IS

Infrastructure &
Technology
Telephone Billing System

Procedure
. Standard Operating Procedures Indonesia

January 2003

Information Systems

Coca-Cola Bottling Indonesia

I. SOP-Telephone Billing System

Information in this document is subject to change without notice. No part of this manual may be reproduced or
transmitted in any form or by any means, electronic, mechanical, or otherwise, including photocopying and
recording, for any purpose other than the users personal use without prior written permission of Coca-Cola
Amatil.
This document aims to provide adequate documentation as the guidance for phone billing system administrator.
THIS DOCUMENTATION IS A PROPERTY OF COCA-COLA BOTTLING INDONESIA. IT IS A VALUABLE
TRADE SECRET AND IS TO BE KEPT CONFIDENTIAL AND NOT TO BE USED WITHOUT THE PRIOR
WRITTEN CONSENT OF THE OWNER.
AN UNPUBLISHED WORK BY COCA-COLA BOTTLING INDONESIA
ALL RIGHT RESERVED. COPYRIGHT 2002

January 2003
Telephone Billing
Date Printed
Last Saved Date

:
:

INFORMATION SYSTEMS
Coca-Cola Bottling INdonesia
Jl. Teuku Umar Km.46, Cibitung Bekasi 17520 INDONESIA,

I. SOP-Telephone Billing System

9 January, 2003
9 January, 2003

Content

1.

ABOUT THIS GUIDE.........................................................................................................1-1

1.1 PURPOSE OF THIS DOCUMENT ...........................................................................................1-1
1.2 INTENDED AUDIENCE ........................................................................................................1-1
1.3 ORGANIZATION OF THIS GUIDE .........................................................................................1-1

2.

INTRODUCTION................................................................................................................... 1

3.

PRELIMINARY...................................................................................................................... 1
MAPPING ..................................................................................................................................... 1

4.

MAIN MENU ......................................................................................................................... 2

4.1
4.2
4.3
4.4
4.5

5.

SYSTEM REPORT ................................................................................................................... 3

PRINT MODE ........................................................................................................................ 3
REPORT TYPE ....................................................................................................................... 3
FILTER .................................................................................................................................. 4
CONFIRMATION .................................................................................................................... 4

RUNNING THE PHONE BILLING EXCEL UPLOAD PROGRAM .................................. 5

5.1 PARAMETER ......................................................................................................................... 6
5.2 REPORT CONVERTED ............................................................................................................ 7
5.2.1 Group Summary Report .............................................................................................. 7
5.2.2 SubGroup Summary Report ........................................................................................ 8
5.2.3 SubGroup Detail Report (Form1) ............................................................................... 9
5.3 INTERFACE TO LOTUS NOTES ............................................................................................. 10
5.4 UPLOADING DATA INTO LOTUS NOTES ................................................................... 11
5.5 REPORT AUTHORIZED ................................................................................................. 13

6.

CONSOLIDATING .............................................................................................................. 14
6.1 DESTINATION TABLE................................................................................................... 14
6.2 TRUNK TABLE ............................................................................................................... 15
6.2.1 Recorded screen ........................................................................................................ 16
6.2.2 Trunk Number ........................................................................................................... 17
6.2.3 Trunk Name............................................................................................................... 17
6.2.4 Capabilities................................................................................................................ 17
6.2.5 Payment..................................................................................................................... 18
6.2.6 Added Prefix ............................................................................................................. 18
6.3 REPORTING......................................................................................................................... 18
6.3.1 Print Mode................................................................................................................. 19
6.3.2 Report Type............................................................................................................... 19
6.3.3 Report Filter .............................................................................................................. 19
6.3.4 Confirmation ............................................................................................................. 19

7.

SYSTEM DATABASE TOOLS........................................................................................... 22

7.1 BACKUP PROCEDURE ......................................................................................................... 22

I. SOP-Telephone Billing System

7.2 DELETE PROCEDURE .......................................................................................................... 23

7.3 SORT & VERIFY PROCEDURE ............................................................................................. 24
7.4 RESTORE PROCEDURE ........................................................................................................ 25
ANNEX I. TRUNK SUMMARY REPORT (TIE LINE)............................................................. 26
ANNEX II. TRUNK SUMMARY REPORT (PSTN LINE) .......................................................... 1
ANNEX III. BACKUP CYCLE TIME TABLE............................................................................. 2

I. SOP-Telephone Billing System

Standard Operating Procedures, January 2003

1. ABOUT THIS GUIDE

1.1 PURPOSE OF THIS DOCUMENT
This document is to describe the standard operating procedure and standard
administration procedure of Phone Billing within the IS responsibility at Coca-Cola
Bottling Indonesia and to get better control on the telephone usage in Office such as
long distance call, International call and to produce the monthly report either the
detail and summary report of the telephone bill by each employee and department.

1.2 INTENDED AUDIENCE

The audience for this document is primarily persons who are responsible in
operating, maintaining, and supporting the Phone Billing systems. These persons
include :

PABX Administrator
Phone Billing Administrator
Trainee

1.3 ORGANIZATION OF THIS GUIDE

This guide describes the concept and the procedure you need to know in order, to
operate, maintain, and performing System Tools Backup, Delete, Sort and Restore of
the Phone Billing system.
Organization of This Document
Section 1

About This Guide

This section provides brief description of the using of this standard
operating procedures.

Section 2

Introduction & System Report

This section describes in brief the objectives of phone billing system
procedure which are to have the monthly report of extensions and
telephone lines

Section 3 & 4 Preliminary and Main Menu

First time to login and start the application of phone billing system
Section 5

Running The Phone Billing Excel Upload Program

Each time you create a report, it has to convert to spreadsheet
format before you upload to Lotus Notes database

Section 6

Consolidating

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1-1

Standard Operating Procedures, January 2003

This section explains consolidation process the telephone line

between Phone Billing system TMS and TELKOM
Section 7

System Database
Last section describes to process the Backup and Recovery
procedure including sorting and verifying the data.

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2. INTRODUCTION
Coca-Cola Bottling Indonesia has a standard Telephone Monitoring System
(TMS) that connected to PABX system. The TMS can generate various report, such as
monthly basis report is uploaded into Phone Billing database of Lotus Notes, but it
needs converting program before uploaded. Consolidating process of the phone lines
between TMS and TELKOM regarding tariff and cost.
Telephone Monitoring System (TMS) is an application software to capture the
telephone traffic of PABX, this software will record time, duration, source call,
destination call and calculate the cost with current tariff of station extension

3. PRELIMINARY
The Phone Billing server must logon to Domain Server with user id = IDPHONEBILL
and password = cibitung (default)

3.1 MAPPING
By-pass this sub-section if the folder has mapped for Phone Billing
Find your File Server as follow as your location :
Idcbtf03 for National Office File Server
Idjktm01 for Aminta Office File Server
Idplgf01 for Jakarta File Server
Idbdof01 for Bandung File Server
Idsrgf01 for Semarang File Server
Idsubf01 for Surabaya Office File Server
Iddpsf01 for Denpasar Office File Server
Idbpnm01 for Balikpapan File Server
Idupgf01 for Makassar File Server
Idmesf01 for Medan File Server
Idpdgf01 for Padang File Server
Idlpgf02 for Lampung File Server
Double click the File Server
Mapped the Phonebill folder on that Server as drive P:

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4. MAIN MENU
1. Login to TMS program
2. Click
or Select Access > Log-in
3. Identity = TMSWIN and Password = TMSWIN (default)
4. Then press <Enter> or click

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4.1

SYSTEM REPORT

At this chapter we describe about how to generate the report.

From TMS Manager, select Report then Report Printing or click Icon

Print Mode

Report
Type

Filters
Confirmation

4.2 PRINT MODE

These Icon are used for printing the report whether the output to Display

, Disk

or Printer

4.3 REPORT TYPE

Following are types of report (standard) that can be generated on Report Name :
01 Group Summary
: summary report of department group is intended for
Management & Department Head
04 SubGroup Summary : summary report of sections of department group is
intended for Department & Section Head

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05 SubGroup Detail 1
: summary report of extensions number of sections is
intended for Department & Section Head ( This report type usually run every
month for Uploading into CCBI Phone Billing Database of Lotus Notes)
06 SubGroup Detail 2
: detail report of extension(s) is distributed when
necessary

4.4 FILTER
BASIC : It is base function when generate the report with group of parameters
which are Date Period (Start to End Date), Time Period (Start to End Time),
Extension, Group, Distance, Duration and Total Cost.
INTERVAL : This function shows the minimum and maximum cost (Net Cost,
Service Cost, Pulse, Date Period, Time Period.
USER : This function shows more detail of BASIC Filter (User Name, Used
Extension, Status, Calling Station and Authorize.
LINE : This function to filter of Using Line, Direction, Mode, Access and Trunk
Number.
DESTINATION : Group of parameters to filter Dial Number, Area, Destination,
Category and Account.

4.5 CONFIRMATION
Eeach time you select the Report type, Fill in group of parameters on Filter, click
to Accept or click
to Cancel the updating.

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5. RUNNING THE PHONE BILLING EXCEL UPLOAD PROGRAM

Before running the program, you must have the downloaded report in text format (i.e
Group Summary, SubGroup Sumary, SubGroup Detail (1) or Lotus Notes Interface
reports).

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5.1 PARAMETER

To Set the Parameter, from the top menu click File then Set Parameter

Fill in the 2 Characters ID and Department Name, when you finished click
then you will see Total Department number you filled, after that click
close the Setup Parameter.

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5.2 REPORT CONVERTED

5.2.1 Group Summary Report

Fill in Select the input text file for SubGroup Detail Report or click
which directory or folder of your downloaded file

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in

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5.2.2 SubGroup Summary Report

Fill in Select the input text file for SubGroup Detail Report or click
which directory or folder of your downloaded file

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in

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5.2.3 SubGroup Detail Report (Form1)

Select the Department name on Select any specific department or click button

Fill in Select the input text file for SubGroup Detail Report or click
which directory or folder of your downloaded file

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in

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5.3 INTERFACE TO LOTUS NOTES

Select the Operation name you are on Select name of the operation by click
button

Fill in Select the input file for SubGroup Detail(1) Report or click
which directory or folder of your downloaded file

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in

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5.4 UPLOADING DATA INTO LOTUS NOTES

After process the phone billing data at chapter 4.3 (Interface to Lotus Notes), the result
file will be named LotusNotesInterface.wk1 in folder d:\tel_data, The file in Lotus123
because the phone billing database in Lotus Notes is designed with that format.
Following are the uploading procedure into CCA Indonesia Phone Billing database :
Make sure you have already installed CCBI Phone Billing database in Lotus Notes
Application (file name is Phonebill.nsf)

Open CCA Indonesia Phone Billing database

Double click the Icon

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From the top menu click File and Import

Browse the LotusNotesInterface.wk1 in d:\tel_data then click Import

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Select PhoneBill on Use Form

Select WKS Title Defined on Column Format
Check mark for Calculate fields on form during document import

Select Main Document(s) on Import as then click

Importing data will process until it is completed

Please recheck the uploading result in Phone Billing database.

5.5 REPORT AUTHORIZED

For this purpose, the person who should running Telephone Monitoring System
Software, Telephone Billing Excel Upload Software and Uploading process into Lotus
Notes database is General Affair staff.
The Department and Section Head should monitor the Phone Billing via Lotus Notes,
they can see the summary usage of their subsidiary but when necessary the detail
report of the person would be submitted.

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6. CONSOLIDATING
To simply the consolidation report process you need to update the destination
table in TMS Main menu and Telephone Billing from TELKOM. This menu is also
necessary when you need to trace the detail record of extension, which are business or
private dial.

6.1 DESTINATION TABLE

From Main Menu screen select Setup then Destination or click Icon

, then

click
.
Enter Dialed Number and Destination Name with following standard name, All
Operation Offices/Plants always begin with CCBI and Sales Centers begin with SC,
follow by location name. To add the record click
but to delete click
, click
to
to Cancel the updating,
Accept or click
i.e :

Operation Office
Dialed Number
= 4603124
Destination Name = CCBI Jakarta Office
Sales Center
Dialed Number
= 4601821
Destination Name = SC.Pondok Ungu

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6.2 TRUNK TABLE

Trunk Table of TMS Main Menu is to update the parameter of Trunk Number and
Name. From TMS Manager, select Setup then Trunk or click Icon
Before you need to update, please make sure on PBX the Line Number of PSTN that
match to the Trunk Number, then click
.
Select the Trunk Number in box then Fill in Line Number in Trunk Name column. To
add the record click
but to delete click
, click
to Accept or click
to Cancel
the updating,

Trunk Usage
for E&M Port

Note : give mark to Tie Line and Free of Charge on Capabilities column.

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Trunk Usage
for PSTN

6.2.1 Recorded screen

Trunk Usage
for E&M Port

Trunk Usage
for PSTN

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Note: If you do not know what line number of PSTN that connected to the port of
Telephone System, you can ask to Telephone System vendors or simply check from the
telephone system by following steps :
1. From extension, press 0 or 9 to get an outgoing call
2. Dial 141
3. Listen to the message
4. Repeat from 1 until all telephone lines that connected to the Phone System are
complete
5. The trunk will be tested as much as phone line that connected to the system.
From the recorded screen,
1. Trunk usage for E&M Port
Dialed Number = 31161
Destination
= Local
Total Cost
=0
Extension U
= 4006
Trunk Number = 0301310
At Operation Offices you will have only 2 ports for VoFR
2. Trunk usage for PSTN
The Number you hear is 8833 0144
Dialed Number = 141
Destination
= Local
Total Cost
= 215
Extension U
= 8023
Trunk Number = 0000020
Each Trunk should represent one line from PSTN.
6.2.2 Trunk Number
Line Number from PBX system that made connection Incoming or Outgoing, has
maximum 8 character alphanumeric/numeric.
6.2.3 Trunk Name
Describing the Trunk Number, maximum 20 characters alphanumeric/numeric.
6.2.4 Capabilities

Tie-Line : the recorded connection thru this trunk, will be notified as T (Tie Line),
otherwise as P (PSTN)
Free of Charge : If signed as Free of Charge, then all connection that use these
Trunk will be no cost
Call Recording : If it was not signed as Call Recording, then the connection will not
be recorded.

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6.2.5 Payment
This parameter is to create the Consolidation Report cost between TMS and PSTN
6.2.6 Added Prefix
This parameter is to add of dialed number, maximum 20 character
numeric/alphanumeric. The prefix has to be able notified by Distance Table and
International/National/Wide Area/Local Table. This manipulated prefix is unreal and it
will not recorded the dialed number.
i.e : added prefix = 744, dialed number = 0462, then in destination tracking process and
calculation cost, it is like 7440462.

6.3 REPORTING

Print
Mode
Report Type
TypeType

Filters

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Confirmation

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6.3.1 Print Mode

These Icon is used for printing the report whether the output to Display
onto Disk

, Save

or Printer

6.3.2 Report Type

Following are types of report (standard) that can be generated on Report Name :
09 Trunk Summary : summary report of Trunk group is intended to check the
cost of each Trunk port / line
10 Trunk Detail
: detail report of Trunk group is intended to check the Trunk
number that used by extensions.
6.3.3 Report Filter
BASIC : It is base function when generate the report with group of parameters
which are Date Period (Start to End Date), Time Period (Start to End Time),
Extension, Group, Distance, Duration and Total Cost.
INTERVAL : This function shows the minimum and maximum cost (Net Cost,
Service Cost, Pulse, Date Period, Time Period.
USER : This function shows more detail of BASIC Filter (User Name, Used
Extension, Status, Calling Station and Authorize.
LINE : This function to filter of Using Line, Direction, Mode, Access and Trunk
Number.
DESTINATION : Group of parameters to filter Dial Number, Area, Destination,
Category and Account.
6.3.4 Confirmation
Fill in group of parameters on Filter for each time select the Report Type, click
to Accept or click
to Cancel the updating.

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Using Line :
This is to filter the trunk type from record of PSTN, Tie-Line or Trunk. Please see on
Capabilities section.
Direction :
This is to filter in Direction column of main database, G (Outgoing), I (Internal) and C
(Incoming)
Mode :
This parameter is to filter connection mode, Direct or Transfer
Access :
This parameter is to filter Access code
Note : When you need to create the report from PSTN, on Filtering report, select Line,
then unmark the Tie Line, but if you need to create the report from VoFR, unselect
PSTN Line, then select Tie Line.

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7. SYSTEM DATABASE TOOLS

As the one of valuable resources in todays business activities, we implemented a tool
for recording the detail information of each outgoing call from Office, named Telephone
Monitoring System. The Phone Billing Server keeps this information, when outgoing call
starts, duration, destination, charge, user etc
This section explains the standard operating procedure of how to performing system
backup and to restore the system. The section is divided into two, the system backup
and the system recovery.

7.1 BACKUP PROCEDURE

The following procedures describe in step by step details how to run Backup Database
Tool for Phone Billing Server. The entire procedure was running on Backup While
Active environment, meaning that the backup processes are performed while the
system is running normally.
To activate Backup Menu, from the Main Menu of TMS Manager Click on Database,
then select Backup

From the Database Tools window,

Fill the Periode (MM/DD/YY) in Start Date and End Date columns.
If you click
Icon (Check Date), the Start Date and End Date columns will
display last data which still exist, then you have to update on End Date Column.
Fill the Destination column (drive letter and file name) of File Name.
To start the backup sequence, click on

icon.

Following backup workspace will appear on your screen.

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To see more details on the drive and folder that contain data to be stored Open
Windows Explorer then click drive that you stored the data, then check file size.

7.2 DELETE PROCEDURE

At this procedure we describe How to run DELETE Database Tools for Phone Billing
Server.
We recommend you to run BACKUP First before running DELETE function (see
Backup Procedure)
To activate Delete Menu, from the Main Menu of TMS Manager Click on Database,
then select Delete

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From the Database Tools window,

Fill the Periode (MM/DD/YY) in Start Date and End Date columns.
If you click
Icon (Check Date), the Start Date and End Date columns will
displayed last data which still remain, then you have to update on End Date
Column.
To start delete sequence, click on

icon.

After running DELETE procedure, click PACK to clean up the deleted record from
file.

7.3 SORT & VERIFY PROCEDURE

Once you run Delete, the database needs to run SORT and VERIFY Tools.

We recommend you to run SORT and VERIFY after running BACKUP Procedure

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To activate SORT Menu, from the Main Menu of TMS Manager Click on Database,
then select Sort
From the Database Tools window,

To start Sort sequence, click on

icon.
After running SORT procedure, you can continue by VERIFY procedure.

7.4 RESTORE PROCEDURE

When you found the database corrupt, the Backup file is necessary to be restore
To activate Restore Menu, from the Main Menu of TMS Manager Click on Database,
then select Restore

From the Database Tools window,

Fill the Periode (MM/DD/YY) in Start Date and End Date columns.
Fill the File Name in Source column with.
To start the backup sequence, click on

icon.

Following Restore workspace will appear on your screen.

To see more details on the drive and folder that contain data to be stored Open
Windows Explorer then click drive that you stored the data, then check file size

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ANNEX I. TRUNK SUMMARY REPORT (TIE LINE)

Trunk #Call Duratio Intl.Cost Natl.Cost LocalCost
n
0044001
12
01:33:48
0
0
0044002
16
02:37:28
0
0
0044003
11
01:18:11
0
0
0044004
17
02:54:30
0
0
0055001
1
00:01:14
0
0
0301301
16
01:17:59
0
0
0301302
22
03:37:13
0
0
0301303
16
01:04:16
0
0
0301304
17
02:58:59
0
0
0301305
23
02:00:09
0
0
0301306
20
03:03:28
0
0
0301307
23
03:10:07
0
0
0301308
28
02:26:33
0
0
0301309
17
01:00:25
0
0
0301310
20
01:13:45
0
0
0301311
16
01:54:13
0
0
0301313
25
02:54:51
0
0
0301314
24
02:55:10
0
0
0301315
23
01:39:05
0
0
0301316
15
01:23:07
0
0
0301317
18
02:30:50
0
0
0301318
18
01:17:55
0
0
0301319
24
03:18:50
0
0
0301320
24
02:27:01
0
0
0301321
19
02:24:24
0
0
0301322
26
02:09:54
0
0
0301323
23
02:34:09
0
0
0301324
20
01:40:04
0
0
534
59:27:38
0
0

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Tot.Cost
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

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ANNEX II. TRUNK SUMMARY REPORT (PSTN LINE)

Duration
33:35:42
32:30:28
32:31:15
29:41:44
33:52:41
31:44:31
32:48:39
34:03:53
28:39:16
33:53:33
00:02:25
33:13:46
35:19:58
33:04:06
28:43:44
34:14:53
28:55:12
32:00:27
03:59:06
33:48:23
09:19:12
32:34:06
31:29:55
31:56:39
38:55:41
36:17:47
33:35:15

Trunk
0000000
0000001
0000002
0000003
0000004
0000005
0000006
0000007
0000008
0000009
000001
0000010
0000011
0000012
0000013
0000014
0000015
0000016
0000017
0000018
0000019
0000020
0000021
0000022
0000024
0000026
0000027

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#Call

Intl.Cost
473
452
475
427
441
435
435
447
425
439
1
455
501
438
437
437
430
432
112
471
165
478
470
440
521
518
504

Natl.Cost
LocalCost
Tot.Cost
PSTN Line
0
1,416,616
105,534
1,522,150
91,848
1,337,064
115,616
1,544,527
0
1,280,679
108,323
1,389,002
640,926
1,059,833
107,250
1,808,009
64,823
1,693,592
109,610
1,868,025
249,979
1,008,620
115,830
1,374,430
298,003
1,204,233
126,126
1,628,363
97,706
1,128,109
126,770
1,352,585
378,906
1,002,992
105,749
1,487,646
5,966
1,076,614
123,338
1,205,918
0
0
215
215
7,304
933,099
134,921
1,075,324
0
1,352,786
132,990
1,485,776
417,241
1,064,497
126,341
1,608,079
0
1,264,399
90,948
1,355,347
24,717
1,526,554
102,317
1,653,587
67,562
1,289,425
104,676
1,461,663
388,938
1,562,076
98,885
2,049,898
0
118,897
21,236
140,132
116,083
1,451,316
120,335
1,687,733
63,127
402,401
34,320
499,849
166,868
1,307,238
106,607
1,580,712
120,516
1,146,419
110,253
1,377,188
0
1,163,512
106,607
1,270,119
0
1,767,122
127,199
1,894,320
210,949
1,343,651
126,341
1,680,941
45,318
1,299,426
128,700
1,473,443
1

PSTN Cost

Date: 09/01/03

Guidance Documentation
______________________________________________________________________________________________________

ANNEX III. BACKUP CYCLE TIME TABLE

Week

Week 2

Week 3

Week 4

Week 5
Sun

Sat

Fri

Thu

Wed

Tue

Sun

Mon

Sat

Fri

Thu

Wed

Tue

Mon

Sun

Sat

Fri

Thu

Wed

Tue

Mon

Sun

Sat

Fri

Thu

Wed

Tue

Mon

Sun

Sat

Fri

Thu

Wed

Tue

Mon

Day

Week 1

Weekly Backup

PABX-Telephone Billing Upload

Date: 09/01/03