<a id="Introduction"></a> |
The Account Summary report produces a type of phone bill for tracking how much billable time you've spent with each client, grouping its results by account code.
In order to use this report, your telephone system needs to be capable of providing account code information as part of its call logging data. |
<a id="Running the report"></a> |
On the Reports screen, select the Account summary report from the left-hand pane and click the button.
A new window will appear, where you can select the reporting criteria for your report.
For each report, you must specify a time span that covers the calls you want the report to include. This is known as the "reporting period".
There are several preset reporting periods available for selection, based on the standard Gregorian calendar. The following table describes how the start and end times are defined for each preset period:
| Period | Description |
|---|---|
| Today | The start and end dates are set to the current date. The start time is set to 00:00:00 and the end time to 23:59:59. |
| Yesterday | The start and end dates are set to the current date minus one day. The start time is set to 00:00:00 and the end time to 23:59:59. |
| This week | The start date is set to the first day (normally Monday) of the current week. The end date is set to the current day. The start time is set to 00:00:00 and the end time to the current time. |
| Last week | The start date is set to the date of the last Monday, and the end date is set to the start date plus seven days. The start time is set to 00:00:00 and the end time to 23:59:59. |
| This month | The start date is set to the first day of the current month. The end date is set to the current day. The start time is set to 00:00:00 and the end time to the current time. |
| Last month | The start date for this period is set in three stages: The day is set to the first day of the month. The month is set to the previous month. The year is set to the current year, unless it is currently January, in which case, the previous year is used. The start and end times are set to 00:00:00 and 23:59:59 respectively. |
| This year | The start date is set to the first day of the first month of the current year, whilst the end date is set to today's date. The start and end times are set to 00:00:00 and 23:59:59 respectively. |
| All calls | The start and end dates and times are set to the dates and times of the first and last call in the entire call database, respectively. |
In addition to the presets described above, it is possible to specify a custom reporting period by choosing Custom period from the drop-down list and specifying your own
,
,
and
of the period you want to report on.
Once you have set the reporting period, click on the button to set additional report parameters and options, or select the button to run the report immediately.
The Reporting entity parameter allows you to select the part of your organisation whose calls the report should include, e.g. a site, a group or an individual user.
To report on a particular site, select it from the drop-down list or select All sites .
If a site has been selected, you are able to further limit the report's results by selecting a group from the drop-down list.
If both a site and group have been selected, you can further limit the report's results to include calls by a particular user by selecting it from the drop-down list.
If your web account is restricted to a specific site or group, only those entities to which you have access will be available in the drop-down lists. |
Once you have selected the scope of your report, click on the button to set additional report parameters and options. To run the report immediately without doing so, press the button.
You can limit the results of your report by choosing one or more of the following filters:
Account code
If you want to produce a bill consisting of only chargeable calls that were made using a particular account code, enter the account code in the field provided.
To report on more than one account code, separate each code using a comma.
This filter allows you to define the type of call you want to report on. To report on all calls, set this to All calls.
If you use more than one carrier, you can limit the results to include only calls that were made using a specific carrier. For all carriers, set as All carriers.
If you only use one carrier, there will be no drop-down list available and no option to choose a different carrier.
The Caller Line Identification (CLI) is a phone number that calls your organisation. This is sometimes withheld by the person making the call.
You can report on calls from a particular CLI or from numbers beginning with a particular CLI. For example, for calls from Tri-Line you would enter 02072652600.
This filter accepts the comparison operators ! and * (e.g. to exclude calls from Tri-Line, you would use !020726526*). To report on more than one CLI, user a comma to separate the entries.
If you want to add a filter for call costs, type in the cost you wish to define, as shown below.
This filter allows you to specify a range (-) or use comparison operators (>, <, ! and *).
If you want to filter calls to a specific, known destination, you can type the destination in the field provided. This filter accepts the comparison operators ! and *.
For example, if you want to exclude all calls to France, enter , as shown below:
To filter calls to a specific number, type the number that was dialled in the box provided. The dialled number can be a number that you dial out, or a DDI number within your organisation that someone dialled to get to a particular extension or hunt group.
To filter calls to a specific area, a partial number may be entered (e.g. 0033, for calls to France).
This filter accepts the comparison operators ! and * (e.g. to exclude calls to 0207 265, enter !0207265* ).
To filter calls above or below a particular duration, enter the number of seconds and the relevant symbol in the box provided. This filter allows you to specify a range (-) or use comparison operators (>, <, ! and *).
In the above example, the filter will look for calls longer than 1800 seconds (30 minutes). Alternatively, you may want to exclude calls below a certain threshold (e.g. below 3 seconds).
If you are using Least Cost Routing (LCR), you may want to filter your results by LCR code in order to check a bill from your LCR provider. To do this, enter the LCR code in the box provided.
This filter accepts the comparison operators ! and * (e.g. to exclude a specific LCR code, add the code with the required operators !162*)
This option allows you to filter calls based on their response time.The results will be filtered according to the response time threshold that you define in the provided field. The threshold you specify will be measured in seconds.
In the above example, the search results will display calls that have a response time above 10 seconds.
This option allows you to filter calls based on the start time of the call, which is basically the time of day the call started. Enter your preferred start time in the field provided, using the following format hh:mm:ss.
For example, if you want your results to include calls logged after 10 a.m. only, you need to enter 10:00:00 in the Start time field, as shown below:
If you want to filter your results by a trunk access code, enter this in the field provided. For example, to exclude all calls with access code 9, add !9 in the field provided.
This filter accepts the comparison operators ! and *.
This section allows you to narrow down further your report results, by excluding certain types of calls or sorting the results in a particular manner. The filters are fairly self-explanatory. For example, if you would like to exclude weekend calls from the report, tick the option provided or, if you would like to ignore missed calls shorter than a specific duration, enter the duration in the box.
If you would like to exclude weekend calls from the search results, select the tick-box provided
Select this option if you would like to exclude transfers from the search results.
Tick this option if you do not want to replace dialled numbers, CLIs and account codes with their equivalent names, as defined in your web user's contacts list(s).
Expanding the drop-down list available, you can choose whether you would like the results of the report to appear in ascending or descending order.
You may choose the order in which results are sorted by selecting the appropriate option from the drop-down list available.
If you would like to exclude short calls from your report, enter the duration threshold. For example if you want to ignore calls below 3 seconds, enter the number in the box provided:
This section allows you to choose the output format of your report. To select the desired format, click on the drop-down list and choose from the available options: Web, PDF, Excel, CSV and XML. More details about each report format are available in the Setting the report format section above.
<a id="Creating the report"></a> |
When you have chosen a reporting period, and are happy with your selections, you have two options:
If you click on the button, the report will run instantly in your chosen format.
If you want to schedule the report to run at a later time, follow the instruction given in the Schedule a report section.
<a id="The report's results"></a> |
The report's results will consist of a breakdown of calls grouped by account code, according to the parameters you've selected.
If you select Web as the output format, this report will appear as shown below:-
As with all reports, the header of the report includes:
The format is the most flexible of all reports. All headers are clickable, allowing you to rearrange the report's layout in seconds, to sort the calls in ascending or decending order, based on the header clicked. To view the details of any filters or parameters applied to the report, click on the About this report link on the top-right corner of the page.
The headers of this report are as follows:
| Header | Description |
|---|---|
| Carrier | Displays the carrier used to route the call. |
| Charge band | Displays the chargeband applied to the call. |
 | Displays the total number of calls to that charge band. |
| Total duration | Displays the total time spent on calls to that chargeband. |
| Total cost | Displays the total cost of calls to that chargeband. |
In the above example, the numbers "52003", "52004" etc. represent the account code.
If you would like to go back and view any report for a larger section of the organisation, click on the appropriate link in the breadcrumb, as shown below: