1.  Introduction

 

The purpose of this guide is to give you an overview of DataTill’s new and improved VoIP system.  Please note that this system should be seen as a VoIP billing system and instead of a VoIP management system. 

 

At present, we have two different trunks integrated with DataTill.  The two trunks integrated is the Vodacom VoIP trunk and the Generic VoIP trunk.  Although there are slight differences found in the system regarding these two trunks, most of the functionality is exactly is the same. 

 

Before starting with your VoIP setup, you will need to ensure that you have successfully set up all your VoIP products i.e. line rentals.  There after you can start with your VoIP Billing Engine, you will first need to complete the set up in the following order:

  • VoIP Setup Settings
  • Trunks
  • Destinations
  • Phone lines
  • Rate Cards

 

After the set up for these items have been completed, you will now be able to start importing you’re your CDR files. 

 

2.  Permissions:

 

There are two new permissions that will need to be enabled on the admin user’s profile to be able to work with the VoIP billing engine in DataTill.  These permissions are named VOIP and VoIP Manager. 

 

 

 

 

 

 

 

The VOIP permission will allow you to do all the needed processing that is needed whereas the VoIP Manager permission will be needed to set up your VoIP module within DataTill.  When enabling either one of these permissions, you will need to ensure that you enable both the view and modify sliders. 

 

3.  VoIP Setup

 

On the following few pages we are going to look at how to set up your VoIP billing engine.  Before starting with your set up, you will need to ensure that you have set up all your VoIP products i.e. line rentals.  To this, you will need to create non-data products.  For more information on how to create non-data products, please refer to section 3.2. of our Billing Guide.

 

            3.1.  VoIP Settings

 

To start with your VoIP setup, you will need to navigate to “VoIP” – “VoIP Setup” and then click on the “VoIP Settings” option. 

 

 

 

 

 

 

First, find the “VoIP Settings” section and then enable the “VoIP Enabled” toggle button. 

 

 

Once you have enabled the “VoIP Enabled” setting, you will see additional settings pop-up under the “FTP Import Settings” section.

 

 

Pink: In this section, you can determine whether you would like to make use of the auto import function or not. 
Purple: As auto import make use of sequential numbers, this function will allow the system to inform one of its admin users if a specific file has been skipped during the import.  You will only be able to choose an admin user that has the VoIP Manager permission enabled.
Light Blue: In this section, you will be able to view the FTP server file location.  This is where the import files will be dumped or stored for importing purposes.  You can click on the white block on the right-hand side to verify if the FTP import file location is valid or not.
Dark Blue: Here, you will be able to determine how long the file should try to import before timing out.  Please note that this is the amount of time in minutes.  Once the time has passed, the file will reset and attempt to reimport the file again.  

After making changes to the settings, remember to click on the “Update” button to save your changes.

 

            3.2.  Trunks

 

Next, we are going to look at the different trunks.  A trunk is a carrier used to make the call.  The trunks are set up to use the true cost calculation method.  This means the cost price from the CDR import file is used.  At present, there are only two available trunks in the system. This is the Vodacom and the Generic trunk. 

 

To find your trunks, you will need to navigate to “VoIP” – “VoIP Setup” and then click on the “Trunk” option. 

 

 

 

 

 

 

On the following page, you will be able to view the available trunks in the system.  It is important to note that you will not be able to add additional trunks.  You will also not be able to change the current trunk titles or the CDR import type. 

 

 

                        3.2.1.  Determining True Cost Discount

 

You will, however, be able to determine the True Cost Discount Percentage for each trunk.  To do this, you will need to click on the “Edit” button. 

 

You will now see the following screen:

 

 

 

 

 

 

 

 

 

 

 

 

 

On the “Trunk Details” tab, you will be able to see the “Trunk Title”, the “CDR Import Type” as well as determine whether you would like to make use of the “True Cost Discount” option.  If you enable the “True Cost Discount”, you will be able to determine what the “True Cost Discount % is.  This true cost will then be globally added to all customers making use of the specific trunk.

 

After making any changes, please remember to click on the “Update” button to save your changes.

            3.3.  Destinations 

 

Destinations refer to the termination points of VoIP calls.  All Vodacom VoIP destinations are preset into the system.  As the Vodacom VoIP destinations are hard coded into the system, you will not be able to delete them.  You will, however, be able to add additional destinations for both trunks as well as be able to delete generic VoIP trunk destinations. 

 

To view or add destinations, you will need to navigate to “VoIP” – “VoIP Setup” and then click on the “Destinations” option. 

 

 

 

 

 

 

 

 

On the following screen, you will be able to view the following information:

 

 

 

Gold: Here, you can see the destination name.
Orange: In this section, you can view to which trunk this destination is linked.
Red: In the red section, you will be able to view the destination network codes.  These are used to identify the call record to a specific destination. 
Pink: Here, you will be able to view the destination network prefixes.  In addition to the Destination Network Codes, these codes also assist with the ability to identify the call record to a specific destination. 

                        3.3.1.  Adding Destinations

 

To add a destination, click on the “Add Destination” button. 

 

 

On the following screen, you will need to add the “Destination Name” and then choose the “Trunk”.  The trunks that you can choose from is either Vodacom VoIP or Generic VoIP.

 

 

 

 

 

 

 

 

Adding a Generic Trunk:

To add a Generic VoIP trunk, choose the “Generic VoIP” option in the trunk section.  When adding Generic Trunk Destinations, you will need to add the relevant “Network Prefixes”.  Users will not be able to add the network codes as they usually make use of the network prefixes such as Vodacom or MTN when using generic trunks.

 

 

 

 

 

 

 

 

 

 

 

Adding a Vodacom Trunk:

To add a Generic VoIP trunk, choose the “Vodacom VoIP” option in the trunk section.  When adding Vodacom Trunk Destinations, you will need to add the relevant “Destinations Network Code(s)”.  Users will not be able to add the Network Prefixes as Vodacom populate the network codes on the actual import file.  

 

 

 

 

 

 

 

 

Lastly, you will be able to set the destination to include a destination discount percentage.  To “Include a Per Destination Discount”, switch the slide to yes and then add the “Discount %”. 

  

 

 

 

 

 

 

 

After you have made all your changes, remember to click on the “Add Destination” button. 

 

            3.4.  Phone lines

 

The next step in the setup process is to set up your phone lines.  You will need to set up your phone lines per customer before you are able to set up your RateCards.  Phone lines are the actual phone number as listed on the CDR import files.  This refers both to the dialled from number as well as the dialled to number. 

 

To find your phone lines, you will need to navigate to “VoIP” and then click on the “Phone Lines” option.

 

 

 

 

 

 

 

You will now see the following screen:

 

 

When adding phone line, it is important to note that there are 5 different ways in which this can be done.  These ways include:

  • Manually adding phone lines
  • Importing phone lines using manual imports
  • Importing phone lines using CSV imports
  • Adding phone lines on the customer profile.

3.4.1.  Manually adding Phone lines: 

 

To manually add a phone line, click on the “Add Phone Line” button.

 

 

 

 

You will now see the following screen:  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Gold: In this section, you can add the number.  Numbers can be purely numerical or alpha-numerical.  The reason for the system allows alpha-numerical numbers is because we have found that in some cases there are line extensions that make of letters as well as numbers.
Orange: Here, you will be able to add a short description regarding the phone line. 
Red: This will allow you to link the phone line to a specific customer profile.  You will need to type the first few letters of the customer’s name or accounting code for the list to load. 
Pink: In this section, you will need to link the specific product to the phone line.  These products can be set up by navigating to Billing > Products > Non-Data Products.
Light Blue: Here, you can determine whether this number is the primary number or not.  When the primary option is enabled, this phone number will be billed for all the phone calls on all of the VoIP lines for this customer.
Dark Blue: This button will allow you to determine whether you want to bill for this specific phone line or not.  When enabled, the phone line product will be billed.  This will be billed in addition to the phone calls and does not affect the billing related to the actual phone calls.
Brown: If you would like to make use of default product pricing, you can leave the slides on yes.  If the customer will be making use of custom pricing, you can switch this button to no.  Once you switch the toggle button to no, then you will be able to add the custom pricing. 
Black: Here, you can determine whether the phone calls from this phone number should be billed or not.  By default, all phone calls from this phone number will be billed.
Gray: In this section, you can determine which RateCard should be used.  If yes is selected, the ratecard matched against a destination will be used.  You will then also have the choice to override the RateCard price.  If no is selected, the default fallback RateCard will be used.

 

After determining all the different settings for your phone line, remember to click on the “Add Phone Line” button. 

 

3.4.2.  Importing Phone Lines Manually:

 

If you need to manually add multiple phone lines manually, you can do this by clicking on the “Import Phone Lines” button. 

 

 

 

 

On the following screen, click on the “Manual Import” option. 

 

 

 

 

 

 

After clicking on the “Manual Import” button, you will be able to quickly add the phone lines on the following screen:

 

 

 

 

 

 

 

Once you have added the phone line, you can click on the “Add Phone Line Entry” button to add another phone line entry.  For more information on what the different toggle switches mean, please refer to Manually Importing Phone Lines under section 3.4.1.

 

 

 

 

 

 

 

 

 

 

 

After you have added all phone lines that you wish to import, click on the “Add Phone Lines” button to import these line items.

 

3.4.3.  CSV Import: 

 

If you need to make use of the CSV import tool for your phone lines, then you can do this by clicking on the “Import Phone Lines” button. 

 

 

 

 

On the following screen, click on the “CSV Import” option. 

 

 

 

 

 

 

This button will redirect you to a screen where you will be able to see the information that will need to build your import sheet as well as a download sample file.

 

 

 

 

 

 

 

 

 

Once you have created your CSV import sheet, you will need to click on the “Next” button in the top right hand corner to continue to the next step.  Step 2 will require you to upload the CSV File and then click on the “Verify Phone Line File”.

 

 

 

 

 

 

 

 

 

After clicking on the “Verify Phone Line File” option, an additional button will appear.  The button will allow you to “Verify Phone Line Contents”. 

 

 

If there are any errors in your file, then these will be highlighted in red.  Once you have fixed the errors, then you will need to re-upload your file.  Once your file is verified and without any errors, then you will be able to continue to step 3 to import your file.

 

3.4.4.  Adding phone lines on the customer profile:

 

To add a phone line on a customer’s profile, you will need to navigate to the customer edit screen.  Once you are on the customer edit screen, scroll down until you see the “VoIP Phone Lines” section.  In this widget, you will be able to see different phone lines linked to the specific customer’s profile as well as edit and delete them if needed.  To add a phone line, click on the “Add” button.

 

 

 

 

 

 

 

 

 

 

Add and determine all the settings for this specific phone line and then click on the “Add” button.  For more information on what each field means, please refer to Manually Adding Phone Lines under section 3.4.1.

 

 

 

 

 

 

 

 

 

 

 

3.5.  RateCards

 

After you have added your phone lines, you will now need to set up your ratecards.  RateCards is refered to the setup that will calculate sales prices for calls according to the specific destinations and trunks.  When creating a ratecard, you will be able to link multiple customers to your ratecards.

 

To create a ratecard, you will need to navigate to “VoIP” – “VoIP Setup” and then click on the “RateCards” option. 

 

 

 

 

 

 

 

 

You will now see the following screen:

 

 

                                    3.5.1.  Adding default ratecards:

 

When phone calls cannot be linked to ratecards when imported, it will automatically be linked to the default ratecard.  Please note that you can only have one DEFAULT ratecard per trunk.  To add a default ratecard, click on the “Add RateCard” button. 

 

 

 

 

 

 

 

You will now need to complete the following:

  • Give your RateCard a name
  • Select your trunk
  • Switch the slider next to “Set as Default Fallback RateCard” to yes
  • Determine the Markup %

 

 

 

 

 

 

 

 

 

 

 

Once you have completed all the fields, click on the “Add RateCard” button.

 

Future Rate Change:

Once you have added the RateCard, you can edit it to determine the future rate change.  To add a future range change, you will need to do the following:

  • Switch the “Future Rate Change” slider to yes.
  • Choose the date from the Calendar
  • Add the new Markup %

 

 

 

 

 

 

 

 

 

 

 

 

 

Once you have completed these steps, click on the “Update” button.

 

                                    3.5.2.  Adding normal ratecards:

 

To add your normal ratecards, click on the “Add RateCard” button. 

 

 

 

 

 

 

You will now see the following screen:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Brown: Give your ratecard a name.
Gold: Leave the slides on no as we are not adding a default ratecard.
Orange: Select the relevant trunk in this section.
Red: Here, you will have the option to link customers to the RateCard making use either of customer Accounting codes or customer categories.
Pink: In this section, you will need to select the relevant destination linked to the trunk.
Purple: If the slider is set to no, then you will make use of the selling price per minute option.  If the slider is set to yes, then you will be making use of the markup % option.
Light Blue: This section will change depending on your decision in the purple section.  If the slider was set to no, then you will need to add the selling price per minute in this section.  If the slider was set to yes, then you will need to add the markup %.
Dark Blue: This option will allow you to enable or disable a specific ratecard.

 

After completing all the fields, click on the “Add RateCard” button.

 

Future Rate Change:

Once you have added the RateCard, you can edit it to determine the future rate change.  To add a future range change, you will need to do the following:

  • Switch the “Future Rate Change” slider to yes.
  • Choose the date from the Calendar
  • Choose whether you would like to make use of a per minute selling price or markup %.
  • Add the new per minute selling price or markup %.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Once you have completed these steps, click on the “Update” button.

 

4.  Importing CDR Files:

 

Now that the VoIP Billing Engine setup has been completed, we can now start importing our CDR files.  To do this, you will need to navigate to “VoIP” – “Import VoIP Usage” and then click on the “Auto Import VoIP Usage – Status” option. 

 

 

 

 

 

 

 

You will now see the following screen:

 

 

 

 

 

 

            4.1.  Auto Imports

 

You will be able to see all files that are queued for importing on the left-hand side under “Unprocessed Files”.  To view the specific file information, you can click on the specific trunk name to expand. 

 

 

 

 

 

 

 

Once your information has been imported, you will be able to view all the line items on the right-hand side of the screen under “Processed Files”.

 

 

 

 

 

 

            4.2.  Manual Imports

 

To manually import a file, click on the “Manual Import” button.

 

 

 

 

On the pop-up screen, you will need to choose whether you want to upload a Vodacom CDR File or a Generic CDR file.

 

 

 

 

 

 

 

 

4.2.1.  Vodacom CDR

 

If you click on the Vodacom CDR option, then you will see the following screen:

 

 

Click on the “Download Sample File” to start building your import sheet according to the correct format.  Once you have built your import sheet, upload your file in the purple section.  Your file will now be imported, and you will be able to view the specific line items by expanding the relevant trunk under the “Processed Files” section.

 

 

4.2.2.  Generic CDR

If you click on the Generic CDR option, then you will see the following screen:

 

 

Click on the “Download Sample File” to start building your import sheet according to the correct format.  Once you have built your import sheet, upload your file in the purple section.  Your file will now be imported, and you will be able to view the specific line items by expanding the relevant trunk under the “Processed Files” section.

 

 

5.  VoIP Call Logs

 

The VoIP Call logs will allow you to view or report the imported VoIP logs and calculations.  To find the VoIP Call Logs, you will need to navigate to “VoIP” and then click on the “VoIP Call Logs” option. 

 

 

 

 

 

 

 

 

You will now see the following screen:

 

 

Orange: Here, you will be able to switch between monthly or yearly views.
Red: In this section, you will be able to view previous months or years.
Pink: In the pink block, you will be able to view the daily or monthly usage.
Blue: Here, you will be able to view who your top VoIP customers are.
Purple: Purple refers to the markup amount.
Green: Green refers to the call cost amount.

 

If you scroll down, you will see a small widget right beneath the call graph.  This widget will show you the following, either monthly or yearly, information:

  • Total number of calls
  • Total call duration
  • Total Cost
  • Total Sell

 

 

 

 

 

 

 

 

The last section on this screen, will give you more information regarding the calls that have been made.  This section can be found at the bottom of the screen.  Here, you will see the following information:

 

 

Orange: These filters will help you filter your list according to specific items that you want to view.  The filters include:

·       Phone lines

·       Customers

·       Different states (Answered, No Answer, Busy, Cancel, Failed)

·       Directions (Incoming or outgoing)

·       Date filter.

 

Blue: In this section, you will be able to view information relating to the calls date, destinations, CDR & billing price, the duration, the trunk and the ratecard,