Vodavi Call Sort Pro Users Guide

							Entering Administration Information 4-9
May 1999System Administration
Account Codes
CallSort Pro is capable of producing detailed and summary reports for billing customers for 
telephone calls, if you configure account codes and your telephone system supports account 
codes. The account code reports save you the tedious and time-consuming task of sorting 
through the phone bill to collate billing information.
To begin entering account information:
1. Select  then , or click on the dollar sign icon at the top of the 
screen. The following screen is displayed.
ˆThe tab in the lower right-hand corner of the screen allows you to enter the 
User related to this account. Typically, the User is the person in the company 
responsible for this account.
ˆThe Contacts tab relates to the contact or billing information for this account code.
To use this feature, your phone system must be capable of attaching 
an account code (which the user enters when dialing) as a field in 
the call record. 
						

							4-10 Entering Administration Information
System AdministrationMay 1999
2. Enter the account information as follows:
ˆAccount -- Enter account code for this information.
ˆAccount Name -- Enter the name of the account for this account code. For example, 
this would typically be the company name associated with the Account number.
ˆOwner -- The person within the company that is responsible for this account. You 
can either type in a name, or use the pull-down menu. When you select an owner, 
you will see the bottom of the screen fill with the owners information.
ˆContact -- Person at the billed company that is responsible for the bill. You can 
either type in a name, or use the pull-down menu. When you select a Contact and 
click the Contact tab, you will see the bottom of the screen fill with the contacts 
information.
ˆFixed Markup -- Enter a number to be added to the total amount of the cost of the 
call. This markup is a fixed markup added to each telephone call no matter how long 
the telephone call is. This is in addition to any markups or taxes added to the price of 
the call. (Refer to regarding pricing.)
ˆPercent Markup -- Enter a number that is the percentage markup for the call in 
addition to any other markups or taxes. (Refer to
Account Codes in this chapter 
regarding pricing.)
The information in the Users and Contacts sections of the screen can be modified and is 
reflected in the user or contact record. (Refer to 
Users Information and 
Contact Information in 
this chapter for more details.)
Trunk Line Information
With CallSort Pro, you can obtain detailed and summary reports on trunk line activity. This 
enables you to identify possible trunk load levels that require attention. To assign trunks for 
reporting purposes: 
						

							Entering Administration Information 4-11
May 1999System Administration
1. Select  then , or click on the right telephone icon at the 
top of the screen. The following screen is displayed:
2. Address the fields along the right-hand side of the screen as follows:
ˆTrunk -- Enter the number for the trunk that appears in the SMDR data.
ˆFacility -- Type the name or use the pull down menus to enter the facility name. The 
Facilities tab under the System properties defines the facilities options.
ˆPhone Number -- Enter the phone number associated with this trunk. For example, 
enter 123-123-1234.
ˆDescription -- Enter a description of this trunks function. For example, enter Main 
Number.
Facilities allows you to group trunk lines. You can define any number of facilities. When you 
modify trunk line settings, the facility options are displayed. For example, if you have multiple 
locations you can define the facility. You can enter Atlanta as one facility and Birmingham as 
another. Then when modifying the trunk lines you can define whether the trunk line is going to 
the Atlanta or Birmingham facility. 
						

							4-12 Entering Administration Information
System AdministrationMay 1999 
						

							CallSort Pro v3.0 User’s Guide May 1999
5 Generating Reports
After call records are priced and processed in the Administration module, you can use the 
Callsort Pro Reports module to create and generate call reports. This chapter explains how to 
use the reporting options and describes the various reports.
Administration Setup
To begin Administration Setup, select CallSort Pro from the available CallSort options. When 
prompted to enter your user name and password for the first time, enter 
MANAGER in both fields, 
and click on . (To change your password, refer to 
Menu Options Available in the 
Installation chapter; assign yourself access level 7, and enter the new password.)
After the password is accepted, the following screen displays, from which you complete all 
Administration configuration operations. This screen also provides access to the various reports 
and directory lists available from CallSort Pro.
The bottom of the screen displays: which user is logged in, number 
of records in the reporting master table, date range of the calls 
records in the database, and the currently open database. 
						

							5-2Report Options
Generating ReportsMay 1999
Report Options
The right-hand of the screen contains all options that are related to reporting. Any field with an 
* (asterisk) is required for reports. Modify the fields as options:
Table 5-1: Report Options/Descriptions
Name A descriptive name for the report. 
Types* There are three general report categories.
†Traffic Reports lend insight into the operation of the phone system by 
providing information on: total/average call duration and call counts; 
costs based on total, average, and per-minute average.
†Organization reports provide both Detail and Summary phone activity 
information within your organization by extension, department, cost 
center and other hierarchies.
†Analysis reports contain special information that helps you examine the 
call database to identify usage trends and other associated costs.
Report* This is the actual report that is run. The report options are based on the report 
type you select.
Report Title Information that appears in the header of the report. 
Scheduled Determines when the report is run. If Manually is selected the report is run 
when the user presses the run report button. If another option is selected the 
report options, for example dates and times, are automatically adjusted. The 
pull down menu contains the following options:
†Daily -- Runs the report daily and adjusts the date report options.
†Manually -- Runs the report once, when you decide.
†Monthly -- Runs report on a monthly basis on the date defined.
†Once -- Runs the report once on the date defined.
†Weekly -- Runs the report on a weekly basis on the date and time defined.
Schedule Date If you choose Daily, Monthly, Once, or Weekly is selected as the Scheduled 
option, this is date the report will be run.
Schedule Time If you choose Daily, Monthly, Once, or Weekly is selected as the Scheduled 
option, this is time the report will be run.
Start Date* Determines the start of the date range for the report.
End Date* Establishes the end of the date range for the report.
Start Time Determines the start of the time range for the report.
End Time Establishes the end of the time range for the report.
Extension The selection criteria that produces a report for the designated extension.
User Name This option allows you to run a report for all extensions allocated to this user 
name. (Refer to 
System Administration for more information on users.) 
						

							Report Options5-3
May 1999Generating Reports
Level Options There are 1-4 options depending on how your system is configured. These 
options allow you to run a report for a specific level of your company.
For example:
†Level 2 is defined as Department and you have defined Sales, Technical 
Services and Accounting departments.
†If you wish to run a report on the Sales department, you define the 
Department option as Sales and all extensions within the Sales 
department.
Minimum Cost Selects calls of greater than a specific dollar amount.
Minimum Duration Selects calls of a greater duration than the specific amount of time 
(calculated in seconds.)
Facility Selects a particular facility for reporting. This option offers a drop-down list 
of facilities for selection.
Trunk Defines a specific trunk for the report.
Account Defines a specific account code for the report.
Call Type Defines whether the report should be run on incoming only, outgoing only, 
or incoming and outgoing calls.
Phone Number If you would like to report on a specific telephone number, type the phone 
number in here.
Graph Defines the type of graph to be displayed. (The graph is displayed on the 
second page of the report.) The options are: Bar Chart 2-D, Bar Chart 3-D, 
None, Pie Chart 2-D and Pie Chart 3-D. 
Graph On Defines the axis for the graph defined in the Graph option.
Page Orientation Declares the orientation of the data on the page; landscape or portrait are the 
options.
Page Breaks
†If yes, this option creates a header at the top of each page of the report.
†If no, the header is not at the top of each page.
Output Defines whether the information is printed to the screen or to a printer.
Output File Allows you to define a name for this report. The report will be printed 
directly to a file for future use.
Fields Allows you to define which fields you see in the report. You can name as 
many or as few fields as you like, but you may not be able to see all fields 
due to the limitations of the printed page.Table 5-1: Report Options/Descriptions 
						

							5-4Running a Report
Generating ReportsMay 1999
Running a Report
Once you’ve adjusted report filters as needed, you’re ready to run your reports. Select Run 
from the Reports pull-down menu, or press the Play button on the icon toolbar.
Once the report has been generated, it is sent to the output device you selected.
†Reports that are first sent to the screen can be printed after they are viewed.
†All other report outputs, for example: sending to the printer or to a file format, go 
directly into that output destination.
Reports sent to screen look similar to this report:
Use the scroll bar as needed to move up or down the report. For multi-page reports, use the 
buttons at the top of the screen to move among the report pages as follows:
When you are finished viewing or printing the report, click on . You are returned to the 
Reports main window where you can generate additional reports.
Move to 
first pageMove to 
previous pageMove to 
next pageMove to 
last pageZoom
in/outPrint currently 
displayed reportSave to 
disk 
						

							Running a Report5-5
May 1999Generating Reports
Scheduling Reports to Run Automatically
While many of the reports you will run with CallSort Pro provide on-demand answers, there 
may be other reports you’ll want to run on a regularly scheduled basis. Any report generated by 
CallSort Pro can easily be set up to run automatically at regularly scheduled intervals.
Adding a Report to Scheduled Reports
Scheduled reports are categorically divided into Daily, Manually, Monthly, Once, and Weekly 
reports. Reports can be scheduled to run automatically by first manually generating a report as 
described in the previous section. Next, save the report as a scheduled report by pressing the 
Save button on the icon toolbar. Finally, turn on the scheduler by selecting the Schedule Date 
and Schedule Time options. When you save the report, CallSort Pro asks you to supply a name 
for the saved report.
Reports Available
With its wide range of reports and user control over report content, 
CallSort Pro provides a 
wealth of information to help monitor and improve the effectiveness of your telephone system.
Which reports are most helpful will probably vary between departments or managers; the 
following sections provide helpful hints for using some of the reports available to you.
Analysis Reports contain information that help you examine the call database to identify usage 
trends and their associated costs. Specific Analysis reports include the following information, 
for the period that you specify:
†Directory Assistance identifies calls to your phone company’s directory assistance 
number.
†Expensive Calls lists the most expensive calls.
†The Frequently Called Numbers shows the most frequently called telephone numbers.
†Frequently Called States shows calls for the most frequently called states, in state order.
†International Calls lists calls involving international dialing.
†Longest Calls lists the longest calls.
†Operator Assisted Calls shows calls placed through your phone company’s operator.
†Unanswered Calls shows unanswered calls placed through your phone system.
Remember to set the report output (defaults to the printer) by 
selecting the Output field on the main Administration menu. 
						

							5-6Running a Report
Generating ReportsMay 1999
Organization Reports provide both Detail and Summary information regarding general phone 
activity within your organization.
†Detail reports itemize all telephone activity, listing the actual numbers that are dialed, or 
in the case of incoming calls, providing the time the call came in.
†Summary reports provide condensed information, including total number of calls, 
duration, and cost. Use these reports to control abuse, perform client billing, resell long 
distance services, and allocate costs.
Specific Organization reports are available in both Detail and Summary, except where noted, 
and include the following:
†Account Code reports provide information regarding calls with an identifiable account 
number, as specified in the Administration module.
†Chronological reports (Detail only) show calls over a time period.
†Extension reports show activity sorted by extension number.
†Hierarchical reports (Summary only) show activity by organizational level.
†Organizational Level reports show call activity sorted by organizational level (as 
specified in the Administration module).
Traffic Reports lend insight into the operation of your phone system as follows:
†Provides summary information for total and average call duration.
†Specifies criteria you want to report such as: total, average, and per-minute costs.
†Helps to highlight trunk lines that are malfunctioning or are blocked.
†Indicates whether special lines are practical.
†Provides a means for verifying phone bills.
†For scheduling purposes.
Specific Traffic reports are available to provide summary information on the following:
Table 5-2: Traffic Summary Reports
Area Code Summary Date Summary Time of Day Summary
Call Area Distribution Duration Summary Trunk Detail
Call Type Distribution Region Summary Trunk Summary
Cost Distribution State Summary