PINNACLE 6 – Monthly Bill Run Process

Note: To produce the monthly bill, the user must be set up a “Business Office Admin” users. When running the bill containing September usage, the bill will have a 10/1/xx date.

-Storrs bill is run first and takes approximately 15 minutes. Once done,

-Branch bill is run

In the future there will be 3 bills created in the cycle (Storrs, Branch, B012s)

At MicroSoft Windows screen:

  1. Login into Pinnacle 6 following login process

The following steps can be used to disconnect a calling card for a specific caller (subscriber)

  1. Click on Billing(at top of form)
  1. Click onManage Bills(at top of form in drop down) – this will show bills run and creates bills

TS – is for Storrs

TB – is for Branch

Make note of GL Batch ID (TS or TB) and GL Batch Date (last day of the Billing Month – i.e. 10/31/10)

For Storrs Bill

  1. Click on Create Bill Run(at top of form)
  2. EnterBill Date (i.e., 10/01/10 for September usage)
  3. Enter Bill Cycle (01 – Storrs for Storrs campus)
  4. Click on Save and Create Another

This will begin the creation of the bill. Once ‘pending’ is displayed while the Storrs bill being run to create it, can proceed to run the Branch bill.

  1. Enter Bill Date (i.e., 10/01/10 for September usage)
  2. Enter Bill Cycle (02 – Branch) for the branch campuses
  3. Click on Run
  4. Go to Manage Bills
  5. Click on CreateBills (at Create Bills for Billing Cycle)
  6. Enter Payment Due Date (i.e., use 10/15/10 of the following monthfor the September 2010 charges)

Never Click on Final Billing Cycle!!!

  1. Click onRun Now(will see a Triangle at Run Bill Cycle will mean process is occurring)
  2. Click on Manage Bills (at top of form)
  3. Click on Run Cycle
  4. Click on Run Now

Note: Can Click on Storrs bill to see bill in progress (note the yellow triangle)

  1. Click on Subscriber Bills
  2. Click on Unbilled Subscribers (if ‘inactive’, this is ok)
  3. Click on Summary Bills (should remove these – there is no impact)

Will see Bills Created versus Feed Created

To view Bill Run for reasonableness

  1. Click on Manage Bills
  2. Click on Profile
  3. Review Recurring and Usage Charges
  4. Check for any ‘unbilled’ subscribers

There is also a G/L feed that needs to be done in the preparation of the monthly bill run.

  1. Click on Billing
  2. Click on Profile (located under Manage Bills) to verify reasonableness. Recurring charges should not have a radial swing. One Time charges can vary depending on orders done.
  3. Click on triangle (at top of form) to look at each month’s size range once bill created.
  1. Click onManage G/L (creates feed to G/L) – this uses information from G/L Batch & G/L Batch Date)

Cycle 1 – is Storrs

Cycle 2 – is Branch (Branch will carry information provided by running Storrs bill)

Note: Will create a batch. Typing is case sensitive. Storrs is done first, then Branch.

TS1010 is for Storrs campus

TB1010 is for Branch campuses

  1. Click on Manage G/L
  2. Click on Create Batch
  3. Select cycle = 01(Storrs) or 02 (Branch)
  4. Enter batch id = TSxx (for Storrs)
  5. Enter batch date = 10/31/10 (for September charges)
  6. Enter batch description = TELECOM INTERFACE
  7. Enter batch role = enterUITS CHARGES STORRSfor Storrs campus (OR UITS CHARGES BRANCH) for branch
  8. Click on Next
  9. Click on IMMEDIATELY
  10. Click on Finish
  11. Click on batch (i.e., TB 1010)
  12. Enter batch id = TBxx (for Branch)
  13. Enter batch date = 10/31/10 (for September charges)
  14. Enter batch description = TELECOM INTERFACE
  15. Enter batch role = UITS CHARGES BRANCH) for branch
  16. Click on Next
  17. Click on Finish

Note: Click on Search – if no longer seeing info, the batch is done.

Under GL Batch Profile – note can ‘UNDO’ batch. Do NOT use REVERSE

  1. Click on View Batch Data Report to verify accuracy (will see Account Number, sub code, amount)
  2. Go to Acct Billing (i.e., Bill Date = 10/1/10) to compare report to the changes seen in the system.

Note: - FRS #111111 is student usage – this is stripped out and does not go.

- FRS 290757 and funding model FRS account numbers should reflect sub-code 2101 (Recurring Charges) only!!! Scan through the file to verify this.

-DO NOT want Cellular or One Time or N/As

The next step is to create the file that will go to Accounting. FYI – Storrs recurring is roughly 280,000 and usage is roughly 20-25,000

  1. Go to Account Billing
  2. Enter the FRS Account Numbers Individually and look at each one for reasonableness

Bill Run Profile – can see each month for reasonable amounts and consistency.

Creating Actual Feed for Accounting

  1. Click on Account Billing
  2. Click on GL Batch Data Report

To see bills previously run

  1. Click on Manage GL
  2. Click on View Batch Data Report. (will show the 2100 sub-code numbers and amounts that can be matched from Department to Account billing)
  3. Go to System (at top of screen)
  4. Go to Interactive SQL
  5. Click on Search
  6. Click on FRS Feed

Must fill in the following fields:

Batch ID = TSMMYY (Storrs) or TBMMYY (Branch) – same batch id created on Bill Run)

User Code = 10

Originator = MISTELEC

Campus Code = 10

Fiscal year = 11 (current fiscal year)

Ref = leave blank

Feed Date = last day of month billing for (i.e. 0930)

Desc = UITS Charges – Storrs (for Storrs campus) or UITS Charges – Branch

Ref2 = leaveblank

MUST clear the parameters to run the next batch (Storrs is run first, Branch is run second)

Contact: Ruben Mercado to ask the file be moved to the FTP site.

To create batch for Branch after the Storrs campus is run

Must fill in the following fields:

Batch ID = TSMMYY (Storrs) or TBMMYY (Branch) – same batch id created on Bill Run)

User Code = 10

Originator = MISTELEC

Campus Code = 10

Fiscal year = 11 (current fiscal year)

Ref = leave blank

Feed Date = last day of month billing for (i.e. 0930)

Desc = UITS Charges – Branch

Ref2 = leave blank

Contact: Ruben Mercado is contacted asking to please move the file to the FTP site. This file (i.e., TS xxxx) MUST be moved before TB xxxx can be moved.

To verify batch ran ok.

-FRS Ledger 2 must be for 2101 only. Check end of file for any garbage. This file is then on desktop

  1. Log into FTP.UConn.Edu
  2. User name = Telecomm
  3. Pasword = GILA1360
  4. Click on Quick Connect (at top of screen)

Note: On LEFT – is my computer, on RIGHT is SERVER

  1. Go to Pinnacle_gl – see gl_xx (note last update date and use that file)
  2. Double Click on gl_xx (drops file on desktop)
  3. Open the file

Note: $$$ - file is for Accoutning, TS12312010 is date of batch, Batch ID is in header row, # of records and total tally

  1. Add Recurring Charges, One Time Charges and Usage –
  2. Compare this total to total in file – and SHOULD BE EQUAL. – Any difference may be because of 11111 charges (in Storrs only).
  3. Scan file for uniform set up – this is done for BOTH Storrs and Branch files

Contact Bruce Gerber to move each file to the G/L folder

Go to Interactive SQL to send out email notification.

Marie Dexter (Scheduling) will send message file is now in Mainframe

Folder is dragged to folder for Accounting & remained for overnight load to Accounting

Draft – 02/08/11Page 1