel formatted document using the icon. Follow the instructions beginning with step two found under Download Saved Search.

*** To view specific Expense Account details select the Account Billing menu.


Department Billing Sub tab menu item: Individual Bills –displays Subscriber ID and Name, charge total of bill in context.

Department Billing Sub tab menu item: Non-Usage Charges – analyze both one-time and recurring charges of bill in context. Download the bill charges into an Excel formatted document using the icon. Follow the instructions beginning with step two found under Download Saved Search.


Usage Charges – analyze thecall detail type charges of bill in context. Download the usage detail into an Excel formatted document using the icon. Follow the instructions beginning with step two found under Download Saved Search.


Save a Search

1) Enter search criteria. This example Billing Date ranges 01-JUL-2012 – 01-JUN-2013

2) Select Save

3) Next screen, enter Title, FY2013 4) Select Save

Use drop down arrow to select Saved Search or select All (preferred)


Download Saved Search

1) Select Saved Search 2) Select Excel icon


Next pop-up screen - Opening department_bill_run.csv

3) Select Open with Microsoft Excel (default) 4) Select Ok


Appears in Excel


1) Select File, Save As, note file path

2) Enter File name 3) Save as type – select Excel or keep default csv


View Account Billing

The Account Billing menu provides a page to view, analyze, and report on a specific department assigned account by Billing Date.

Select 1) menu Account Billing, 2) select tab Account Billing, and 3) select action button Search.

After selecting Search, a list of available Billing Dates is displayed. The Display rows per page may be changed to display up to 200 rows, if available. Billing Date may be sorted descending or ascending using the drop down arrow next to Billing Date.


When you select a Billing Date,

A sub tab Menu Items appears: Summary | Non-Usage Charges | Usage Charges

Summary page displays Billing Date in Context, 01-JUL-2012 Category: Recurring Charges, charges generated monthly. Category: Usage, charges generated as long distance. Category: One Time Charges, charges generated once. Charges may be labor, materials, a service order fee or pass through from a vendor.

Select View Report displays a pdf of the Billing Date in context.


…………

Subscriber-Department Overview – a listing of the department’s account assigned subscribers with totals. Department Totals listed at end of Subscriber-Department Overview.

Service Summaries – a listing of department account assigned subscribers by the service types. Service types may consists of Voice, Ethernet, WiFi and Authorization Code.


Journal Voucher Information

Account Department Summaries – a listing of subscribers and their charge totals. The Subcode and dollar amount is totaled the posted JV.


FGIENCD - Document Code posting of the JV’s line item description relates back to the Telecom Account Department Bill Subcode. For example, 1701 subcode total for an account corresponds to the JV line item post with a description: 1701 Voice Recurring Chg posting to account 718002 - Recurring. Transaction Date Month contains the Telecom Billing Date. For example, the Transaction date of 12-JUL-2012 in the FGIENCD form of Banner Finance indicates the Telecom Bill dated 01-JUL-2012.


Telecom Encumbrance Information Banner Finance trail starts the Encumbrance Number Telecom’s Encumbrance numbering convention:

1. E represents Encumbrance 2. And 3. Positions represents 2 digit fiscal year 4. L represents UNH Telecom 5. Single Character after L represents Telecom Business Unit 6. 7. And 8. Positions represents 3 digit sequential number assignment

** All encumbrances are assigned 718000 account. All UNH Telecom encumbrances are assigned and seeded into Banner Finance at the beginning of the Fiscal Year (July). The encumbrances are based on UNH Telecom Fiscal Year Turnaround (TAD) process. The TAD process begins after the final JUNE bill and concludes the third week of June. The department’s Business Services Center (BSC) Contact reviews and updates the TAD accounts and ensures the fund-org-activity is available in Banner Finance the new fiscal year. The Telecom Account Manager (TAM) reviews and coordinates the department’s TAD fund-org-activity additions, deletes, or changes with the department’s BSC Contact. During the TAD process, a new fund-org may be included in the TAM’s service or work request. The new fund-org will be included in the TAD process. No Telecom encumbrances are entered in Banner Finance during the June TAD process. The old year encumbrance number will remain a reference until the new fiscal year encumbrance is seeded in Banner Finance at the beginning of July. After the initial fiscal year encumbrances are seeded in Banner Finance, new funding information is to be included with request or submitted to update accounts. When submitting new funding, you may ask to have a new encumbrance number or to add a sequence added to an existing encumbrance.


Banner Account – Telecom Subcodes Telecom Charges are summarized and posted in Banner Finance by JV batch feed. The charge type and specific Banner Finance Account determines the line item description of the JV. The JV# consists of J-Journal Voucher, 2 digit fiscal year, 1 character for Month (a character 1 thru 9 represents corresponding number of the billing date: January - 1, February - 2, March - 3 and so-on thru September -9. A single character of either O, N, D corresponds to the first letter of the months October, November, and December corresponding to the billing date).

Banner Finance Account Type of Charge Posted Banner Description

718002 Recurring - Charge Every Month 1701 Voice Recurring Chg

718002 Recurring - Charge Every Month 2701 Data Recurring Chg

718002 Recurring - Charge Every Month 2702 Data Recur GSDLN

718002 Recurring - Charge Every Month 3701 Wireless Voice Recurring Charge

718014 Nonrecurring - one time charge or credit 3903 Wireless Voice Sup

718014 Nonrecurring - one time charge or credit 5001 Labor

718014 Nonrecurring - one time charge or credit 5002 Supplies

718014 Nonrecurring - one time charge or credit 5003 Data Nonrecurring

718014 Nonrecurring - one time charge or credit 5004 Voice Nonrecurring

718014 Nonrecurring - one time charge or credit 5007 Project Materials

718014 Nonrecurring - one time charge or credit 5008 Project Labor

718014 Nonrecurring - one time charge or credit 5009 Project Network Eqp

718016 Usage 1800 Toll Calls

718016 Usage 3801 Wireless Voice Usg


Banner Finance JV Description and Pinnacle Charge Type Description

Banner Finance JV Description Pinnacle Charge Type Description

1701 Voice Recurring Chg Voice dial tone, telephone sets, Vendor Recurring pass-through

2701 Data Recurring Chg Ethernet, VPN, Wireless Indoor, Wireless Outdoor, T1s, Firewalls, and Fiber Circuits

2702 Data Recur GSDLN Video Conference , Video Monthly Support, Video Circuit

3701 Wireless Voice Rec Mobile - Admin recurring 3903 Wireless Voice Sup Mobile - Admin non recurring 5001 Labor Technician time, Service Order Fee, and PBX programming charges

5002 Supplies Voice installation materials 5003 Data Nonrecurring Ethernet Installations, Firewall Installations, data install materials,

network operations labor

5004 Voice Nonrecurring Temporary lines, conference bridge, purchase or replace telephone set

5006 Data GSDLN Nonrecur Internal GSDLN non recurring charge

5007 Project Materials Project Materials - one time charge

5008 Project Time Project Labor - one time charge

5009 Project Network Equipment

Project Data Equipment - one time charge

1800 Toll Calls Toll Usage, 800 Inbound, Vendor toll pass toll

3801 Wireless Voice Usg Mobile - Admin Usage


View a Service

Select Menu Services

Select tab Services

Enter a Service Number in Service Number and select Search

Select the Service Number in the search results list


Select i icon located to the far right of the Service Number in the Service region to view the Access Code or Private Number.

Service Number and Private Number displayed.


Download List of Active Authorization Codes

Select menu Services

Select tab Services


1) Select search for Subscribers with Services 2) Select Status Active 3) Select Service Status In Service 4) Select Service Type Authorization Code

5) Select Ok 6) Download list by selecting Excel icon follow steps in Download Saved

Search starting with 2.


Locate Services in a Building


Select tab Services

Select Magnifying glass

1) Select Clear 2) Select Building Code drop down arrow, choose Is not NULL 3) Select Search


4) Download list to PC to analyze using the Excel icon - follow Download Saved Search beginning with Step 2 for guidance.


Services Assigned to Account


Select tab Services

Select subtab By Account

1) In Account Number field, enter % Encumbrance #, for example E14Lxxx 2) Select Search 3) Download list to PC to analyze using the Excel icon - follow Download

Saved Search beginning with Step 2 for guidance.


Department Orders

1) Select menu Services 2) Select tab Orders 3) Select Search

Open Orders will be listed until closed. Orders closed are expected to remain online 30 days after closing.


Telecommunications DepartmentAccount Online Navigation Guide

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