Billing Summary

Modified on Tue, Oct 1 at 5:09 PM

Use the Billing Summary to find tickets to bill for, create invoices, or export ticket data to use in another system.

In Billing Summary, each ticket’s response is a separate line, including responses without charges.

Columns, Icons, Totals

Bill information is displayed in columns.

Field	Description
Bill Last Modified By	Person who last modified the bill
Bill Locate Date	The date of the bill (the Bill Date on the Billing Details page)
Bill Response	The response entered by the locator on the Ticket Details > Ticket Response window. If the bill is modified, then: This field contains the new response The original response is retained in the Locate Response field, below
Bill Unit of Work	The units of work entered by the locator on the Ticket Details > Ticket Response window. If the bill is modified, then: This field contains the new units of work The original units of work are retained in the Locate Units of Work field, below
Facility	Facility in the ticket
Flat Price	Flat price from the response
Locate Response	The original response from locator that is retained in this field if the bill is modified
Locate Units of Work	The original units of work entered by the locator when responding to the ticket. Retained in this field if the bill is modified
Ticket ID	The identification number of the ticket (from the one call center)
Total Price	The total price of the bill for the response. See Field Types > Calculation. For the total price of multiple responses, see Total Price in Totals, below
Unit Price	Unit price from the response

Totals

Totals are located below the lines containing bills (to the right of the screen/filter lists).

Total	Description
Loaded Locate Count	Maximum number of locates the system can load. Can be a subset of Total Locate Count
Total Bill Unit of Work	The total price of all responses in the Loaded Locate Count (the sum of the Bill Unit of Work column, above)
Total Locate Count	The total number of responses (rows) on the page ("Locates" are responses)
Total Price	The total price of all responses on the Billing Summary page (the sum of the Total Price column, above)

Search

In the top left corner, in the Search By dropdown list, click a search option:

Next to the Search By dropdown list, enter your search term and press Enter or click Search ( ). Result: Search results appear. The most recent Search By search appears as "Quick Search" in the Saved Search list and the Save As text box at the bottom of the Advanced Search window
Optional. To redo the most recent search, click Refresh ( )

Advanced Search

The Advanced Search window defaults to the most recent search, which is listed in the Saved Search list and the Save As text box at the bottom of the window. The most recent Search By search (from the summary screen) appears as "Quick Search." For details, see Saved Searches, below.

To the right of the search bar, click Advanced Search ( ). Result: The Advanced Search window appears

In the Advanced Search window, click Add Criteria, open the dropdown list, and choose field names/criteria to build your search:

Criteria

Define the search by adding criteria. Some fields need to be configured in the Search Condition column

Criterion/Field	Description
Additional Classification	Company decides the name of the classifications. Advanced option
Bill Last Modified By	Last person who modified the bill
Bill Locate Date	The date the locate was performed
Bill Response	The response that supplies the billing rate information used to charge the customer. Usually the same as the Locate Response, but can be changed
Billable	Yes: The bill is charged to the customer No: The bill is not charged to the customer
Contact Name	Contact name from ticket
Contact Phone	Contact phone from ticket. Used with Positive Response to the Excavator
Contractor Assigned To	The contractor the One Call Center ticket is assigned to
Creation Date	The date and time the item was created
Customer Name	The name of the customer you send the bill to
Dig Location	Address information provided by the One Call Center ticket
Dig Site	User draws area on the map to find tickets in the area on the Summary page
Dig Site Area Size	Enter area size (usually square feet) to find tickets in the area on the Summary page
Done for	Who the work is being done for. Provided on ticket
Due Time	The deadline for completing the item (date and time)
Due Time Renegotiation Count	The number of times the due time was renegotiated
Excavator Name	Excavator, provided on the One Call Center ticket
Explosives	If available, provided on the One Call Center ticket. Not a standard field
Facility Type	Allows search by facility type, if enabled. Facility types are created by the company. Advanced option
Folder the Ticket is in	The folder containing the item. Folders are used to organize items
Grid	The One Call Center provides grid data in the ticket, if applicable. Some grids are converted to latitude/longitude data. Not commonly used.
Job Number	A number used by excavators to identify jobs. Excavators often define and use job numbers in different ways. Change job number of selected ticket. Multiple tickets can have the same job number.
Last Assigned By	Last person who assigned ticket
Last Assignment Date	Last date ticket was assigned
Last Folder Placement Date	Last date ticket placed into folder
Last Placed in Folder By	Person who last placed the ticket into a folder
Last Response	Last response entered on a ticket
Last Response Date	The date and time of the most recent response on a ticket
Legal Hold	The legal hold prevents a ticket from being deleted by overriding the ticket retention feature
Locate Date	Time the locate was performed
Locate Response	The response by the locator. Usually used for the Billing Response
Machinery	Equipment used by the excavator
Map, Page, and Grid Cell	The One Call Center provides map, page, and grid data on ticket, if applicable. Not commonly used
Meeting Time	Meet Date time from ticket
Not Reached Attempts	The number of your failed tries to contact the excavator
One Call Center	The One Call Center that sends the ticket
Person Assigned To	User the ticket is assigned to
Registration Code	Registration codes are created by One Call Centers to identify companies. The Registration code indicates who the ticket was received for
Related Items	The items that are linked to this item
Response Last Entered By	Who entered the last response on a ticket
Status	The status of the ticket results from actions taken by users or your company’s auto processing rules. There are four ticket statuses, all of which are system defined. A status is either open (user can work on it) or closed (user cannot work on it): Assigned (open): Ticket that has been assigned to a locator or contract locator Closed: Ticket that is closed In Ticket Folder (open): Ticket was placed in a folder by a user or an auto-processing rule Pending Your Research (open): Research needed because no auto processing rules applied, no rules were recommended, or the ticket matches multiple rules
Subdivision	Provided on the One Call Center ticket, if applicable. Not a standard field
Taken Time	The time the ticket was taken at the One Call Center
Ticket ID	One Call Center ticket number generated by the One Call Center’s system
Ticket Text	Any words or numbers in tickets (full text search). How to search: Default Search: Finds tickets with the terms in the order you type them (Phrase Search). Type search terms: Oak Bridge Lane Exact Term Search: Finds tickets with all the terms, regardless of order. Type search terms in quotes and use “and” to combine them: “Oak” and “Bridge” and “Lane” Or Search: Finds tickets containing at least one of the terms. Type search terms in quotes and use “or” to combine them: “Oak” or “Bridge” or “Lane” Searches are not case sensitive. These searches have the same results: Oak Bridge Lane oak bridge lane
Ticket Type	Ticket types are defined by the One Call Center and come from the ticket
Ticket Type Category	UtiliSphere’s standard categories used to categorize the One Call Center ticket types: Aerial Damaged Utility Design Emergency Meet Recall Regular Revision Short
Township, Range, Section	One Call Centers provide this data on tickets, if applicable. Not commonly used
Work Type	Type of work, comes from One Call Center ticket

In the Search Conditions column, set a condition (conditions vary depending on the field you chose)
Optional. To add more fields/criteria, click Add Criterion and set a condition, if needed
New search vs default search:
- Overwrite default search: If you do not type a new search name in the Save As text box, your search replaces the default search that appears in the Saved Search list and the Save As text box
- New search: If you type a new search name in the Save As text box, the new search is saved in the Saved Search list (and the default search is unchanged). If an advanced search is performed with an empty Save As text box, it is saved as "Default"
Click OK. Results: Search results appear. If you renamed the default search, it now appears in the Saved Search list. If you did not rename the default search, your new search criteria overwrites the criteria of the default search. If an advanced search is performed with an empty Save As text box, it is saved as "Default"
Optional. To redo the most recent search, click Refresh ( )

Invoice

After finding tickets, create an invoice.

In the upper right corner, click Invoice

In the Create Invoice window, fill in the fields:

The date range cannot exceed one month.

Field	Description
CDC Code	The registration code (from the One Call Center)
Customer	The customer you send the bill to
End Date	The end of the billing cycle or period
Facility Types	The facility types of the registration code for which you are creating an invoice (if available)
Invoice Date	The date the invoice was created
Invoice Format	Invoice Summary: Provides invoice information for each registration code Invoice Details: Provides invoice information for each ticket & response for each registration code Invoice Details with Summary: Includes Invoice Summary report with Invoice Details
Invoice Number	The unique numeric identifier of each invoice. Follow your company's practice
Output Format	CSV: Comma Separated Value files are text files. Browser download window appears. Also appears on the Invoice Summary and can be downloaded Others: An HTML file that opens in a new browser window. Also appears on the Invoice Summary, but can't be downloaded PDF: Adobe Portable Document Format file. Browser download window appears. Also appears on the Invoice Summary and can be downloaded
Start Date	The start of the billing cycle or period
Terms	The terms or notes and description of the invoice, such as weekly, monthly. Follow your company's practice

Click Save. Result:
- CSV and PDF file: Browser window appears from which file can be downloaded. Others (HTML file): Appears in a new browser tab from which file can be downloaded
- File listed on the Invoice Summary (CSV and PDF files can be downloaded. Others (HTML files) cannot be downloaded)

Export to CSV

After finding tickets, export them to a CSV (Comma Separated Value) file for use in your company's billing system. See Exports

Modify Bill

In the Bill Response column, click the response. Result: The Billing Details page appears
See Billing Details > Modify this Bill

Icon	Description
Version
	Newest Version of a ticket
	Older Version of a ticket
Status
	Pending Research
	Pending Research - Responded
	Ticket in Folder
	Ticket in Folder - Responded
	Ticket Assigned
	Ticket Assigned - Responded
	Ticket Closed

Action	Description
Choose screen	In the bottom-left corner, click the Screen dropdown list to choose a screen
Modify screen	In the bottom-left corner, click Screen Details ( ) On the Screen Details page, in the left column, click an option to modify the screen. For details, see Ticket Screen Configuration

Action	Description
Choose filter	In the bottom-left corner, click the Filter dropdown list to choose a filter
Modify filter	In the bottom-left corner, click Filter Details ( ) On the Filter Details page, in the left column, click an option to modify the filter. For details, see Ticket Filters Configuration