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Managing Account Codes

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Connect CLOUD Decision Makers and Phone Managers can configure optional and required account codes for their account. Account codes are typically used to assist in the billing of clients. For example, if you want to keep track of the length of calls to each of your clients so that you can later bill those clients for services rendered, you can enter an account code that corresponds to that client before dialing the client's phone number.

Account codes can vary in length and be flexibly formatted. In addition, account codes can be configured so that an account code is optional or required for users placing outbound calls. In this way, the account code can also function to prevent unauthorized employees from dialing long-distance or international numbers.

Adding Account Codes

  1. Log in to the Connect Portal.
  2. On the Phone System menu, click Account Codes.
  3. Click Add on the toolbar.

    A line is added to the Account Codes list.

  4. Enter the account code on the new line in the Code column.
  5. Enter a description of the account code in the Description column.

Importing Account Codes

You can import a list of account codes from a .csv (Comma Separated Values) file. The file must be saved as a .csv file and have the following characteristics:

To import a list of account codes:

  1. Log in to the Connect Portal.
  2. On the Phone System menu, click Account Codes.
  3. Click Import on the toolbar.
  4. In the Import into Codes dialog box, click Browse.
  5. Navigate to and select the .csv file that contains your account code list.
  6. Click Import.

    A message is displayed informing you that importing was successful or that an error occurred.

  7. Click Close to close the dialog box and view your account codes.

Exporting a List of Account Codes

  1. Log in to the Connect Portal.
  2. On the Phone System menu, click Account Codes.
  3. Click Export on the toolbar.

Deleting Account Codes

  1. Log in to the Connect Portal.
  2. On the Phone System menu, click Account Codes.
  3. Select the check box next to each account code you want to delete, and then click Delete on the toolbar.
  4. When prompted, click Yes to confirm that you want to delete the account codes.

Using Account Codes

Account codes are typically used to assist companies in the billing of their clients. For example, if a law firm wants to keep track of the length of calls to their clients so that they may later bill those clients for services rendered, they can enter an account code that corresponds to that client before dialing the client's phone number. At the end of the call, the account code and call length, time, and date are recorded in the Usage Log (Call Detail Record). For information about viewing and exporting the Usage Log, see Exporting Call Detail Records.

Account codes can also be used to restrict unauthorized users from dialing long-distance or international numbers. To use account codes to restrict these calls, call permissions must also be set accordingly for the user group. For example, with required account codes and internal call permissions, the user will be able to dial internal numbers without entering an account code, but will be required to enter an account code to dial an external number.

Account codes collection for a user is determined by the user group that the user is assigned to. For each user group that has account code collection enabled, account codes can be optional or required.

When account codes are enabled for a user group, users assigned to that group are prompted to enter an account code whenever a call is placed to an external telephone number.

Using Required Account Codes

When required account codes are enabled and a user repeatedly dials an incorrect account code, the call will not be completed.

  1. Dial the desired outbound telephone number (including the outbound dial digit for your account).
  2. When prompted, enter the account code and then press #.

Using Optional Account Codes

When optional account codes are enabled, a user can enter a valid account code or can press # to continue the call without entering an account code.

If a user repeatedly dials an incorrect account code, the call proceeds to the external number. The call is recorded in the Usage Log, but the account code is not recorded.

  1. Dial the desired outbound telephone number (including the outbound dial digit for your account).
  2. When prompted, do one of the following:
    • Enter the account code and then press #.
    • Press # to complete the call without entering an account code.

Related Articles

Viewing the Usage Log
Exporting Call Detail Records
Managing User Groups
Connect Portal Documentation

ShoreTel Dates

Created Date 2016-08-12 - Modified Date 2017-10-25


Article: 000012050