Customer Field Definitions

The Customer Information Screen provides an overview of the Billing Location (BillTo)information, Agent information and additional terms and customer grouping data. This BillTo location as well as additional locations can also be viewed from the Locations tab.

Field Name	Description	Notes
General - Location & Contact Information
Status	Status of the account which appears as a result of the Action chosen from the Action drop-down list
Name	Customer’s name or company name
Address	First line of customer’s address
Address Line 2	Second line of customer’s address
Attention	Person to whom postal mail will be directed. Shows as the 4th line of the mailing address.
City	Populated based on the Zip Code. City in which customer’s address is located.	To auto-fill the City and State/Province, enter the customer’s zip code and click Select to choose a city from the list that appears in the pop-up window
State/Province	Populated based on the Zip Code. State or province in which the customer’s address is located.	To auto-fill the City and State/Province, enter the customer’s zip code and click Select to choose a city from the list that appears in the pop-up window May impact taxing . Determines jurisdiction for applying taxes.
Zip	Zip code in which customer’s address is located To auto-fill the City and State/Province, enter the customer’s zip code and click Select to choose a city from the list that appears in the pop-up window	May impact taxing . Determines jurisdiction for applying taxes and used in the Product Fall back method. See Taxing in TBS.
In City	Populated based on the Zip Code. This will be automatically checked or unchecked depending on which city is selected from the zip code look up.	May impact taxing . Determines jurisdiction for applying taxes. See Taxing in TBS.
County	Populated based on the Zip Code. County in which customer’s address is located.	May impact taxing . Determines jurisdiction for applying taxes.
Country	Populated based on the Zip Code. Country in which customer’s address is located
Contact	If the account is a business, the contact is the point of contact for the business. If the account is not a business, the Name and Contact will be the same.
Contact Email	Email address(es) at which the customer may be contacted. Multiple addresses can be entered by separating them using a semicolon or a comma. "," or ";".	Informational only. Billing Email on the Invoicing tab is used for ebill messages.
Contact Phone	Phone number at which the customer may be contacted
Master ID	Master Sales ID of the Agent who handles the account This will be automatically fill when the Agent ID is selected from the drop-down list	Impacts Commissions
Agent ID	TBS supports three levels of Agents: Master ID , Sales ID, Sub ID Select an Agent ID from the drop-down list - If the Group is set on the Agent ID record, the Group will be automatically populated on the screen	Impacts Commissions
Phone	Customer’s main phone number
Fax	Customer’s fax number
Cell Phone	Customer’s cell phone number





General - Account Information
Acct #	Customer’s account number	Auto generated based on the customer's Group selection. Please see Account Number Schemes. Can be overridden if Admin rights to Customers exist.
Billing Type	There are three different Billing Types: 1) Standard – the typical stand-alone account. Uses the standard Customer Portal. 2) Corporate – all accounts that are in a corporate (parent)–sub (child) account relationship. The corporate (parent) account has one or more sub (child) accounts tied to it. A sub (child) account is tied to a corporate (parent) account. If this option is chosen, the screen will refresh and the Corp Acct # field will appear to the right of the Acct #. The corporate (parent) account number should be entered into the Corp Acct # field. 3) Wholesale – has access to the Wholesale Portal
Company
Group	A method of “grouping” a set of accounts together for billing purposes. This Group can impact Commissions as well as points to a Client Base record that determines critical items such as: Invoice / TBS Portal Logos Customer Service Contact Information Payment/Remittance Information External Printer file placement	Group filters are used extensively throughout all Accounting reporting and flex reporting in order to view data by Group. May impact Commissions depending upon the client business rules.
Base
Business Account	Yes for Business, No for Residential.	This will affect taxing. Please see Taxing in TBS for more information.
SSN	SSN for the Contact on this account SSN Link - This link is only visible if the user has Update rights on the Customers module.
General - Important Dates
Contract Date	Date that the customer signed the contract To obtain information regarding the date format required and shortcut keys hover over the Contract Date field
Terms	Length of the contract that the customer signed. Based on the contract Date entered and the Term selected, the Term End date will populate automatically.	MTM = Month to Month Can be maintained using the Terms Admin tool.
Term End Date	Date the contract expires The Term End Date will automatically populate when the Contract Date and the Terms are entered / selected, unless the Terms are MTM – Month to Month. The Term End Date may also be entered manually. This will override any previous automatic population. To obtain information regarding the date format required and shortcut keys hover over the Term End Date field	May impact Commissions depending upon the client business rules.
General - Agents
Agent ID Link	This option allows the client to maintain Agent ID details using the Agents Admin Tool. If no Agent ID is selected for an existing account, clicking on this link navigates the user to the Agent List tab on which an Agent ID can be chosen to manage If an Agent ID is selected for an existing account, clicking on this link navigates the user to the Agent Details tab for the Agent ID
General - Security Information
Security Code	Primary method for Customer Service to verify the identity of a customer over the phone The optional Custom Fields tab contains additional security questions which may also be used to identify the customer
Password Question 1	One of two password questions / answers that is used by the TBS Login Page "Forgot Password" and "New User" processes to ensure the identity of the user trying to change a password.	The options can be maintained by choosing Drop Down Menus from System Administration. List Name -PasswordQuestion
Password Question 2	One of two password questions / answers that is used by the TBS Login Page "Forgot Password" and "New User" processes to ensure the identity of the user trying to change a password.	The options can be maintained by choosing Drop Down Menus from System Administration. List Name -PasswordQuestion
Password Answer 1	Corresponding answer to Password Question 1
Password Answer 2	Corresponding answer to Password Question 1
Invoicing & Notifications - Paper & Electronic Notifications
Send Paper Bill	Paper Bill Options for generating a paper bill file to be sent to the printer. Options include: (0) Never (1) Yes, If Over Minimum (2) Always	Note: Minimum Billing amounts are set at the Client level and apply to all clients. Please check with your account manager for settings
Send Email Bill	Email billing options for emailing billing notices. Options include: (0) No Email (1) Email If Over Minimum (2) Email Always	Notes: 1 - Minimum Billing amounts are set at the Client level and apply to all clients. Please check with your account manager for settings 2 - Emails include a direct download link to a PDF version of the Invoice. PDFs cannot be attached.
Attach Invoice to Email Bill	Custom application setting that, if turned on, will also physically attach a PDF version of the invoice to the email.	This is not a standard feature. Please work with your account manager for settings and more details on this feature.
Billing Email	Email address used for sending ebill notifications. Multiple addresses can be supported by using a comma or semi-colon.
Payment Confirmation Email	Email address used for sending payment confirmation notifications. Multiple addresses can be supported by using a comma or semi-colon. Payment Confirmations are sent AFTER the payment is posted to the account.	Note: Payment confirmations are typically ONLY sent for non-recurring credit card/ach or manual check payments. Notifications are not sent for customers setup for recurring.
Email Template	The Email Template drop down allows a user to optionally override the default Email Billing Template (determined by Customer Group/Base) to be used for the account. If not filled, the system falls back to using the template defined on the Base record.
Receive Emails of New Services and Promotions	Can be used in reporting and any in house email marketing methods	Informational Only
Receive Emails from Partner Promotions	Can be used in reporting and any in house email marketing methods	Informational Only
Emails to be sent in Plain text or HTML Format	Can be used in reporting and any in house email marketing methods	Informational Only
Arc Opt Out	Can be used in reporting and to track any accounts who have opted out of the accounts-receivable check conversion.	Informational Only
Email Opt Out	Can be used in reporting and to track if accounts want to opt out of email communication. If clients has the application setting ShowGeneralOptOut set, then this field is will trigger an Alert message on the Customer screen when the account is first accessed.
Invoicing & Notifications - Invoice Reports & Settings
Invoice Report Option
Invoice Message Group	This is the Invoice Message group that will appear on the Invoice. Invoices messages cane be setup / maintained using the Invoice Messages admin tool.
Page Break Between Reports	On the Invoice, after page 2, each report will be separated by a page break.
Exempt from Late Notices	If checked, this will IGNORE days late calculations on the invoice and not generate any late notices. If not checked, Late Messages will automatically be printed on the invoice according to days late. Late notices can be setup using the Invoice Messages admin tool.
View Custom Messages	Customers can have a custom invoice message printed on their invoice only.
Location	Please See Invoice Reports
Location By Product
Location Short
Frequently Called Number
Frequently Called City
Product Summary
Area Summary
Time of Day
Long Duration
Account Code Summary
Individual Top Level
Usage Summary
Service Category Summary
Service Category Detail
Parent Product ID
Parent Product ID Detail
Sub Account Detail
Call Detail
Call Detail Seconds
Corporate Summary
Billing & Payments - Billing
Cycle	Billing cycle designation. Cycles are assigned certain days of the month that they bill - therefore this determines when the customer will invoice during the month. Typical bill cycles are alpha numeric - Example: PTT01 would be a cycle set for the 1st of the month. PTT15 would be a bill cycle set for the 15th of the month. Customers should NOT change billing cycles once the first invoice has generated as these also drive invoice dates and charge dates for the month. Multiple cycles can bill on the same day of the month. However all cycles will have the same invoice date, start/end charge dates and be combined in billing reports.	IMPORTANT: Payment Processor information is tied to the Cycle. In order to accept credit card or ACH payments, the cycle must be setup with the proper payment processor credentials.
Monthly Call File	If checked, a compressed file will be generated each month containing all call records for the account and placed into a folder on the billing server for access. Files can be accessed by the customer via FTP or the Wholesale portal (if Billing Type="Wholesale")
Daily Call File
Estimated Usage	Can be used in reporting and to track estimated usage.	Informational Only
Waive Late Fees	Used to override any late fees regardless of days late.	If set to "Yes", then no Finance Charges (Late Fees) will be applied to the account.
Exception Code	Account Level rate plan exception codes (rate overrides) that apply to all lines on the account.
Decimals	Otherwise known as "Precision". The number of decimals to use when rating call records. TBS support up to 4 decimal places for precision.
Round Up	If checked, the billing system will round up all charges and rating.
Toll Free Storage Fee	Dollar amount of the 800 Toll Free Storage Fee to be applied to all 8xx lines (not disconnected, blocked or in New status) based on the Toll Free Storage Type Company default can be set so that all customers are defaulted with the same amount initially, but can be overridden on a per customer basis if desired.	Applies to Traditional Products only.
Toll Free Storage Type	Two options exist for applying the above Toll Free Storage Fee. Options include: Fee - means that all 8xx lines (not disconnected, blocked or in New status) will be assessed the Fee amount stated above ShortFall - Compares the 8xx line usage amount and will adjust up to the Toll Free Storage Fee amount if total usage for the line is less than the fee amount.
Unlimited LD	If checked, will apply unlimited Domestic long distance rating to all long distance (LD, 8xx, Calling Card, Travel Card) products that have any of the Allow Free minutes check boxes set to True. Please see the Long Distance Data Definitions for more information regarding these fields. Does not apply to Alaska and Hawaii rates	Applies to Traditional Products only.
Free LD Minutes	Text box which allow up to 1000000 minutes to be entered as free Domestic long distance minutes on all long distance (LD, 8xx, Calling Card, Travel Card) products that have any of the Allow Free minutes check boxes set to True. Please see the Long Distance Data Definitions for more information regarding these fields. Does not apply to Alaska and Hawaii rates
Free Local Calls	Text box which allows up to 10000 calls to be entered as free standard local calls on all local products on the account. Does not apply to Extended Area of Service (EAS) or Extended Local Calling (ELC).
Free Local Minutes	Text box which allows up to 10000 minutes to be entered as free standard local minutes on all local products on the account. Does not apply to Extended Area of Service (EAS) or Extended Local Calling (ELC).
Free Local Combined Minutes	Text box which allows up to 10000 calls to be entered as free standard and ELC and EAS local calls on all local products on the account.
Billing & Payments - Minimum Billing Rules
Fixed Charge	Fixed Charge to apply based on Fixed No Use setting Corporate options available as well considering the entire Corporate Structure	Used together to generate Minimum Billing business rules
Fixed No Use	Options for applying a Minimum Billing Fee. Used in conjunction with the Fixed Charge field / Fixed Minimum Field. Options include. No Minimum Billing Apply Fixed Charge if Total Current < Fixed Minimum Adjust to Fixed Minimum if Total Current < Fixed Minimum Apply Fixed Charge if Total LD Charges < Fixed Minimum Adjust to Fixed Minimum if Total LD Charges < Fixed Minimum Corporate options available as well considering the entire Corporate Structure
Fixed Minimum	Minimum amount to be considered when applying Fixed No Use minimum billing rules Corporate options available as well considering the entire Corporate Structure
Billing & Payments - Taxing Impacts
Exempt Fed	Exempts all Fed Taxes except Federal USF	Impacts Taxing. Please be sure to review the Taxing in TBS help topic. If a specific Federal, State, County or City tax is needed to be overridden (but not all), PTT can support this. Pleas note that this means the tax is set to zero rate, so neither the client nor the customer is responsible. Please use caution and external tax compliance advise when requesting these types of tax overrides. Please work with PTT to set up this special tax exemption.
Exempt State	Exempts all State Taxes
Exempt County	Exempts all County Taxes
Exempt City	Exempts all City Taxes
Tax as Reseller	Exempts ALL taxes mentioned above including Federal USF.
Tax NPANXX	Taxing jurisdiction for some account level charges.	This will affect taxing. Please see Taxing in TBS for more information.
Billing - Finance Charges
Start Finance Charge	Number of days past the invoice date (days late) to start applying a finance charge if balance >0. Note: Overriding Finance Charges: To stop a finance charge or to override the default amount of finance charges applied, use the following fields. Example: To not apply a finance charge to a particular customer, set the Finance Charge Percent to 0 and Finance Charge Calc to Percent Only.
Finance Charge Calculation	Method for calculating the finance charge amount. Options include: Percent with Minimum - uses the standard TBS percent (1.5%) or the value in the Finance Charge Percent text box along with the Finance Charge Minimum text box value. Applies whichever is highest. Percent Only - uses the standard TBS percent (1.5%) or the value in the Finance Charge Percent text box Minimum Only - Finance Charge Minimum Used in conjunction with the Finance Charge Calculation value.
Finance Charge Percent	Overrides the company finance charge percent. Default and maximum finance charge percent is set to 1.5%
Finance Charge Minimum	Dollar amount of the minimum finance charge dollar amount that should be applied, Used in conjunction with the Finance Charge Calculation value.
Adjust Due Date (Days)	Overrides any bill run invoice due date defaults. Number of days to adjust the customer's due date (calculated from the Invoice Date). Also impacts when to start calculating Days Late. For example: Consider an account with a Charge Transaction dated 7/1/2013. On 8/1/2013 with an "Adjust Due Date (Days)" value of 0 (default), this customer would show Days Late=31 and Days Aged=31. Using this field, if the "Adjust Due Date (Days)" value = 30, this account would show Days Late (Net 30)=1 and Days Aged=31. The days late is now considering the Adjust Due Date (Days) value. In TBS, the Customer header displays the current balance and "Days Late/Aged" (previously just "Days Late"). Likewise, on the Billing Information tab, if there is a value in "Adjust Due Date (Days)", then the Days Late value will reflect the proper days late and the label will appear as "Days Late (net X)" where X will display the "Adjust Due Date (Days)" value. There is also a field for "Days Aged".	Setting the "Adjust Due Date (Days)" value will affect the aging of all transactions on the account. Please be aware as any changes could significantly redistribute account balances into different aging buckets.
Billing - Payment Settings
Prevent Surcharge from Payment Rule	See Payment Rules. Flags customer as exempt from any single or auto payment credit card/ACH processing fees.	Note: If no payment rule exists specifying a surcharge, the checkbox labeled "Prevent Surcharge from Payment Rule" will be hidden
Allow Payments Before Minimum Number of Days on Payment Rule	See Payment Rules. Allows a customer to make additional payments despite any restrictions setup within the CC/ACH payment rules.	Note: If no payment rule exists specifying a minimum number of days between payments, the checkbox labeled "Allow Payments Before Minimum Number of Days on Payment Rule" will be hidden.
Allow Payments Over Minimum Amount for Rejecting Payments	See Payment Rules. Allows a customer to override the minimum amount for rejecting payments and allows any amount of payment to be processed.	Note: If no payment rule exists specifying a minimum amount for rejecting payments, the checkbox labeled "Allow Payments Over Minimum Amount For Rejecting Payments" will be hidden.
Payment Method Delete Behavior	Flag to indicate if customer can delete payment methods (Credit Cards or Bank Accounts) via the customer portal. Customizable via Drop Down menus. Options with a negative underlying value equate to not being able to delete. Options with a positive underlying value equate with the ability to delete payment methods.
External Information & Other
External ID	This field has multiple purposes, but is typically used for base migrations	This field has been used in the past to store legacy account numbers or other legacy identifier information
Installation Partner	Informational field to define an installation partner.	The options can be maintained by choosing Drop Down Menus from System Administration. List Name - InstallationPartner
Financing Partner	Information field to define a financing partner.	The options can be maintained by choosing Drop Down Menus from System Administration. List Name -FinancingPartner
Fed ID
State ID

Field	Description	Notes
Estimated Usage	Can be used in reporting and to track estimated usage.	Informational Only
External OrderID	Can be used in reporting and to track any external system order IDs.	Informational Only
External Account ID	Can be used in reporting and to track any external system account IDs.	Information Only
Customer VIP Status	Can be used in reporting and to implement a rating system for customer service support.	Informational Only
Referral Phone Number	Used to track referrals.	Informational Only
Referral Name	Used to track referrals.	Informational Only
Referral Date	Used to track referrals.	Informational Only
Referral City	Used to track referrals.	Informational Only
Referral State	Used to track referrals.	Informational Only
Waive Late Fees	Used to override any late fees regardless of days late.	If set to "Yes", then no Finance Charges (Late Fees) will be applied to the account.
Credit Risk	Can be used in reporting and to track any accounts that may impose a credit risk	Informational Only
Collections Exempt	Can be used in reporting and to track any accounts exempt from in house collection processes.	Informational Only
Payment Plan	Can be used in reporting and to indicate if the account is on an in house payment plan.	Informational Only
Credit Limit Amount	Can be used in reporting and indicate any credit limit that may be imposed in house.	Informational Only
Arc Opt Out	Can be used in reporting and to track any accounts who have opted out of the accounts-receivable check conversion.	Informational Only
ACH	If the client is configured properly (i.e., Application setting of SPEC_CheckCustomFeildsToAllACHsForCustomers), then this flag will be considered in showing / hiding the Bank Accounts tab on the Billing Information tab to the customer.	Note: This hiding/showing functionality applies to the customer view only. Not to internal TBS users.
Suppress Tax Detail	Used by XML output print clients to display taxes in a different way on the invoice.
Do Not Suspend	Can be used in reporting and to track any accounts exempt from in house suspend processes.	Informational Only
Email Opt Out	Can be used in reporting and to track if accounts want to opt out of email communication. If clients has the application setting ShowGeneralOptOut set, then this field is will trigger an Alert message on the Customer screen when the account is first accessed.
Reason Cancelled	Can be used in reporting and to track reasons accounts may have cancelled their service.	The options can be maintained by choosing Drop Down Menus from System Administration. List Name=ReasonCancelled
Reason Retained	Can be used in reporting and to track reasons accounts may have been retained after a threat of leaving.	The options can be maintained by choosing Drop Down Menus from System Administration. List Name=ReasonRetained
T&C Accepted Date	Date the customer accepted the Terms & Agreements from the Customer Portal.	Note: Not currently in place for all customer portals. Coming soon. Additionally, tools in TBS will be developed to upload new Terms & Conditions as well as mass clear this data when new terms are uploaded forcing the customer to accept the new terms before proceeding to the customer portal.
T&C Accepted IP	IP Address the customer accepted the Terms & Agreements from the Customer Portal.	Note: Not currently in place for all customer portals. Coming soon. Additionally, tools in TBS will be developed to upload new Terms & Conditions as well as mass clear this data when new terms are uploaded forcing the customer to accept the new terms before proceeding to the customer portal.
External Agent ID	Can be used in reporting and to track any external Agent information	Informational Only
Deposit	Can be used in reporting and to track any deposit information made outside of Transactions	Informational Only
Deposit Date	Corresponds with the Deposit field above	Informational Only
Credit Score	Can be used in reporting and to track any account credit score information	Informational Only
UC External ID	Can be used in reporting and to track external Unified Communication system IDs	Informational Only
TPV Recording Request	Can be used in reporting to track Customer requests for a Third Party Verification recording.	Informational Only