T Analyst – using online billing tool – Telstra Business


Welcome to the demonstration of our new online
billing platform, T Analyst. These topics will be covered in the demonstration video:
– Set up – View bills
– Cost allocations – Summary and detailed reports
– Help. Before you access T Analyst it’s important
that you’ve accepted the terms of use and received your registration email. Chapter 1 – Intro and login So let’s begin. As part of your registration
email you’ll be provided with a link to the T Analyst application. In future, T Analyst
will be embedded in your respective business portals (either My Account or Your Telstra
Tools). You can log in using the same credentials as your business portals. Once your credentials have been registered,
you’ll be directed to the home page. In the middle you’ll see what we call our message
centre which will be used to keep you informed about T Analyst updates, information on your
services and new options available from Telstra. There are also dashboards on the homepage
highlighting specific costs and usage information and in future releases, this will be configurable.
Above, you’ll also notice a number of tabs and we’ll go through each of these in the
demo. Chapter 2 – Set up
The set up tab allows you to customise the application according to your specific needs.
In this area, you can assign users to customised hierarchies; create customised descriptions
and filters, change currencies, and more. Chapter 2.1 – Hierarchy and cost centre
set up One of the more powerful features within this
section is the ability to easily build hierarchies. This allows you, especially in circumstances
of complex organisational structures, to track your charges according to specific areas created
with your structure. You can build multiple hierarchies if you want to and use each for
different purposes. To set up a hierarchy click on the ‘Manage hierarchy’ section
of the set up page. Once selected, choose the first tab ‘Add a hierarchy’. Here
you fill in the following details: – Give a title for the hierarchy to be known
as. – You have two options to choose from in regards
to visibility, public or private. By placing a hierarchy as public, any user that has been
registered to your account will be able to see the structure you’ve created. By selecting
private no one will see the hierarchy structure until you set it as public or you have allocated
specific user authority to view it. We’ll show you how to do this a bit later.
– The last option is to choose either to start with a blank hierarchy or to choose an existing
one. The existing one will only be in the case where you’re building your second/third/fourth
hierarchy. By doing so you’re copying one of the existing hierarchies and making the
necessary changes that you require from then on.
– Once selected, press save and your hierarchy shell is now created and will be highlighted
on the manage hierarchy section. – To make sure you allocate the cost centre
and services to the right hierarchy it’s important that you set the hierarchy to active.
Click on the ‘Set active hierarchy’ button and the label will change to active.
Now to allocate some cost centres. Choose the cost centre tab. When you navigate to
this page you will see your newly created hierarchy selected. Below there will be a
number of empty fields which represent the different cost centres that you can create
under the hierarchy you have built. Use one or the whole lot and do it all in the one
go. You also have an allocation of GL codes to each cost centre which we understand that
some organisation use to better understand and allocate charges. Once you have filled
in the cost centre fields you want, select the add button below the fields. On the left
hand side you’ll notice the cost centre has moved under the corporate structure. You
can break your cost centres down further by clicking on one of the newly created ones
and repeating the process for any others. Press the add button and these will move over
to the hierarchy view on the left hand side. To allocate services to the cost centres,
choose the ‘Manage account/services’ tab. From this section, you can select the ‘Accounts
selection’ option and press ‘Update view’. This will give you visibility of all the accounts
that exist. In order to allocate the services, you need to select and move these accounts
to appear under the corporate level (top level) hierarchy. Once this has been allocated you
then click on the ‘Services’ option and click ’Update view’. This will now show
all the services you can choose from. 

Say you pick these individual phones from the
unassigned group and want to assign them to the cost centre you created before. Click
the tick boxes next to the two services. Select ‘Move services’ and choose the dropdown
option for the cost centre you want to allocate them to, then press ‘Ok’. Now all of the
charges associated with those services will be reflected in future reports for the cost
centre they have been allocated to. Repeat the process for all your services until your
hierarchy is complete. Make sure you go into T Analyst at least once
a month and review any new services that have been purchased. They will be allocated to
the unallocated section and you will need to make sure they are also allocated to the
appropriate cost centre. You can also split the percentage of the service
charges to go to different cost centres. While you’re in the ‘Manage accounts/services’
tab, place a check mark against the service you want to split across multiple cost centres,
and then click on the ‘Split services’ button. You’ll be given the option to set
the percentage of the split. The service will initially show 100% in the current cost centre.
All you need to do is change this to the desired percentage. In the option below, select the
other cost centre you want the service to be in and click the plus sign. This now gives
you the option to add another percentage. Repeat this process if there are more cost
centres you would like to split the service between.
Chapter 2.2 – User creations In order to edit users, there has to be existing
users in My Account and Your Telstra Tools. This information will then be used by T Analyst.
The administrator has the ability to edit permissions for other users, whether they
get to add reports and edit the hierarchy. To allocate user rights, go to the ‘Manage
users’ option in set up and you’ll see a list of users. Select the users you want
to adjust. You’ll then be given the option to restrict the user’s view by selecting
the specific hierarchy you would like them to see. All you need to do is choose an option
from the drop down box and select all the different options available. All these checkboxes
will grant or deny access to certain functions in the application. Once this has been completed
and they’ve been given access to the tool, they will only see items associated with the
level of access that has been allocated to them. Chapter 2.3 – Budgets You can also specify budgets for each account.
Click on the budgets section. This will show you a list of all the accounts. Choose the
appropriate account and then the ‘Add a budget’ button will be highlighted. Add
the budget amount for the account and click ‘Submit’. The variance will be displayed
on the ‘View bills’ page. With the column sorting, you can quickly see which accounts
are over budget for the month. Chapter 2.4 – Descriptions
Descriptions allow you to easily distinguish services by using plain English labels. To
add descriptions to a service go to the ‘Manage accounts/services’ tab in the set up section.
Search for the service you want to add the description to and place a check mark against
it. This will make the ‘Edit’ button active. Click on it and you can now able to add a
description. If you want this description to be added to all hierarchies on T Analyst
then tick the ’Add or replace this description in all hierarchies’ box. Click ‘Save’
and the description will be applied. You can also do this to accounts as well as
services. Chapter 2.5 – Markups Markups allow you to add a fixed amount, or
a percentage, to each charge displayed in a report. For example, when a legal firm wants
to apply a charge to a call or group of calls. To create a markup, go to the set up menu
and select the ‘Markup’ link from the tools section. Click on the ‘Add markup’
button. You now need to give your new markup a name, and choose whether it will be a percentage,
a flat rate or a combination of both. Click ‘Save’ once you’re happy with the details
you have entered. Unlike Filters, Markups can’t be added to
reports when they are run. They need to be added to the report when it’s created. Chapter 2.6 – Filters Filters allow the results from reports to
be filtered to display only certain information. For example you may only want to see calls
that have occurred on a weekend. By using filters you could hide results from a report
so that only weekend calls are shown. To create a filter, go to the set up menu
and select the ‘Filter’ link. Click on the ‘Add Filter’ button and select the
type of filter you want to create. Filters need to match the type of report they will
be applied to. For example, usage filters can only be used with usage reports, service
level filters can only be used with service level reports, and so on). You can also choose
to start with a copy of an existing filter. In this example we’ll create a new usage
filter that allows us to show calls made on the weekend. Select the ‘Usage’ filter
and press OK. On the next screen we need to name our new filter and select the criteria
that it will search on. Let’s name it ‘Weekend calls’ and the first criteria will be ‘Day
of the week’. The comparison operator will be ‘Starts with’ and the comparison value
will ‘S’. So this filter will now check and display only those calls that occurred
on a day starting with ‘S’. You could of course have done the same filter
differently, with two criteria – one checking if the day of the week was Sunday and one
checking if the day of the week was Saturday (separated with an ‘OR’ operator). Now choose if you want to share the filter
with other users, or if you only want to keep the filter private, and click ‘Save’.
The filter is now ready and can be selected from the appropriate report. Chapter 3 – View bills When you click on the ‘View bills’ tab,
you’ll see a repository where all of the billing accounts and their statements are
presented. That means you can access data for all your different billing accounts in
one easy place. You can access 18 months of your billing history;
13 months immediately and the next 5 months will accrue once you’re using the tool.
After this point you will stay consistent with 18 months of data. Here is also where
you will see the variance indicators based on budget allocations that you have set up
previously. They will be marked red and green to show if they’re under or over budget
for the billing account. To view the activity of the account, you just
click on the ‘Bill date’ hyperlink. You will start by having a very high level view
of the bill you’ve selected. If you want to see more detail than this, then you would
click the ‘Display breakdown’ check box and you’ll be provided with further details.
One great feature is the ability to compare the current month with previous months of
data. Select one of the drop down options for comparing. In this case we will look at
a three month comparison. Press ‘Update view’ and you’ll see the comparison table
expand with the information of the last three months as well. You can also compare months
of data with a selection of bills instead of just one. To view a few accounts consolidated,
select all the accounts you want to see. Click the ‘View account activity’ button. This
will provide you with the summary information of those accounts combined. As before, to
gain further information you just click on the ‘Display breakdown’ check box and
the view will be updated. You’ll also notice that some of the line items appear with hyperlinks
on the values. This allows you to be able to drill down further on those charges, especially
if you need to understand those charges further. The ‘View bills’ tab also allows you to
download a summary version or detailed version of the bill. To download the summary version,
click the check box next to the invoice you want to display and click ‘View bill’.
To view a detailed PDF of your bill, click on the check box next to the invoice you wish
to display and select the ‘Request bill’ button. This brings you to the download centre
where you are provided with some options. You can choose a one off request or one that
reoccurs monthly. If you choose monthly, it will ask you the date after which you want
to generate the bill. It’s important that you select a date that is after when the invoice
is generated normally, to guarantee you’ll get the bill that’s just been issued and
not the previous months. Choose the ‘Print PDF bill’ check box to secure the bill for
the request. The last option is in relation to the delivery of the invoice. You’ll need
to choose one of these: – to not receive a email confirmation when
this has been generated – to receive an email copy
– to receive an email copy and send to multiple other users. If you enter more than one person’s
name in the field for the email addresses, separate the email addresses by using a semi
colon. Also please be aware that if the file is over 2MB, the email generated will advise
you to log in and download the bill. Otherwise you’ll receive access to the downloadable
copy via email. Once selected, click ‘Submit’ and you’ll
be taken to the pending requests section of the download centre. A request can take up
to a minute to process. Once processed, it moves to the completed requests section where
you can click the check box and download the PDF version of the bill.
Chapter 4 – Cost allocation The cost allocation allows you to view your
Telstra bills according to your own organisational cost structures. To use this feature you must
have created an active hierarchy. To view a Telstra bill against your hierarchy,
click on the ‘Cost allocation’ menu item, then select the bill you wish to view (from
the ‘Data’ drop down menu) and then click on ‘View report’. This will display that
months billing data against your hierarchy. With downloading and setting up automatic
generated reporting, it’s the same process as for viewing and receiving invoices through
T Analyst. To recap the process: To do this you need to select the ‘Request
report’ button. This brings you to the download centre where you are provided with some options.
For frequency, you have the choice of choosing a one off request or to have a monthly reoccurring
request. If you choose monthly, you have to pick the date after which you want to generate
the report. It’s important that you select a date that’s after when the invoice is
generated, to guarantee you’re getting the report that has the most up to date data,
and not a previous month. You also have two formats in which you can select the report,
either as a PDF or as a CSV. The last option is in relation to the delivery of the invoice.
You’ll need to choose one of these: – to not receive a email confirmation when
this has been generated – to receive an email copy
– to receive an email copy and send to multiple other users. If you enter more than one person’s
name in the field for the email addresses, separate the email addresses by using a semi
colon. Also please be aware that if the file is over 2MB, the email generated will advise
you to log in and download the bill. Otherwise you’ll receive access to the downloadable
copy via email. Once selected, click ‘Submit’ and you’ll
go to the download centre for processing. Chapter 5 – Summary and detailed reporting You can choose between summary and detailed
reporting when using T Analyst. Each section has a list of predefined reports that can
be generated and you can have them adjusted according to your needs. Also, you can create
a report from scratch with defined areas that suit you.
Looking at the summary section we’re now going to take you through a service summary
report. Here you’re able to see the service charges and line rentals for each service.
You can use the links to drill down to see the breakdown of the charges for specific
services. When drilling down to specific charges, the first 1,000 records will be displayed
on any drill down option. If your services surpass this, then you’ll need to do a CSV
export on the data. To customise any of the reports, click the ‘Edit’ option and you
can adjust the fields to any of the options available. In this case we will add the service
number and cost centre to be viewed as part of this report. It’s important to note that
any changes made on the default report and saved won’t generate a new option in the
default list but will replace the existing default report.
T Analyst reporting also provides you with the ability to graph your data. By going into
a report you can select the graph option and it will populate with a predetermined option.
On each of the graphs you also have the ability to drill down further on the items by double
clicking on them. Graphs are exported as JPEG or PNG files. If there are any fields on the
report or graph selection that you would like to change, all you need to do is select the
‘Edit’ button and you can remove fields, add fields and change your graphing solutions
all in the one go. Some of the summary reports that are commonly
used are: – Account billing overview
– Account summary – Call and usage summary
– Service and equipment summary Detailed reports also provide a list of default
reports. Let’s look at an example. The invoice billing details report provides information
on account numbers of the hierarchy, previous balances and breakdown of each of charged
criteria. Like the summary reports you can edit according to your needs. Please remember
that any changes you make to the default report will save as the new default report. You might
also want to look at different options like mark ups and filter selections as mentioned
in the set up section of this demonstration. These can be added to both styles of reports.
Some of the detailed reports that are commonly used are;
– Account billing details – Call and usage itemisation
– Call analysis detail – Invoice billing details
If any of the reports are not what you are looking for, you can start a report from scratch.
Click on ‘Add new report’ and enter a name for this report. For this purpose let’s
call it ‘Destination Summary’ and then we’ll select the groupings we want. An example
of this would be to allocate the account number field, then in the sub group, allocate destination.
This will give us a summary by destination country. We can go further by sorting these
in order of which country had the highest number of calls and we’ll do that descending
so the highest is at the top. Now if you look down you can choose which calculations you
also want. So you can choose one calculation at a time or you can take all options over.
Graph selection can also be allocated here with any of the three options. You also have
the capability of adding a Markup. Once these are selected you can then generate and save
the report so you have it for future reference. With downloading and setting up automatic
generated reporting, it is the same process as mentioned for view and receiving invoices
through T Analyst. To recap on the process: To do this you need to select the ‘Request
report’ button. This brings you to the download centre where you are provided with some options.
For frequency, you have the choice of choosing a one off request or to have a monthly reoccurring
request. If you choose monthly, you have to pick the date after which you want to generate
the report. It’s important that you select a date that’s after when the invoice is
generated, to guarantee you’re getting the report that has the most up to date data,
and not a previous month. You also have two formats in which you can select the report,
either as a PDF or as a CSV. The last option is in relation to the delivery of the invoice.
You’ll need to choose one of these: – to not receive a email confirmation when
this has been generated – to receive an email copy.
– to receive an email copy and send to multiple other users. If you enter more than one person’s
name in the field for the email addresses, separate the email addresses by using a semi
colon. Also please be aware that if the file is over 2MB, the email generated will advise
you to log in and download the bill. Otherwise you’ll receive access to the downloadable
copy via email.

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