TES: Add a new Company with branches for Hosted environment

[Leon van Heerden]

This process will show you how to add a new company, setup the branches and departments and then allocate extensions to the branches.

Requirements:

• You will require the TES AdminSetup login for this process.
• The branches and costing per branch
• The Departments per branch

1. Create a new Company
   
   • Open a TAB in your browser and go to the TES login page.
     
   • Enter the AdminSetup login user and password.
     
   • Click the "Add new Company" link
     
   • Enter the Company name and click Apply.
     
   Please note that the new login and password will be displayed only once here and you need to take this information down or you will not be able to continue.
   You new Company is created and needs to be configured.
   
   
2. Configure the Company information
   
   • Open a new TAB in your browser and go to the TES login page again. (This way you don't have to login and out all the time)
     
   • Use the login and password that was supplied when creating the new Company.
     
   • Click on "User Settings"
     
   • Click on "Company Settings". (Each sections has a heading and an Apply button for that specific section. You need to apply each section separately.)
     
     
     
   • COMPANY SETTINGS (Most stay default)
     
     • Web Host and Web Port are used for the Number identification emails. This will be the Address and port used for someone clicking on the email links they get from TES number Identification and Call classification emails.
       
     • Call Class: You can enable Call Classification for this Company.
       
     • Number ID: Number Identification can be enabled for a company. Please note that this sends a lot of email.
       
     • Number ID Dir: Here you can select to only send Number Identification emails for a specific call direction.
     • Show Group/Acc/Ref: Show or Hide the Call classification fields that can be edited for the Group Account codes.
       
     • Budget?: Enable the Budget facility for this company. This can generate emails when budgets are exceeded. If your environment supports Barring, the system can attempt to bar the extensions and pin codes that exceed their budgets.This needs to be enabled and applied before the Barring section will be available.
       
     • Curr String: This is the Currency Symbol.
       
     • Curr Format: This is Currency Format Settings {Add more detail}
       
     • VAT Factor: The Costing is multiplied by this value for VAT purposes. Set this to 1 if your costing already contains the VAT. Set it to 1.14 for South Africa's 14%
       
     • Start day for Billing: This is the first day for this companies Billing information. This is used to generate the invoicing and also to prevent changes of call data. If extensions are re-allocated, it will not be reallocated prior to this day.
       
     • Add email Subject to the File Name?: If this is enabled, the Subject of emailed reports, will be added to the attached file names.
       
     
     
   • Budget reset Days (Leave out if you don't use this)
     
     • Frequency: How often should the budgets be reset to the default values. Options is Daily, Weekly or Monthly.
       
     • Barring host: If your environment supports Barring you will enter the IP address of the system that handles this company's TES barring interface here.
       
     
     
   • SMTP(Ensure the correct details are filled in or the mail will not work.)
     
     • HOST: This is the SMTP Server for this company.
       
     • PORT: This is the SMTP port for this company (Default is 25)
       
     • USER: If the SMTP server requires Authentication , this is the USERNAME.
       
     • PASSWORD: If the SMTP server requires Authentication, this is the PASSWORD.
       
     • REPLY To ADDRESS: This is the reply to address for all emails sent for this company. This address must be allowed through he SMTP server. Usually a noreply@domain address.
       
     
     
   • Dealer
     
     • Dealer Name:Enter the Dealer that is responsible for this company. This is used on the billing to determine the dealers involved.
       
     • Fixed Line %: The percentage of the Fixed line costs paid out to the Dealer.
       
     • Mobile %: The percentage of the Mobile costs paid out to the Dealer.
       
     • International %: The percentage of the international calls costing paid out to the Dealer.
       
     • Other %: The percentage of the all other types of calls, paid out to the Dealer.
       
     
     
   • Branches
     
     • NAME: The unique name for a branch. You will add one branch at a time.
       
     • MAP ON: This is the call detail value that will be used to map the calls to a UserID. The UserID is the unique value that identifies a specific user on TES. If you select EXTENSION, then every time a new extension number is encountered, a new UserID will be created for that extension. If you select USERNAME, every time a new Username is received, a new UserID is created for that username. Usernames are used when TNG is the source of the data and the calls are using Pin codes.
       
     • TNG HOST, PORT: This is the IP and port of the PC where TNG is running. TES can connect directly to TNG and receive data live from it.
       
     • TCP Buffer size: The amount of records that can be stored from the TNG live interface. Oldest entries are overwritten i more than these amount of entries are read in and not processed fast enough.
       
     • TNG PIPE FILE PATH:This is the location where the TNG Pipe export files will be imported from. This import allows entries that were not imported live, to be imported.
       
     • Dialler host and port: If the environment supports the TES dialer, this is where the IP address and port of the dialer is configured.
       
     • Account: This is the Account number for this Branch. This is used for the export of the billing information.
       
     • Contract; This is the Contract Number for this Branch. This is used for the export of the billing information.
       
     • DEPARTMENT: This is where the list of departments will be displayed. If you are adding a new Branch, you need to save the branch first, before adding new departments.
       To Add new Departments
       
       • Click the plus "+" icon to the right of the Department box, for that branch.
         
       • Enter the Department on the popup
         
       • Click Save
         
       Once departments have been added to one branch, they are available to select on other branches. You can just click in this box next to the branch you want to edit and tick the same departments.
       
     
     
   • Branch Rates
     
     • Per Minute Rates: Local, National and Mobile rates are configured per branch. This value will be divided by 60 to get a per second rate. The actual costs are calculated per second. If you have not entered a rate for one field, it will be displayed in red.
       
     • Local area codes: This is a codes that will be used to compare a number against to determine if the number is local or not. Format: 011,012,018,087112
       
     • Conversion Factor: If you want to convert the rates to a different currency, you can use this Conversion factor to apply a value to the final costs of a call. Format: 1= no change; 1.5 will add 50% to the price; 0.5 will have the price.
       
     • Recosting: if you have made changes to the rates, you can use this Day, Month and Year to set from witch date you want to start recosting calls and then tick the RECOST box. When you then apply these settings that calls from the selected date to today will be changes based on the new rates and Local Area Codes.
       
   • Monthly Rates
     
     • Description: You can enter a description for a monthly item that needs to be added to the billing.
       
     • Day to Insert: This is the day of the month that will be used to insert this record.
       
     • Allocated to: Each UserID allocated to this Company will get one of these entries added as if it was a call record for that UserID.
       
     • Rate Type: USAGE means that based on the usage for this UserID, your value will be added. LINE RENTAL is a static entry that is added for the UserID.
       
     • Service Provider: This is the value that will be displayed as the Service Provider for this entry that is added tot he call data.
       
     • Value: The Value for this call record.
       
     • Date: These dates show when the entries were added, when it will run again and when last it ran.
       
   
   
   
3. Allocate Extensions
   Now you need to go back to your AdminSetup Tab in your browser. If the data for clients are already processing into TES, it will be listed under the "Unallocated Extensions". You will be able to allocate extensions from there. You can also add a Company's range of extensions to pre-allocate the extensions.
   When the extensions are allocated to a company, TES will automatically create a UserID for the extensions.
   
   Pre-Allocating extensions:
   
   • Click "Add new Company/Branch Ranges
     
   • Controller ID: This is the IP address of the PABX where the data is coming from.
     
   • Company: Start typing the Name of the company you want to update. This company must exist already. Once the name appears in the dropdown list, click on the name.
     
   • Branch: once the Company has been selected, the Branches dropdown should populate from the selected Company. Select the branch you want to pre-allocate.
     
   • Range: Enter the first and last extension number. This will create each extension between these 2 entries, including the entered values.
     
   • Apply: Apply to create the extensions. Extensions that already exist, will be ignored.
     
   Unallocated Extensions
   
   • Click on "Unallocated Extensions". This will bring up the screen that shows extensions that have processed into TES, but not been allocated to a company yet.
     
   • Search for Extensions start with: allows you to filter the extensions to only a specific subset. If you anter "1" and search, only extensions starting with a "1" will be shown. If you enter "56", only extensions starting with "56" will be shown.
     
   • Show only unallocated extensions: If this is ticked, only unallocated extensions are shown.
     
   • You can see the Controller ID (IP of the PABX). This will allow you to confirm that the correct PABX is nvolved.
     
   • COMPANY NAME: Start entering the company name you want to allocate to the extension. It is a partial search.
     
   • Branch: The Branch dropdown will populate with the selected Company's branches. Select the branch that you want to allocate the extension too.
     
   • Tick Mark: The Tick mark between Company and Branch, will set the same company and Branch for each of the extensions that is currently displayed on the screen. Take care that you don't apply the settings if you have allocated extensions that you do not want to use.
     
   • DO NOT PROCESS: This tick box will mark the extension and Controller ID as a value that you want to discard. If this combination is received in TES, that call record will be discarded.
     
   • Apply: This will apply any company and Branch settings that have been configured. entries with Blank Companies are ignored.
     
   
   
4. Allocate Pin-codes
   Pin-code calls are kept back until the pin-codes have been added. When you add a pin-code, if can be allocated to an existing UserID of an extension or you can create a new UserID to make have it separate from the extensions. This list will show the company and Controller ID already, since it is build from the call data that was loaded and contains a pin-code.
   
   • Click "Pincodes Maintenance". this will take you to the "Map UserID" screen.
     
   • Map to UserID: Enter an existing UserID that you can find on the Users screen of a company, or enter a value that is unique as a UserID. E.g. MyCompanyPin0001
     
   • Apply: This will add the UserIDs and then start processing the calls into TES for these Pin-Codes.
     
5. Special Numbers
   The Special Prefix Maintenance allows you to add any numbers that are global to the system and allocate a cost to them.
   
   • Click "Special Prefix Maintenance"
     
   • Special Prefix: Enter the number prefix. E.g. 0800 or 0871234
     
   • Destination: Enter the description of the number that will appear on the reports.
     
   • Rate per minute: Enter the rate for 60 seconds. This will be automatically divided by 60 and then used as a per second rate.
     
   • Call Type: Here you can enter the Call type that will be used for reporting purposes. DEFAULT VALUES are: LOCAL, NATIONAL, MOBILE, INTERNATIONAL. But you can use any values you like.
     
   • Delete: if you tick this box, this entry will be deleted when you apply.
     
   • Apply: Add the entered value and remove any entries that are marked as Delete.