View my bill online User guide Versions 1.2
View my bill online With View My Bill Online, you can monitor the conferencing charges to your account anytime from anywhere. It s easier than ever to get the charge details you need. You can also conveniently export, filter and sort your billing data to a spreadsheet for your own analysis. The web interface clearly displays charges from multiple conferencing services, such as audio, video and web conferences, by monthly billing period. You can easily download your current invoice or click to see the next level of charge details. If you are responsible for many accounts, you can view all invoices in your corporate hierarchy to see the breakdown of costs. View My Bill Online allows you to view current and past invoices. With 24x7x365 access to your account you will be able to answer routine billing questions. The easy-to-use navigation allows you to move through multiple levels of transactions and find the details you are looking for quickly and easily. You can also maintain and update your own account information, including the ability to add or update credit card information securely over the Internet using the latest encryption technologies. This guide describes how to use the features in View My Bill Online to: Export data into a csv (Comma Separated Value) file so you can manipulate the data directly in a spreadsheet application like Excel Access historical data including your account balance, payment history, and the last six months of activity Get more detailed reports of all your company s usage. We have taken our most popular reports and loaded the templates into the section Manage your account including activities such as changing your password and updating/adding your credit card information Change your method of payment to credit card in a self-service environment Get conference details easily. See the next level of detail by simply clicking on the blue text within the data table. If you want to see more, click on the blue text again. Then print or export to a spreadsheet application. Getting authorised to use View My Bill Online You can call the help desk or send us an email to get your company set up. If your company already has an account with us, you will need approval from your company s billing administrator to get access. For additional assistance, please call the BT Conferencing Help Desk: UK freefone: 0800 77 88 77 option 2 International direct: +44 20 7298 4055 Email: conferencing.customer.svc@bt.com menu 2
View my bill online toolbar Home: : history: Displays the name and address of where invoices are sent Displays usage that has not yet been invoiced View all invoices and payments towards an account over the last 6 months Includes links to add or modify account numbers (e.g EB XXXXX), download the most recent invoice, look at recent usage that is in the current month, and view payments. : Displays any invoice within the last 6 months Displays recent usage broken-out into product and service types Supports drill down into the product and service usage down to the call level Includes links to export a csv version of the invoice for use in a spreadsheet application Quick search allows user to find a specific conference quickly. View total balance due Download pdf versions of invoices. How do I : Provides instructions on how to use View my bill online Includes step by step instructions for popular uses of the tool. Displays each invoices broken-out into product and service types Supports drill down into the product and service usage down to the call level Includes links to download pdf versions of invoices and links to export a csv version of the invoice for use in a spreadsheet application Quick search to find a specific conference. : Search up to 6 months of usage Search criteria includes popular billing fields such as: user name, date range, product type, passcode, and flex-fields Detail reports show call-level detail as well as connection-level detail Summary reports show usage grouped by products, users, and cost centers : Tips on how to use View my bill online Identifies usage conventions and definitions How to check you have correct browser requirements to use this service. menu can be saved to your desktop or modified using a spreadsheet application such as Excel. 3
How do I resend my password? On the login page, send yourself a reminder by clicking on Forgot My Password, entering your email address, and clicking the Submit button. You will receive an email with your password shortly. menu How do I change my email address? To change your email address, please contact the help desk by calling UK freefone 0800 77 88 77 option 2, International direct: +44 20 7298 4055 or emailing conferencing.customer.svc@bt.com 4
How do I change my password? After you log in, click on Change My Password, which is located on the login or home page. You will then be prompted to enter your old password, your new password, and retype your new password to confirm it. Then click the Submit button. menu How do I change my email address? To change your email address, please contact the help desk by calling UK freefone 0800 77 88 77 option 2, International direct: +44 20 7298 4055 or emailing conferencing.customer.svc@bt.com 5
Payment How do I add or update my credit card? After you log in, click on the credit card link and add your account details. By adding your credit card information, you are authorising BT Conferencing to automatically charge future invoice amounts to your credit card. If your credit card will expire soon or if you need to change credit card accounts, click on the credit card link and update your account details. menu 6
Payment How do I pay my bill? There are four ways to pay your invoice: 1. 2. By direct debit Contact our Credit Management team on 0800 77 88 77 (option 4) to request further details on how to setup a direct debit. By BACS Customers who are paying in sterling can pay via BASC using the information below: BT British Telecommunications plc BT Conference Call Account Number: 81213687 Sort code: 40-02-50 Address: HSBC Bank Plc City of London Corporate Office PO Box 125 8 Canada Squere London E14 5XL United Kingdom 3. 4. By credit card. On the home page, click on Add a Credit Card or Update My Credit Card if you have one on file. By adding your credit card information, you are authorising BT Conferencing to automatically charge future invoice amounts to your credit card. By cheque. Download your most recent invoice. See pages 7 or 8 for instructions on How do I get my most recent invoice Print the first page of your invoice Cut off the remittance slip Mail the slip with your cheque to: BT Conferencing Accounts BT PLC PP M3042 Colindale House The Hyde London NW9 6LB menu 7
How do I get my most recent invoice? If you manage only one account: 1. Right after you log in, click on the Download My Most Recent Invoice link under Your Quick Links. menu 8
How do I get my most recent invoice? If you manage multiple accounts: 1. Click. 2. View All in my corporate hierarchy. menu 3. Click the folder icon of the account number. 4. Click the Invoice Number you wish to view. 9
How do I get a past invoice? If you manage only one account: 1. In the horizontal navigation along the top, click on. 2. If you need to view that invoice, click on the PDF icon next to the Invoice Number. You may look at historical billing data, 6 months before the current month. For any invoices prior to 6 months, please call or email the help desk. 3. Then select the Billing Period you need to view. You will see an Invoice Summary of that billing period. menu 10
How do I get a paper invoice if I pay by credit card? You will not receive a paper invoice if you pay your bill by credit card. However, you will receive an email informing you that your current invoice is available for download. This PDF version of the invoice is the same as our paper invoice. It can be printed or saved to your computer. See pages 7 or 8 for instructions on How do I get my most recent invoice. How do I change my email address? To change your email address, please contact the help desk by calling UK freefone 0800 77 88 77 option 2 International direct: +44 20 7298 4055 or emailing conferencing.customer.svc@bt.com menu 11
How do I view the most recent usage and charges since my last invoice? If you manage only one account: 1. Log in, then click on. You will see charges since your last billing period ended. menu 12
How do I view the most recent usage and charges since my last invoice? If you manage multiple accounts: 1. Click on. 2. View All in my corporate hierarchy. menu 3. Select your EB Account Number. You will then see the recent usage for that account. 13
How do I get a report for my account 1. Click on. 2. Choose the month for your report. 3. Select the report template that addresses your interest. 4. Click Confirm again and your report will be generated in a csv format. If your report contains more than 10,000 rows, your report will be run and then posted to the Generated reports section. Please see page 17 for instructions on how to access generated reports. menu 14
How do I generate a report for specific sub accounts, users, or billing periods? 1. Click on. 2. Click on Advanced Search. Tip: Selecting a folder at the top of a hierarchy tree will automatically include all the sub-accounts attached to that folder. 3. Select the account or folder you wish to include. Tip: Select or a folder icon to show sub-accounts in a folder. 4. Click Next. menu 15
How do I generate a report for specific sub accounts, users, or billing periods? 5. Select the report template that best suits your inquiry. 6. Click Next. 7. 8. 9. Choose either a billing period or a date range. Specify the billing period or the date range. Select the products that should be included in your report. 10. Click Next. menu 16
How do I generate a report for specific sub accounts, users, or billing periods? 11. You have the option to make your report even more specific; use the available fields to search and match additional parameters. Tip: Blank fields are interpreted to mean that all possible data will be included. Also, you can use an asterisk * as a wild card. For example, specifying *Smith as a Chair Name will include all accounts where Smith occurs as the final part of the name (e.g. John Smith, Ann Goldsmith, Lori Jones-Smith). Whereas specifying * Smith will include all accounts where Smith occurs as the final name preceded by a space (e.g. John Smith). 12. Click Confirm. 13. Review the parameters of your report. If you need to make changes, simply select the corresponding Edit link. 14. Click Generate report. 15. If your report contains more than 10,000 rows, your report will be run and then posted to the Generated reports section. Please see page 17 for instructions on how to access generated reports. To proceed, click Confirm and your report will be generated in csv format. menu 17
How do I download a report that I generated? 1. Click on. 2. Click on Generated reports. 3. Click on the report you wish to download. Your report will be delivered in a csv format that can be easily imported to any spreadsheet application. menu 18
How do I see if my payment has been received? After you log in, click on Payment History, which displays your payment history for up to the last 6 months. If your payment has been received, it will appear in the column. Your balance due appears in the last line labelled Balance Due. menu 19
...when using view my bill online Tips on using View my bill online How we define billing periods Tax status Any item with an arrow means there is another level of detail to view Data columns can be sorted in ascending or descending order by clicking on the column header When you export to Excel, you will get a spreadsheet version of what you are viewing If BT Conferencing maintains multiple custom data fields for your company, you will see all of them when you export to Excel. Currently, View my bill online can only display two of your custom data fields on the web pages If you need to cross bill a charge within your organisation, see the Cost Center column for your custom billing codes sums up all payments within a given month. You can view up to the past 6 months of activity, including your account balance and payment history Your session times out after 30 minutes. A billing period begins on the first day of the month and ends on the last day of the month for all calls completed before midnight GMT (Greenwich Mean Time) Payment terms are shown on the sale invoice (front sheet) on your PDF invoice How some data is defined Start time displays in BST (British Summer Time) for the summer months and GMT (Greenwich Mean Time) at all other times of the year Duration is the length of time from the time the first person joins the call until the last person leaves Billable minutes is the sum of all minutes for all participants. For example, if you have 2 participants on a conference for 30 minutes, 1 participant and a chairperson on a conference for 35 minutes and another participant on for 25 minutes, the total billable minutes would be 155. If your organisation is tax-exempt, please call or email us to change your tax status. menu 20
For further information For more information please call BT Conferencing at: 0800 77 88 77 option 2 International direct: +44 20 7298 4055 email conferencing.customer.svc@bt.com or visit: www.conferencing.bt.com Offices worldwide The services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc s respective standard conditions of contract. Nothing in this publication forms and any part of any contract. British Telecommunications plc 2006. Registered office: 81 Newgate Street, London EC1A 7AJ. Registered in England No: 1800000. Designed by BT Conferencing. menu