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Definitions, Enrollment, and Navigation User Guide.

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Presentation on theme: "Definitions, Enrollment, and Navigation User Guide."— Presentation transcript:

1 Definitions, Enrollment, and Navigation User Guide

2 © 2013 Avaya Inc. All rights reserved. 22 Definitions Customer User Roles  Customer Admin: each Customer has at least one Biller Direct Customer Admin user. This person manages all other Biller Direct users for that Customer and has access to full functionality of Biller Direct screen transactions, including paying invoices, disputing invoices and viewing all Biller Direct activity for that Customer’s account(s). The first user to access the Avaya Biller Direct site for a given Customer becomes a Customer Admin user. Customer Admin users may assign other Customer Admin users, Customer Users, and Customer Viewers to accounts within their Company.

3 © 2013 Avaya Inc. All rights reserved. 33 Customer User Roles  Customer Admin: manages all other Biller Direct users for that Customer and has access to full functionality of Biller Direct screen transactions, including paying invoices, disputing invoices and viewing all Biller Direct activity for that Customer’s account(s). Customer Admin users may restrict Customer Viewers and Customer Users to access specific accounts within their Company’s overall business structure.  Customer Users: have full transaction access to customer screens except for managing other users and accounts for their Company.  Customer Viewer: system access is limited to viewing summary invoices, invoices and payment history and creating disputes only for the specific accounts to which they have been assigned by a Customer. A customer Viewer who makes a payment or prints a remittance document (for an offline payment) becomes a Customer User.

4 © 2013 Avaya Inc. All rights reserved. 44 Enrollment and User Roles  Self enrollment: you must have an account number, invoice number, invoice date and invoice amount (invoice must be dated within the last 30 days).  User role assignment: an enrolled Customer Admin user or an Avaya Superuser within the customer care center may enroll another user with a valid Avaya User ID and Biller Direct account number. User role assignment is part of this transaction. A user may be enrolled in multiple accounts, but may only hold one type of user role at any time. To reach Avaya Customer Care, use the telephone number listed on your printed invoice. You will be asked to provide your account number. Customers may enroll in Biller Direct in one of two ways after obtaining an Avaya Single Sign On (SSO) ID:

5 © 2013 Avaya Inc. All rights reserved. 55 Definitions Accounts, Payers  Account: The unit of accounting that corresponds to the division or bill-paying organization within your Company. There are one or more accounts that may be assigned to a Customer. An account is also known as a Payer because invoices are paid at the Account level. The account number on your invoice is the same as your Biller Direct Account. This account has 9 payer numbers assigned to this customer

6 © 2013 Avaya Inc. All rights reserved. 6 Signup for Avaya Support Account

7 © 2013 Avaya Inc. All rights reserved. 7 User Requests SSO ID/Password Avaya Grants User SSO Request SSO Admin Approves and Provisions User Avaya System Admin Provisions User in BD Application Customer Signon to System Contact the Customer Care Center to create Biller Direct logon

8 © 2013 Avaya Inc. All rights reserved. 88 Once an ID is established, logon to ebilldirect.avaya.com SSO ID SSO Password

9 © 2013 Avaya Inc. All rights reserved. 99 General Navigation If you have more than one account, select the account that you wish to look at. You can always come back to this screen to select another account

10 © 2013 Avaya Inc. All rights reserved. 10 General Navigation Open Statements Open Statements: Displays all open (unpaid) statements for the account selected. Allows for payment of a full statement – regardless of the number of invoices from this screen

11 © 2013 Avaya Inc. All rights reserved. 11 General Navigation Open Statements Select statement(s) to be paid Select payment method or add new bank or credit card Click Continue to confirm payment Any individual statement must be paid in full. To pay a portion of a statement, pay from the Open Bills section

12 © 2013 Avaya Inc. All rights reserved. 12 General Navigation Open Statements Click to open statement as a pdf document

13 © 2013 Avaya Inc. All rights reserved. 13 General Navigation Open Bills Open Bills: Displays all open (unpaid) invoices for the account selected – even those that have not converted to a statement at the time of viewing. May pay single or multiple invoices from this screen.

14 © 2013 Avaya Inc. All rights reserved. 14 General Navigation Open Bills Need to see only specific invoices instead of all invoices? Click on Extend Search Select search criteria and click Find

15 © 2013 Avaya Inc. All rights reserved. 15 General Navigation Open Bills Only invoices and credits that meet the criteria selected will appear

16 © 2013 Avaya Inc. All rights reserved. 16 General Navigation Open Bills Select invoice(s) to be paid Select payment method or add new bank or credit card Click Continue to confirm payment Select any credit(s) to be used

17 © 2013 Avaya Inc. All rights reserved. 17 General Navigation Open Bills Click to open invoice as a pdf document

18 © 2013 Avaya Inc. All rights reserved. 18 General Navigation Open Bills To open more than one invoice as a pdf document, select the invoices. To select all invoices, click on Select all invoices and/or Select all credits If there are more than one page of invoice, repeat for each page

19 © 2013 Avaya Inc. All rights reserved. 19 General Navigation Open Bills Once invoices are selected, click on Download Selected Entries

20 © 2013 Avaya Inc. All rights reserved. 20 General Navigation Open Bills Select type of format to download.

21 © 2013 Avaya Inc. All rights reserved. 21 General Navigation Open Bills If you select more than 200 invoices, a message will come up for you to enter an email address. Because it can take time to download more than 200 invoices, this will allow you to perform other functions while the download is taking place. You will receive an email when the download is ready – or you can select fewer than 200 invoices to download

22 © 2013 Avaya Inc. All rights reserved. 22 General Navigation Open Bills

23 © 2013 Avaya Inc. All rights reserved. 23 General Navigation Open Bills As invoices are selected for payment, the full unpaid open amount will show up in the Payment amount Use scroll bar at bottom of screen to see full information to the far right of the screen

24 © 2013 Avaya Inc. All rights reserved. 24 General Navigation Open Bills – Entering inquiry or dispute Click on note icon under action to create an inquiry or dispute Use scroll bar at bottom of screen to see full information to the far right of the screen

25 © 2013 Avaya Inc. All rights reserved. 25 General Navigation Open Bills – Entering inquiry or dispute First, select the drop down reason that closest matches your inquiry or dispute.

26 © 2013 Avaya Inc. All rights reserved. 26 General Navigation Open Bills – Entering inquiry or dispute Second, enter as much of an explanation as possible in the Comment section to assist us in working on the inquiry. Once you have identified and explained the issue click “Send” to send the inquiry to the Customer Care Center. You will receive a Case ID and should receive a communication back from the Customer Care Center within 15 business days

27 © 2013 Avaya Inc. All rights reserved. 27 General Navigation Paid Bills Paid Bills: Displays all paid invoices for the account selected.

28 © 2013 Avaya Inc. All rights reserved. 28 General Navigation Paid Bills Need to see only specific invoices instead of all invoices? Click on Extend Search Select search criteria and click Find

29 © 2013 Avaya Inc. All rights reserved. 29 General Navigation Paid Bills Only payments and credits applied that meet the criteria selected will appear

30 © 2013 Avaya Inc. All rights reserved. 30 General Navigation Payments Payments: Displays all payments for the account selected.

31 © 2013 Avaya Inc. All rights reserved. 31 General Navigation Payments Default is “in process”, for payments that are currently being processed. Change to “Processed” to see payments made Default is “Last 12 months”. Use drop down to select another range Click on payment amount to view details of payment

32 © 2013 Avaya Inc. All rights reserved. 32 General Navigation Payments Detail of payment selected to view invoice paid and original invoiced amount Click Back to return to prior screen

33 © 2013 Avaya Inc. All rights reserved. 33 General Navigation Display Open Items Display Open Items: Displays all payments and credits on one side of the screen and all Bills on the other side of the screen for quick analysis of what credits and debits are open on an account for the account selected.

34 © 2013 Avaya Inc. All rights reserved. 34 General Navigation Display Open Items Click Detail View to see detailed information on the payments and credits.

35 © 2013 Avaya Inc. All rights reserved. 35 General Navigation Display Open Items The information can now be printed or downloaded as an Excel or CSV document.

36 © 2013 Avaya Inc. All rights reserved. 36 General Navigation Display Open Items Downloaded as an Excel document

37 © 2013 Avaya Inc. All rights reserved. 37 General Navigation Balances and Line Items Balances and Line items: Displays all total debits by month, credits by month, balance by month and a balance brought forward from the prior month.

38 © 2013 Avaya Inc. All rights reserved. 38 General Navigation Balances and Line Items Total debits for the month Drop down selection of Year Total credits for the month Total balance for the month Balance brought forward from prior month plus/minus new credits and debits Month of the Year

39 © 2013 Avaya Inc. All rights reserved. 39 General Navigation Company Admin Company Admin: Displays all users for the account(s) and the role available in Biller Direct. The Customer Admin role is able to see all users, and can edit roles as needed.

40 © 2013 Avaya Inc. All rights reserved. 40 General Navigation Company Admin Click on the edit action button next to the user that you wish to change

41 © 2013 Avaya Inc. All rights reserved. 41 General Navigation Company Admin Select the new role from the drop down selection Admin User viewer Add or remove accounts user can view/manage When finished with changes, select “submit” to save the changes. Select “Back” if no changes made

42 © 2013 Avaya Inc. All rights reserved. 42 General Navigation Dispute Cases Dispute Cases: Displays all disputes logged on the account through Biller Direct. Disputes called into the Customer Care Center will not be listed here, only those disputes logged directly in Biller Direct.

43 © 2013 Avaya Inc. All rights reserved. 43 General Navigation Dispute Cases Select the status to view Open (default) All Select period to view – default is Last 12 Months Click to expand to see invoices disputed

44 © 2013 Avaya Inc. All rights reserved. 44 General Navigation Address Data Address Data: Change mailing address or email address from this screen for the selected account.

45 © 2013 Avaya Inc. All rights reserved. 45 General Navigation Address Data Displays existing mailing address and phone number To change mailing address, click “Edit”

46 © 2013 Avaya Inc. All rights reserved. 46 General Navigation Address Data Make changes as needed Click Save to save the changes or back if no changes made

47 © 2013 Avaya Inc. All rights reserved. 47 General Navigation Bank Data Bank Data: Displays any default Bank account(s) saved to the account to make payments on the account selected.

48 © 2013 Avaya Inc. All rights reserved. 48 General Navigation Bank Data Displays existing bank account information to pay invoices on account Click Edit to add or change bank information

49 © 2013 Avaya Inc. All rights reserved. 49 General Navigation Bank Data Make changes as needed Click Save to save the added or changed bank information

50 © 2013 Avaya Inc. All rights reserved. 50 General Navigation Credit Cards Credit Cards: Displays any default Credit Card account(s) saved to the account to make payments on the account selected.

51 © 2013 Avaya Inc. All rights reserved. 51 General Navigation Credit Cards Displays existing credit card information to pay invoices on account Click Edit to add or change credit card information

52 © 2013 Avaya Inc. All rights reserved. 52 General Navigation Credit Cards Make changes as needed – including setting as default payment type Use dropdown to select type of credit card Click Save to save the added or changed credit card information

53 © 2013 Avaya Inc. All rights reserved. 53 General Navigation Automatic Debit Authorization Automatic Debit Authorization: Displays any default Credit Card account(s) saved to the account to make automatic payments on the account selected.

54 © 2013 Avaya Inc. All rights reserved. 54 General Navigation Automatic Debit Authorization Displays existing automatic payment information to pay invoices on account Click Grant to add or change automatic payment information on the account

55 © 2013 Avaya Inc. All rights reserved. 55 General Navigation Automatic Debit Authorization Make changes as needed to automatically pay invoices Click Save to save the added or changed information

56 © 2013 Avaya Inc. All rights reserved. 56 General Navigation Down Payment Down Payment: Make a payment without an invoice. Do you have funds you need to spend but invoice has not generated yet? Or do you have a project in which a down payment is required to start the project? This is where you can pay that payment without reference to an invoice number.

57 © 2013 Avaya Inc. All rights reserved. 57 General Navigation Down Payment Enter payment amount and payment method for the down payment Click Continue to save the confirm the down payment

58 © 2013 Avaya Inc. All rights reserved. 58 General Navigation Switch Account Switch Account: More than one Payer? You can switch from one account to another quickly and easily from this link.

59 © 2013 Avaya Inc. All rights reserved. 59 General Navigation Switch Account Click hyperlink to change Payer account Payers that have past due amounts will display the past due amount here

60 © 2013 Avaya Inc. All rights reserved. 60 General Navigation FAQ FAQ: Quick answers and help from the FAQ.

61 © 2013 Avaya Inc. All rights reserved. 61 General Navigation FAQ FAQ will open into a new window so you can read the instructions for help needed without logging out of your account.

62 © 2013 Avaya Inc. All rights reserved. 62 General Navigation Log Off Log Off: Log Off Avaya Biller Direct.

63 © 2013 Avaya Inc. All rights reserved. 63


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