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Introduction
The Account summary report will allow you to report on any calls run using account codes. Please note that your telephone system will need to be capable of providing account codes in order to use this feature.
Account codes are normally used when you want to be able to allocate all calls made on behalf of a user or client back to that persons bill e.g. a solicitor may be making several calls to different numbers on behalf of a client and answering calls from different people on behalf of the same client or a hospital may provide account code to allow particular users to use any phone on the hospital site and still have calls billed back to their personal account.
Many telephone systems provide the facility to enter in an account code before making a call or during a call. You simply enter in the account code(s) and the period you are interested in and you can get a detailed list showing all calls made/ and/or received for that account code or group of account codes.
Running the report
On the Reports screen, click on Account summary in the reports list and then press the button.
The following report selection criteria window appears:
Reporting period
Every report requires a period to run over. This is generally defined as the "Reporting period".
There are several pre-defined periods that can be selected from a simple drop-down list as shown above.
The built-in periods are based on a standard Gregorian calendar and are defined as follows:
| 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 01, the month is set to the current month minus one, or in the case of January, it is set to 12. The year is set to the current year, unless it is a new year, in which case the year is reduced by one. 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 date and time of the first and last call in the entire call database, respectively. |
| Custom period | Enter the start and end dates and times into the boxes below. The start and end times are linked to their respective dates. |
If you want to be more specific, you can choose the Custom period from the bottom of the drop-down list. This option will allow you to define the start date and end date yourself, as shown below. When you need to be even more specific, you can also choose a start time and end time.
When the report is executed, if the user has selected an in-built period, the reporting engine simply substitutes the start and end dates based on the current date and the period the user selected.
Once you have set the report's period, click on the button to set more of the report's features or select the button to run the report.
What do you want to report on?
In addition to the Report period, each report offers you the opportunity to define exactly what you want to report on. This is generally a site, group or user.
Site
TIM Plus will allow you to log information from up to five sites. If you want to report on a specific site, select that site from the drop-down list or to select all sites' data, leave it at the default All sites as shown above.
 | The username and password you have been allocated may mean you are restricted to specific sites or groups. If you have any difficulty accessing other sites or group, please contact your system administrator and check that access has been enabled. |
Group
There is no limit to the number of groups available on each site. Groups, like sites are available as a drop-down list. You can choose to select a specific group or leave at the default All groups. Please note that the drop-down list for each group can only appear if a site has already been selected.
User
Once a site and group has been selected, you can decide whether you would like to report on all users or select a particular user from the drop-down list as shown above.
Once you have set the report's entities, click on the button to set more of the report's features or select the button to run the report.
Filter call information
You have the option of filtering the information, based on a number of call filters. These filters allow you to be very specific, when deciding the call information you would like in the final report.
If you do not want to select any filters, simply press the button to skip.
Please find a brief description of all filters below:
| Filter | Description |
|---|---|
| Account code | If you want to produce a bill consisting of all chargeable calls made using a particular account code, enter the account code in this filed. To report on more than one account code, simply comma separate. |
| Call type | This filter allows you to define the type of call you would like to report on. If you would like to report on all calls, leave at the default All calls. |
| Carrier | If you use more than one carrier, you can choose which carriers calls you would like to report on.
To report on all calls from all carriers, leave at default. If you only use one carrier, there will be no drop-down list available and no option to choose a different carrier. |
| CLI | The Caller Line Identification (CLI) is the number associated with the incoming call. This is sometimes withheld by the person making the call.
You may choose to report on calls from a particular CLI or from numbers beginning with a particular CLI by entering the number in here. To report on more than one CLI, simply comma separate. |
| Cost | If you want to add a filter for call costs, select calls above (>) or below (<) the cost you wish to define. The value entered should be in your major denomination expressed as a fraction, e.g. GBP 0.04 equates to 4 pence. |
| Destination | To filter calls to a specific named destination (e.g. a place name, or a destination added to your Locations list) enter it here. e.g. London. |
| Dialled number | To filter calls to a specific number, type the number in the dialled number field.
For partial numbers, such as those to a particular area code, just enter the beginning of the number, e.g. 0033 for calls to France, 0161 for calls to Manchester. To report on more than one dialled number, simply comma separate. |
| Duration | To filter calls above or below a particular duration, select the appropriate 'Above' or 'Below' option, then enter the value to compare against, in seconds, in the filed alongside. For example, to show only calls above 30 minutes long, you'd choose >1800, since 30 x 60 seconds = 1800. |
| LCR code | If one or more of your PBX uses Least Cost Routing (LCR), you can filter by LCR code by entering the specific code in the LCR field. |
| Response | This filter allows you to filter based on the response times to calls.
You have the option of filtering calls above or below a specific threshold. The figure you specify is measured in seconds. |
| Start time | To filter calls based on the start time, specify it in the format HH:MM:SS e.g. 8 am would be expressed as 08:00:00. |
| Trunk access code | If you use specific access codes (prefixes) to route calls through specific trunks (channels), you can filter those here by simply entering the code used. |
Specific Options
This section allows you to add more specific filters to your report. The filters are fairly self-explanatory. If you would like to exclude weekend calls from the report, simply tick the option to exclude weekend calls. If you would like to ignore missed calls shorter than a specific duration, simply enter the duration in the box. In the example above, a filter has been added to exclude weekends and any calls shorter than 3 seconds.
Exclude weekends
This option gives you the option of excluding weekend calls from any results shown. If you would like to exclude weekend calls, simply select 'Yes' to exclude weekend calls.
Exclude transfers
Select this option if you would like to exclude transfers when running a report. For example if you were running an incoming call analysis report and wanted to see only how well calls were answered when first presented, you would choose the option on excluding transfers.
Don't replace numbers with contact names
Tick this option if you do not want dialled numbers, CLIs and account codes replaces with their named equivalents, as they are defined in your web user's contacts list(s).
Sort order
Choose whether you would like the results of the report to appear in Ascending or descending order, by selecting from the drop-down box.
Sort results by
You may choose the order in which results are sorted bay selecting the appropriate option from the list shown below:
Ignore missed calls shorter than
If you would like to exclude short calls from your report, enter the duration below which you'd like to ignore calls. If you would like to exclude very short calls, e.g. calls below 3 seconds, simply enter the number '3' in the box. As shown here.
Understanding the Results
When selecting Web as the output format, this report will appear as above.
The Web format allows for complete flexibility when viewing any report. To view details of any filters or selection parameters used in creating this report, simply click on About this report at the top right of the page.
All headers are clickable allowing you re-arrange the report layout in seconds, to sort the calls in ascending or decending order based on the header clicked. The headers of this report are as follows:
| Header | Description |
|---|---|
| Carrier | This column shows the carrier used to route the call. |
| Charge band | It shows the chargeband applied to the call. |
 |
It shows the total number of calls to that chargeband. |
| Total duration | The total time spent on calls to that chargeband. |
| Total cost | The total cost of calls to that chargeband. |
In the above example, the numbers '52001','52002' etc. represent the account code.
If you would like to go back and view any report for a larger section of the organisation, simply click on the appropriate link in the breadcrumb as shown below:
