Uploading service files
One way to assign service charges to your customers, is to upload service files to your account either manually or via auto-collection.
This guide will first cover manually uploading a service file, for how to set up auto collection, see our Auto collection article.
To get started, click the Product menu item in the left-hand navigation, then under the Service Files sub-menu click Upload new file.
From this screen you're able to select your Supplier and, if applicable, a specific Platform under that Supplier.
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If your Supplier isn't listed, you'll need to set up a service file Service File file converter first.
Secondly, you're able to drag and drop relevant service files into the Files field. This could be one or a selection of files, as long as they're from the corresponding Supplier (and Platform) you've selected.
When you're ready to continue click the Upload file button.
This will take you to a Service File Status screen where you can see the status of each CDR you've just uploaded.
Removing service files
Should you wish to remove any files you've uploaded at this point, you can do so by clicking the Products menu item in the left-hand navigation, then under the Service Files sub-menu click Existing files.
From this screen you're able to click the Delete icon next to the relevant service file line item or you can check multiple lines using the checkbox to the left of the filename and remove the selected files using the Delete all button.
Service charge records
When you've uploaded the service file, if successful, it will take you to the Service Charges screen for that service file. To find your way to this screen after navigating away from it, click the Products menu item in the left-hand navigation, then under the Service Files sub-menu click Existing Service Files. From here, click the View icon next to any service file line item.
This screen gives you a second-to-none overview of the service charges found on the file you've selected.
The tabs on the right-hand side also give you the ability to see service charge information as an Overview, By customer, By destination or By supplier.
Filtering records
By default, the Service Charges screen will give you an overview of every service charge from the service file you've uploaded/selected. However, you may wish to refine the information on the screen.
To do this, you can utilise the Criteria filter on the left-hand side.
| Field | Description |
|---|---|
| Show all charges | Use this option to view all records from this file unfiltered. |
| Show only charges without customers | This will only show you charges which haven't been linked to a customer within Billingbooth yet. |
| Show only charges without products | Show only charges without customers |
| Show only skipped charges | This will only show charges you're skipping, either because the matched CLI has their billing excluded or because the matched product is set to either always skip this charge or skip it if the cost is zero. |
Once you're happy with the filters you wish to set, click the Apply filter button.
Otherwise, if you wish to revert the filters, simply click the Reset button.
Resolving records without a matched product
You will generally always want the number of records without matched products to be 0, unless you have a specific reasoning for not matching them all or in situations where they can't be matched.
The quick and easy version of how to match a product, is to have a product's Service Code match the service file line item description of that product.
The Service Code field is found by going to Products in the left-hand navigation, then clicking Products, clicking the Edit icon for the corresponding product you wish to match, and then clicking the Service Files tab at the top-right of the screen.
For more information on matching service file products, see our designated Matching service charges article which also covers how to use wildcards to match variable product names.
Resolving records without a matched customer
You will generally always want the number of records without customers to be 0, unless you have a specific reasoning for not matching them all or in situations where they can't be matched (a generic or non-existant CLI for example).
In the event that there are records without customers matched to them, it is likely due to the CLI (Caller Line Identifier) not matching to a CLI assigned to your customers.
For more information on assigning CLIs to your customers, see our dedicated CLI Management article which covers what options you have to assign CLIs and move them between customers.
Moving the dates of service file charges
It could be that you wish to amend the dates of the listings on your service file.
To get started, navigate to the Service Charges screen by either uploading a new service file or heading to Products > Existing Service Files and then clicking the applicable service file listings View button.
On the Service Charges screen, you're able to either check the checkbox next to the Identifier header to select/deselect all visible listings on the current page, or you can check the checkbox next to individual listings to select them as needed.
By selecting at least one entry, a Move dates button will appear above the listings. If you click the button you are able to bulk amend the From date and the To date using the applicable fields.
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Make sure you've selected the correct rows, the only means of correcting a mistake is either moving dates again or deleting and re-uploading the service file.
Once you're happy with what you've entered, click the Apply button to move the dates for your selected listings.
Applying charges to your customers
When you upload a service file to Billingbooth One, it will have a status of Ready on the Service Files listings screen (Products > Existing Service Files).
When a service file is listed as Ready, it means you're still able to Re-analyse the file using the Re-analyse button on the Service Charges screen of a service file (click the View icon of one of the service file listings). Re-analysing is where Billingbooth One checks the file over once more against anything you've changed on your account since first uploading it.
This could be if you've tweaked your Price Adjustments, added Service Codes to your Products etc..
Once you're satisfied that everything looks as it should be with the service charges on the file, you're ready to apply the charges from the file to their assigned customers.
To do this, click the Process button on the Service Charges screen of a service file (click the View icon of one of the service file listings on the Service Files listing screen).
You'll then be able to head to Customers > Customers > Select a relevant customer > Charges and see the charges you've assigned to that customer from your service file, ready to be billed.
Removing service files and associated charges
Should you wish to remove a service file and/or the charges it assigned to your customers, head to the Service Files listings screen (Products > Existing Service Files) and click the Delete icon for the respective service file.
This will remove the service file from Billingbooth One and, if the file was Processed, remove any charges against your customers that were generated via the file.