Sales Education and Performance Consulting Presents Using the Automated Order Workbook July 2005 Automated Order Workbook Course Elements AOW Overview Getting Started General Account Information (GAI) 2 Product & Term Master Agreement Order Type Features Managing Orders for Multiple Locations Billing Options
Voice Services Telemanagement Reports Account Information/Legal Company Name Help/Tips Automated Order Workbook (AOW) Basics Replaces individual service order documents with a single Excel-based workbook for ACC Business service orders Two templates; Data Services (MIS) and Voice Services (Dedicated LD/ADL, Switched LD ) Additional ACC Business service offers will be phased into the applicable AOW template format throughout 2005 Collects core order information on a single template, pre-populating similar information fields within required service order documents Establishes and maintains a synonymous feel and flow for key ACC Business order document packages 3 Downloading the AOW Templates 1. The current AOW templates will be found on the agent extranet at www.accbusinessagent.com 2. Right click on the AOW hot link found on the right side of the extranet homepage 3. Save Target As, and store each template to the location desired within your computer 4. Open the appropriate template and Save As the applicable customer naming convention Refresh your template often, by repeating steps
1 through 3 above. 4 This is important, as it will insure that you always have the latest updated AOW template in use Getting Started Macro Security Configuration When using the AOW template for the first time, perform the following preparatory steps: 1. Open MS Excel on your computer 2. From the Main Menu, select Tools / Macro / Security / Medium, then Click OK 5 Getting Started Excel Configuration Occasionally, MS Excel will automatically open AOW template applications when using the software for another application To ensure that this will not happen, do the following: 1. Click the Start button in the lower left corner of your screen (Windows 98/XP) 2. Select Run 3. Type: excel /s (excel[space]/s) 4. Press OK 5. Restart your computer 6
Basics For Using The AOW Open the applicable template document Select Enable Macros Yellow shaded fields are for Data Entry or DropDown selections White fields are protected fields. No input may be made in these areas of the AOW Always complete the GAI (General Account Information) tab in the workbook first, working sequentially from top to bottom 7 The Automated Order Workbook General Account Information (GAI) Tab Important Workflow Instructions 8 GAI Basics Always begin workbook completion from the General Account Information (GAI) tab. The Automated Order Workbooks have been configured to anticipate documentation and information needs based on selections made in the GAI tab. The GAI tab will generate additional workbook tabs and auto-populate all subsequent similar information fields within those tabs (required order documents) Additional workbook tabs will appear at the bottom of the screen based upon the input selections made as you progress within the GAI tab
Always work sequentially from top to bottom of the GAI tab Click on appropriate SELECT fields, and associated drop-down menus will appear 9 Make the appropriate selection from the options provided Work Sequentially Be sure to work sequentially, completing all required fields in the GAI tab. If any required fields are overlooked, a reminder dialogue box may appear. 10 Section 1 - Product Selection SECTION 1 Product(s) & Term Product(s): Dedicated LD Select the product (service) from the drop-down listing in Section 1 Current options include: MIS option only within the Data Services workbook Dedicated LD, Switched LD, Toll-Free, and ADL Local Overlay options within the Voice Services workbook
11 Section 3 of the Pricing Schedule will be completed based on product selected & the order type selection Forms will be included in the workbook as additional tabs, based on GAI input Section 1 Term & LOA Requirements Select the appropriate term 1, 2, or 3 Years Is a Letter Of Authorization on File? Selecting Yes provides a Pricing Schedule with no LOA included Selecting No provides a Pricing Schedule which will include an LOA 12 Section 2 - Master Agreement SECTION 2 Master Agreement on File? NO Master Agreement Number:
MACSOA Version SELECT (For ACC Business Administrative Use Only) Master Agreement on File? Selecting Yes also requires selection of the MACSOA version on file in the following drop down menu Selecting No automatically generates the MACSOA version 11 tab within the workbook. No version should be selected or MA number entered When on file, you must enter the appropriate Master Agreement Number 13 The MA number entered will auto-populate on every page of the MA/CSOA, Pricing Schedule and ADL Addendum (when applicable) documents Section 3A Dedicated LD Order Type The following Dedicated LD forms (additional workbook tabs) will appear and be pre-populated following completion of Product, Order Type, LOA,
MA, & Multi-location selections: Order Type 14 Forms Included New Dedicated LD Pricing Schedule & Dedicated Specifications Form Change Add Change Form Disconnect Service Add Change Form Disconnect Service Location Add Change Form Renewal Renew set to Yes in sec 3 of Pricing Schedule Add Feature Toll Free Advanced Features Supplemental Form
Add Service Existing Location Pricing Schedule/ Dedicated Specifications Form Add Service Location Pricing Schedule/ Dedicated Specifications Form All with ADL TX as Product ADL Texas Addendum All with ADL Non TX as Product ADL Non Texas Addendum Section 3A Switched LD Order Type The following Switched LD forms (additional workbook tabs) will appear and be pre-populated following completion of Product, Order Type, LOA, MA, & Multi-location selections: Order Type 15 Forms Included New Switched LD Pricing Schedule
Change Disconnect Service Disconnect Service Location Switched Add Change Form Switched Add Change Form Switched Add Change Form Renew Add Feature (Toll Free Adv Features) Switched Pricing Schedule Toll Free Adv Features Supplemental Add Feature (other than Toll Free Adv Features) Switched Add Change Form Add Service Existing Location without Corporate Billing Add Service Existing Location with Corporate Billing Add Service Location without Corporate Billing Add Service Location with Corporate Billing New, Add, Add Service Location (w Corp Billing) orders with more than one location Switched Pricing Schedule Switched Add Change Form Switched Pricing Schedule Switched Add Change Form Multi Location Worksheet Features / Customer Type / Account Number Options
Select Feature DNS selection option for Data (MIS) workbook (Only Option) TF Adv Features selection option for Voice (Dedicated & Switched LD) workbook Will add an agreement addendum tab to the workbook, pre-populated with: Legal Co Name/Service Company Name & address Billing address & contact information if different Contact person fax & email address Account # Signature Block will include legal co name, contact & title Customer Type Select New or Existing New Credit Application included as workbook tab Existing- No Credit Application is added/needed Customer type selection is also copied into the Pricing Schedule
Account Number Entered Account Number is populated into the associated Pricing Schedule 16 Also the ADL addendum and TF Adv Features Supplemental Agreement (Voice workbook) Section 3 Adding Required Document Tabs Additional documents will populate after completion of section 3 of the GAI tab SECTION 1 Product(s) & Term Product(s): Switched LD w/ Toll Free New & Resporg Term: 3 Years Is a Letter of Authorization on File? SECTION 2 Master Agreement Master Agreement on File? NO Master Agreement Number: MACSOA Version 123456 YES SELECT (For ACC Business Administrative Use Only)
SECTION 3A Customer Type: EXISTING Order Type New Account Number 234987 Select Feature SELECT Number of 2 Locations SECTION 3B BILLING Billing Option: Corporate 3 CORPORATE BILLING: $6.50/mo. Administrative Fee plus $3.00/mo. each service location Corporate Billing: Location # of 1 5 Corporate Billing: Is the Service address the Headquarters Location? NO BILLING REPORT OPTIONS (please provide supporting paperwork):
Access-a-Bill $19.95 per month YES A la carte Tele-management Reports? $0.99 per month per report SELECT BILLING CYCLE (Bill Date Preference) EXISTING IMPORTANT: Sequentially complete all applicable fields within Sections 1- 3B of the GAI including the number of locations, (even if only 1 location). Select any Billing Options for Dedicated LD. Then press the enter key ONCE. All of the required forms will then appear as additional tabs at the bottom of the AOW. 17 Managing Orders for Multiple Locations Revised For Dedicated and Switched voice orders, a MultiLocation Worksheet and Location Specification Worksheets will be created if the Number of Locations entered in the GAI is 2 or more Service Company Name, address & local contract information will be populated into the Multi-Location Dedicated Spec form Enter the information in the Multi Location Worksheet for each location Dedicated LD Multi Location Worksheet - Location 1 Section 1 Service Location 1 Details Company Name (Service Company Name) Street Address City State
Zip Code Contact Person Phone Number Contact Fax Number Contact Email Address 18 Calculating Dedicated Voice Multi-Location Charges Enter the Local Access rates for each location in the MultiLocation worksheet Section 3 Local Channel Service Charges Access Type: (Unit) T1.5 OR T3 # of Units (T1s or T3s) 1 1 $400.00 $500.00 $300.00 $375.00 $675.00 $675.00 Number of Units T1s Number of Units T3s Gross Monthly Access Charges (perT1 Unit) Gross Monthly Access Charges (perT3 Unit) Net Monthly Access Charges after Discount (perT1) Net Monthly Access Charges after Discount(perT3) TOTAL Net Monthly Charge for Access (qty Units x Monthly Access Charge/Unit)
$260.00 $75.00 If ISDN/PRI, TOTAL NET monthly charge for D channel(s) Multi Trunk Group Charge (if applicable) After entering local access charges for all locations, click on the Compute Totals button in Section 7 of the Dedicated LD Pricing Schedule SECTION 7A. LOCAL CHANNEL SERVICE CHARGE TOTALS Number of Units T1s Gross Monthly Charge (all units of multilocation account) Net Access Charge (all units of multilocation account) Total Net Monthly Charge for all T1s and T3s ISDN/PRI, TOTAL NET monthly charge for all D channel(s) Multi Trunk Group Charge (if applicable) Total Charges: 19 2 $200.00 $160.00 $560.00 $260.00 $150.00 $970.00 T3s
T3s T3s 2 $600.00 $400.00 Deliver ANI with toll free service (caller ID / ISDN) If yes $0.01 per completed toll free call ($75.00 MRC for quantity of TG's greater than 2 per T1) YES NO Switched Voice Multi-Location Worksheet A Multi-Location worksheet will be generated for Corporate Billed orders with greater than 1 Location If Business Calling Card is selected from the GA, a Business Calling Card section will be included in the multi location WS. Switched LD Multi Location Worksheet - Location 1 1. Enter the location address & contact information in Section 1 Section 1 Service Location 1 Details Company Name (Service Company Name) Street Address City State
Zip Code Contact Person Phone Number Contact Fax Number Contact Email Address 20 * * * Section 2 Long Distance Instate Rates Interlata/Intrastate 2. Enter the instate rates for each location in Section 2 3.Enter the line & Toll Free information for each location in Sections 3 - 5 * Intralata/Local Toll Note apply instate rates for the state listed above in Section 1 SECTION 3. ACC BUSINESS SWITCHED LONG DISTANCE Telephone Number Cust
Select 4 Select Select Select Do you have a PIC freeze on the lines that are the subject of this order? PIC Freeze: Select If Yes, DATE the PIC freeze is removed from all lines: CNT RX Y/N Select Select Select Select S RA OB Section 3B - Billing Options The Billing Options & Cycle selected from the drop down menus will be populated into the Pricing Schedule SECTION 3B BILLING Billing Option: Corporate 1 CORPORATE BILLING: $6.50/mo. Administrative Fee plus $3.00/mo. each service location
Corporate Billing: Location # 1 3 Corporate Billing: Is the Service address the Headquarters Location? NO Access-a-Bill $19.95 per month YES BILLING REPORT OPTIONS (please provide supporting paperwork): A la carte Tele-management Reports? $0.99 per month per report YES Select reports in PS BILLING CYCLE (Bill Date Preference) CYCLE 10 21 Select the Corporate or Multi-Account Billing Option from the drop down. If Change Request is selected (followed by Enter), the Billing Supplemental Service Agreement will be included in the workbook Identify if Access a Bill is needed by selecting Yes or No Select Billing Cycle 1,10,18 or Existing Section 3B Voice Telemanagement Reports?
If Telemanagement reports are required, select Yes followed by Enter. Section 4 of the Pricing Schedule will then include a grid for selection of required reports SECTION 4. BILLING OPTIONS (refer to Billing Options document, found on A.I.M) NO STANDARD BILLING (Single Account Billing) YES CORPORATE BILLING CORPORATE BILLING: $6.50/mo. Administrative Fee plus $3.00/mo. each service location Corporate Billing Option: Corporate Billing: Is the Service address the Headquarters Location? NO Corporate Billing: Location # 1 of 3 NO MULTI-ACCOUNT BILLING (Please provide separate Pricing Schedule for Each Account) NO Multi-Account Service Option: Headquarters Account Name (Company): Charges marked by are not stabilized for the Term, are illustrative to reflect the current Service Guide rates and will vary in accordance with the corresponding charges set forth in the Service Guide. YES Billing Report Options (please Access-a-Bill A la carte Tele-management Reports provide supporting paperwork): $19.95 per month $0.99 per report per month SELECT "YES" FOR OUTBOUND AND INBOUND ITEMS 1 THRU 8 IF DESIRED EXISTING Billing Cycle (Bill Date Preference)
Outbound @ Inbound @ Default Override Report Name $0.99/month/each $0.99/month/eac Criteria Criteria N/A N/A Area Code Summary NO NO N/A N/A International Usage Summary NO NO N/A N/A Time of Day Summary NO NO N/A N/A Day of the Week Summary NO NO Frequent Number Summary Expensive Calls Summary Lengthy Call Summary
Location Summary 22 NO NO NO NO NO NO NO NO Top 10 Numbers >=$5.00 >=30 minutes N/A N/A YES Sections 4 & 5 - Account Information GAI Section 4 ACC Business Representation Agent & Agent Manager Information will be populated into the Pricing Schedule and all additional required documentation GAI Section 5 Account Information
Service Company Name, Contact person, Address, and Contact Information will be populated into the MA/CSOA, Pricing Schedule, and all additional required documentation Contact Person and Title will be populated into the signature block of each required document Legal Company Name will be populated into the MA/CSOA, Pricing Schedule, and all additional required documentation 23 Contact Person and Title can be subsequently changed on the signature page of all forms if/as needed If both the Legal Company Name and Service Company Name are input in the GAI, the Legal Company Name will be copied into the signature block of each form. The Company Name can than be edited on the signature page of all forms except the MA/CSOA Workbook Help Use the Help button on the General Account Information Tab for user documentation assistance
24 Completing the GAI Tab When all required information has been entered into the GAI tab, click on the Set Unselected Options to No button at the bottom of the page to finalize the order template This will fill all unnecessary fields with NO to complete the GAI order template Once all data is entered in all forms (tabs), click on the Save button at the top of the GAI to remove the shading from all fields 25 5-Steps To A Complete Order Workbook 1. Open the AOW Workbook Template from the extranet website 2. Enable Macros 3. Save As to your computer, in the desired customer naming convention 4. Complete the order workbook using customer opportunity specific information Always complete the GAI tab of the workbook working sequentially from top to bottom, before moving to specific order document tabs 5. Once complete, Save the workbook and Print each document tab
26 Useful Tips for AOW Success SECTION 1 Product(s) & Term Product(s): Dedicated LD w/ Toll Free New Is a Letter of Authorization on File? Term: 1 Year MACSOA Version SECTION 2 Master Agreement on File? NO Master Agreement Number: 1234 SECTION 3A Order Type New Account Customer Type: NEW 1234 Number NO SELECT (For ACC Business Administrative Use Only) Select Feature TF ADV FEATURE Number of 2 Locations Review all fields in sections 1-3 of the GAI tab
Leave any non-relevant fields unselected Include the number of locations even if only 1 location Hit the enter key ONCE after entering the number of locations Click on the Set unselected options to No button at the bottom of the GAI to set unselected options to No All the required forms will appear as tabs at the bottom of the WB Once all data is entered in all forms (tabs), click on the Save button at the top of the GAI to remove the shading from all fields 27 Enables maximum clarity for faxing and distribution Q&A Time The AOW is built using an MS Excelbased workbook template. Practice will result in ease of use and success. Thanks for your participation in todays training!!! 28
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