Billing Summary

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

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:

  1. This field contains the new response
  2. 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:

  1. This field contains the new units of work
  2. 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 Calculation. For the total price of multiple responses, see Total Price in Totals, below
Unit Price Unit price from the response

The two leftmost columns contain icons for version and status.

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

 

Totals

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

Total Description
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)

 

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

     

    Field Description
    Bill Locate Date The date the locate was performed
    Ticket ID The unique number that identifies each item. It is automatically generated by the One Call Center
    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

     

  2. 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
  3. Optional. To redo the most recent search, click Refresh ( )

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.

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

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

    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

     

     

  3. In the Search Conditions column, set a condition (conditions vary depending on the field you chose)
  4. Optional. To add more fields/criteria, click Add Criterion and set a condition, if needed

  5. 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"

     

  6. 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"
  7. Optional. To redo the most recent search, click Refresh ( )

 

After finding tickets, create an invoice.

  1. In the upper right corner, click Invoice

  2. 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

     

  3. 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)

 

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

 

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

 

Screens allow you to choose the fields (data) that appear on Summary pages. This procedure also organizes the data for the export feature. See Ticket Screen Configuration for details on defining and managing screens.

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

 

Filters allow you to filter the list of Summary items. See Ticket Filters Configuration for details on defining and managing filters.

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

 

Use this feature to create a billing summary report listing multiple customers.

  1. In the upper right corner, click Summary

  2. In the Create Summary Report window, fill in the fields:

    The date range cannot exceed one month.

    Field Description
    Customer/CDC The customer you send the bill to
    End Date The end of the report. The date range cannot exceed one month
    Output Format PDF: Adobe Portable Document Format file. Browser download window appears. Also appears on the Invoice Summary and can be downloaded
    Report Format Invoice Summary: Provides invoice information for each registration code
    Start Date The start of the report. The date range cannot exceed one month

     

  3. Click Save. Result: Browser window appears from which file can be downloaded. The file is not stored in the system after downloading