How to setup and use the Budget Facility in Topaz

[Belinda Frick]

Overview:

This facility is used to limit the amount of money that is spend on phone calls.
A budget is setup for an individual.
This user can have multiple extensions, but will still have one budget.

Required:

Firstly Topaz version 1.5.0.4 or newer is required for this to work.

Secondly a Tapi interface is required to bar and unbar the extension.(Panasonic specific)

Steps to follow to setup the Budget facillity in TOPAZ:


Enable Budget in TOPAZ:

Now Login with Admin.
[SETUP -> PROPERTIES -> FILTERS & DEFAULTS]
On this tab you will see that there is a "Enable Budget" Tickbox.
Mark this box and budgeting will now be enabled.

The default values on the Setup Screen are:
The first three values are added to any new user that is added to Topaz.

BAR COS = 8
This is the PABX Class of service level that is used to bar a user.
(Each User has it's own Bar Level as well)

UNBAR COS = 1
This is the PABX Class of Service to un-bar a user.
(Each User has it's own un-bar level as well)

Default Budget = 0
This is the default budget that a User is set to.
If the default Budget for a person is 0, Topaz assumes that
the user is not using the budget feature. That user will not have
it's barring level changed. The default budget will only set the
budget amount on new users that get created.

Type of Budget = ALL/BUS/PRIV
This value determines if all costs, just private or just business should be
applied to the budget.

Enable Carry-over
This only affects the Reset All button. When this option is Enabled
and the reset is done, Topaz will take the current budget available and just add
the new budget to that value. (If the current available is below 0 then the
available is set to 0).
If this open is Disabled and a reset is done, Topaz will just replace
the available amount with the default budget amount on the users screen.

Reset All
This button will check all the users. If the user had a Budget, it will adjust it
to the correct value and it will also un-bar all the extensions that have a budget.
In Topaz version 1.6.0.1 or newer:
"Reset All" now looks at the CG Budget Type to decide what to reset.
(Accounts or Extensions)

***
Select CG Budget Type:

In [TOPAZ > Setup > Filters and Defaults > CG Budget Type:
Select budget for account or extension.

If account codes are used instead of extensions,
you need Topaz version 1.7.0.7 or newer:
The extension details must be blank(only extension must have a value).
Make sure that the USER and ACCOUNT is linked, under [DATA -> ACCOUNT]
In [TOPAZ > Setup > Filters and Defaults > CG Budget Type:
Make sure Account is ticked.

Setup a budget for the User:

Now you need to click on the DATA Button on the left of the screen and
click on the "Users" tab at the top of the screen.

The Budget box is only available to the Admin user and only if the Budget is
enabled in the Setup. The maintenance user will only be able to view the
settings and totals in these boxes.

The default bar and unbar levels are added from the Setup Screen,
but can be modified per user.

Default values on the User Screen are:

Bar Level = 8
This value is the PABX Class of service level and will bar a user. A custom
level can be used that is available on the PABX.

Unbar Level = 1
This value is the PABX Class of service level and will un-bar a user. A custom
level can be used that is available on the PABX.

Budget amount = 0
Each User can have their own Budget amount. [DATA => USERS => BUDGET section]
The user's budget will be disabled if the budget amount is set to "0"


Budget Available = 0
This value will update everytime a call is made that carries a cost. Every time
a call is made the cost will be subtracted from the available budget amount until
0 or less is left. The value can also be edited to set the amount available.
If the User has been barred because they have 0 or less available in their budget,
setting available to a positive value and clicking on the "Reset Bar Level"
will unbar them.
NOTE: You must enter a budget amount AND a budget available.

Budget Used
This value will keep accumulating until a "Reset All" is done from the
Setup Screen. This value will show how much the user has actually spent on
phone calls. It will not be reset when you reset the bar level on the user screen.

Reset Bar Level
This button will unbar the user if the available is greater then "0" or
bar the user if the available is 0 or less. This can be used to bar and
unbar an extension immediately.

Please note:

Budget setup for users:
If the users were already added before the
budget was enabled then you have to go to [DATA -> USERS]
to add budget for each user already on the system.
If the user was added after the budget was enabled then
it will be set to the default.
If the user has a different budget to the default,
then change it [DATA -> USERS].
To notify the user/supervisor when the budget is full, go to
[DATA -> USERS] and enter the email address to sent the message to.
How to setup the MAIL SERVER .