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V. Hargray Data Center & Managed Services ……………………………….pg. 32 - 36

PRE DNP CALLS:CALLS PRIOR TO (BEFORE) DISCONNECTION

What’s Required:

Hargray Billing Schedule –

Dates of importance:

• Account close out

• DNP

• Bill Delivery date

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What’s Required:

Report – Go to http://hargrayheartbeat/Pages/Home.aspx

Quick Links: Business Reporting - Data Warehouse Prod

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http://hargrayheartbeat/Pages/Home.aspx

http://hargrayheartbeat/Pages/Home.aspx


• Click on Answers

• Click on Faye’s Aging Detail

Edit cycle start date **information from billing schedule**

Display Results

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• Open new Excel spreadsheet

• Copy and paste aging detail report into new Excel Spreadsheet

• File save as - example: Cycle 1 Pre DNP Report 5.12.2015

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Elimination Process – Payment Services• Select Reports (13)

• Run Report (1)

• Select drop down menu –

• Enter – sorpmsch (payment search report)• Click ok – change Format to XML

• Enter Start Date – Account Close out date (refer to billing schedule)

• Enter End Date – Today’s date

• Run Report

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Elimination Process Continues…1. Open new spreadsheet

2. Click Data - from Web

3. Double click in browser

4. Copy & paste URL into browser

5. Click import (make sure cursor is in cell A1 of spreadsheet)

6. Highlight amount column

7. Right click – convert to numbers

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Elimination Process continues …• Pivot Table: Insert Pivot Table

• Select Customer Number & Amount

• Switch to Pre DNP Report

*Pivot tables allow you to quickly summarize and analyze large amounts of data

in lists and tables--independent of the original data layout in

your spreadsheet--by dragging and dropping columns to

different rows, columns, or summary positions.

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VLOOKUP:• Lookup _value: Column B (Customer # column of Pre DNP Report)

• Table_array: Highlight 2 columns (Pivot Table: customer number & amount)

• Col_index_num: 2

• Click “OK”

PRE DNP REPORT: CUSTOMIZE

Retrieve Contact information from previous report

VLOOKUP• Lookup_value: Column B (current report: Customer #)

• Table_array: Columns B – R (previous report)

• Column_index_number: 16 (emails)

• Range_lookup: False

• Click “OK”

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“Emails”

PRE DNP REPORT: CUSTOMIZE CONTINUES …

• Highlight entire spreadsheet

• Click Sort & filter

• Custom Sort

• Oldest months first • Largest to smallest

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Call First

No Call Needed

(Elimination)

PRE DNP CALLS - COMPLETED

Key:

Light green = courtesy call

Pink – Email Reminder

Light Blue – Payment Rec’d

Turquoise – Removed

Gray – Account Current

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POST DNP CALLS (REMOVED CUSTOMERS):CALLS AFTER DISCONNECTION:

• Click Customer Service (1)

• Click Payment Services

• Click Pre Removal List (1)

• Select drop down menu on Pre-RS Customer

Treatment Screen

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POST DNP CALLS (REMOVED CUSTOMERS): CALLS AFTER DISCONNECTION CONTINUES

• Select a Cycle – Click Ok

Payment Services Pre-RS Customer Treatment:

• Order By:

• Bus/Res• Outstanding 30

• Un-check DNP + 3?

• Last Sys Manual: 6 (DNP)

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POST DNP CALLS (REMOVED CUSTOMERS):

CALLS AFTER DISCONNECTION CONTINUES:

• Double Click on business account

• Copy & paste account # into HES

• Open & review account

• Place call to customer

Click Add -

1.Select Treatment Code 2. Add message

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PAYMENT PLANS• Scheduled Payments (VIA CREDIT CARD, BANK DRAFTS, OR CASH)

• Balance includes past due and current month

• A 3rd of the balance is required

• Goal is to be current before next bill date

• Default on agreement will result in interruption of services.

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PAYMENT PLAN (PPLN):

Customer Service Menu:

• Select Customer Inquiry (1)

• Enter Customer # - Enter

• Review: Past & current amount

• Click Payment Plan

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PAYMENT PLAN (PPLN)CREDIT CARD / ACH BANK ACCT

Click Add Payment Plan

Enter:Credit Card:

Card number & Exp. Date

ACH Draft:Bank Acct. Name: Faye FinancialAccount #: 150015055001Routing Number: 05555555

Calculations:Balance: 2675.9030% Down = 802.77 (Today’s Payment)Remaining Balance: 1873.13 / 3 payments= 624.38 Auto Draft ?: Select Credit Card or ACH

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AGREEMENT LETTER

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TOTAL DUE & PAYMENT SCHEDULE

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TERMS OF AGREEMENT

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BILLING/PAYMENT ANALYSIS• HELP CUSTOMERS UNDERSTAND THE BILLING

• FIND MISAPPLIED PAYMENTS

• DISCREPENCIES IN BILLING

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Bill Breakdown1/10/2015 Monthly Recurring *Other Usage Taxes & Surcharges Total

DATA 116-0515 131.96$ 131.96$ VOICE 843-645-2273 101.38$ 13.39$ 114.77$ VOICE 843-645-2275 31.25$ 6.47$ 37.72$

-$ -$

284.45$ Balance due for September

Bill Breakdown2/10/2015 Monthly Recurring *Other Usage Taxes & Surcharges Total

DATA 116-0515 131.96$ 131.96$ VOICE 843-645-2273 101.38$ 13.39$ 114.77$ VOICE 843-645-2275 31.25$ 6.47$ 37.72$ IP PBX 116-0996 126.95$ 126.95$ VOICE 843-645-2274 32.49$ 35.89$ 11.12$ 79.50$

490.90$ Balance due for October

MONTHLY BILLS

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Information for Monthly Bills is obtain from the monthly

invoice – Account & Service Summary page.

MONTHLY AMOUNTS

Monthly Amount per Account ABC123 1000567891

Current Services Identifier ChargeDATA 116-0515 133.96$ VOICE 843-645-2273 -$ VOICE 843-645-2275 -$ Approximate amount per month before usage and taxesIP PBX 116-0996 126.95$ HOST 4000000159 305.88$ VOICE 843-837-3104 32.49$

599.28$

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Information retrieved from last monthly bill

(pg. 24)

PAYMENT RECORD

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ABC123 100056781

DateMonthly Charge Payment Date

Payment Amount

Adjust Amount Billed Amount

610.00$

6/10/2014 $ 304.00 6/19/2014 $ (610.00) 304.00$ $ 610.00

7/10/2014 $ 313.00 7/14/2014 $ (313.00) (297.00)$ $ 313.00

8/10/2014 $ 308.00 9/16/2014 $ (616.00) (5.00)$ $ 308.00 9/10/2014 $ 308.00 10/8/2014 $ (363.00) (308.00)$ $ -

10/10/2014 363.00$ 11/12/2014 (308.00)$ -$ $ - 11/10/2014 $ 308.00 -$ $ - 12/10/2014 $ 252.00 1/7/2015 $ (537.00) 252.00$ 252.00$

1/10/2015 $ 285.00 (252.00)$ -$ 2/10/2015 $ 491.00 2/20/2015 $ (364.00) (127.00)$ 491.00$ 491.00$ Courtesy credit 127.00

3/10/2015 $ 450.00 3/24/2015 $ (364.00) (41.00)$ 450.00$ short paid March invoice by $86.00 (450.00 - 364.00)

4/10/2015 $ 1,124.00 760.00$ 1,210.00$ -$ -$ 1,210.00$

-$ 1,210.00$ -$ -$ 1,210.00$

-$ 1,210.00$ -$ 1,210.00$ Balance Due

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3 41 2 3 4

BREAKDOWN: BILL VS. QUOTE

April Bil l: Services Quote: Credits

Hosted IP PBX Training $ 105.00 Hosted IP PBX Training

$ 105.00

Hosted IP PBX Installation $ 210.00 Hosted IP PBX Installation

$ 210.00

Hosted IP PBX Setup & Configuration

$ 60.00 Hosted IP PBX Setup & Configuration

$ 55.00

6 - IP 480 phones $ 72.00 6 - IP 480 phones $ 60.00

4 - Call Paths $ 119.96 4 - Call Paths 119.96$

6 - DIDs $ 1.38 6 - DIDs 1.38$

1- Operator seat $ 50.00 Operator Seat 20.00$ 20.00$

5- Standard Seat Pkg $ 37.50 5- Standard Seat Pkg 37.50$

6- Extensions/MB 45.00$ 6- Extensions/MB 45.00$

1- 24 Port PoE Switch 40.00$ 1- 24 Port PoE Switch 22.50$

2- IAD 60.00$ 1- IAD 30.00$ 30.00$

H S I 20X2 119.99 H S I 20X2 119.99 10.00$ COST: 109.9960.00$

Invoice 24389 38.88$ Hardware

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Managed Services

Quote

Hargray Bill

HARGRAY DATA CENTER & MANAGED SERVICES (DCMS)

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Overview

System: ConnectWise1. Click on Companies – enter Company name 2. Company overview

3. Below the company information, click on the invoices tab.

HARGRAY DATA CENTER & MANAGED SERVICES (D. C. M. S.)

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Overview

Invoice –Mailing address for payment invoice #

Work order description

Breakdown of product charges

Total amount due


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Overview

Contacting customer for payment: Above the letter, click on the printer icon. You will be prompt to send an email.

Customer email is automatically entered and

invoice is automatically attached. Replace customer

with customer’s name.


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Overview

A/R Aging Summary Report:

Click open


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Overview

A/R Aging Summary Report:• Largest to smallest amount due

• Note Spreadsheet

• Copy note into SalesForce

Note: Customer are billed in ConnectWise

For managed services or for hardware

use for the installation of the IP PBX

ShoreTel phone system.

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