definitions, enrollment, and navigation user guide

Biller DirectGetting Started

Definitions, Enrollment, and Navigation User Guide

© 2013 Avaya Inc. All rights reserved. 22

DefinitionsCustomer User Roles

Customer Admin: each Customer has at least one Biller Direct Customer Admin user. This person manages all other Biller Direct users for that Customer and has access to full functionality of Biller Direct screen transactions, including paying invoices, disputing invoices and viewing all Biller Direct activity for that Customer’s account(s).

The first user to access the Avaya Biller Direct site for a given Customer becomes a Customer Admin user. Customer Admin users may assign other Customer

Admin users, Customer Users, and Customer Viewers to accounts within their Company.


Customer User Roles

Customer Admin: manages all other Biller Direct users for that Customer and has access to full functionality of Biller Direct screen transactions, including paying invoices, disputing invoices and viewing all Biller Direct activity for that Customer’s account(s). Customer Admin users may restrict Customer Viewers and Customer Users to access specific accounts within their Company’s overall business structure.

Customer Users: have full transaction access to customer screens except for managing other users and accounts for their Company.

Customer Viewer: system access is limited to viewing summary invoices, invoices and payment history and creating disputes only for the specific accounts to which they have been assigned by a Customer. A customer Viewer who makes a payment or prints a remittance

document (for an offline payment) becomes a Customer User.


Enrollment and User Roles

Self enrollment: you must have an account number, invoice number, invoice date and invoice amount (invoice must be dated within the last 30 days).

User role assignment: an enrolled Customer Admin user or an Avaya Superuser within the customer care center may enroll another user with a valid Avaya User ID and Biller Direct account number. User role assignment is part of this transaction. A user may be enrolled in multiple accounts, but may only

hold one type of user role at any time.

To reach Avaya Customer Care, use the telephone number listed on your printed invoice. You will be

asked to provide your account number.

Customers may enroll in Biller Direct in one of two ways after obtaining an Avaya Single Sign On (SSO) ID:


DefinitionsAccounts, Payers

Account: The unit of accounting that corresponds to the division or bill-paying organization within your Company. There are one or more accounts that may be assigned to a Customer. An account is also known as a Payer because invoices are paid at the Account level.

The account number on your invoice is the same as your Biller Direct Account.

This account has 9 payer

numbers assigned

to this customer


Signup for Avaya Support Account


User Requests SSO ID/Password

Avaya Grants User SSO Request

• SSO Admin Approves and Provisions User

Avaya System Admin Provisions User in BD Application

Customer Signon to SystemContact the

Customer Care Center to create

Biller Direct logon


Once an ID is established, logon to ebilldirect.avaya.com

SSO ID

SSO Password


General Navigation

If you have more than one account, select the account that you wish to look at. You can always

come back to this screen to select another account


General NavigationOpen Statements

Open Statements:

Displays all open (unpaid) statements for the account selected. Allows for payment of a full statement – regardless of the number of invoices from this screen



Select statement(s) to

be paid

Select payment method or add new bank or credit card

Click Continue to confirm payment

Any individual statement must be paid in full. To pay a portion of a statement,

pay from the Open Bills section



Click to open statement as a pdf document


General NavigationOpen Bills

Open Bills:

Displays all open (unpaid) invoices for the account selected – even those that have not converted to a statement at the time of viewing. May pay single or multiple invoices from this screen.



Need to see only specific invoices

instead of all invoices? Click on

Extend Search

Select search criteria and click

Find



Only invoices and credits that meet

the criteria selected will appear



Select invoice(s) to be

paid

Select payment method or add new bank or credit card

Click Continue to confirm payment

Select any credit(s) to be

used



Click to open invoice as a pdf

document



To open more than one invoice as a pdf document, select the

invoices.

To select all invoices, click on Select all

invoices and/or Select all credits

If there are more than one page of invoice, repeat for each page



Once invoices are selected, click on

Download Selected Entries



Select type of format to download.



If you select more than 200 invoices, a message will come up for you to enter an email address.

Because it can take time to download more than 200 invoices, this will allow you to perform other

functions while the download is taking place. You will receive an

email when the download is ready – or you can select fewer than 200

invoices to download



As invoices are selected for payment, the full unpaid open

amount will show up in the Payment amount

Use scroll bar at bottom of screen to see full information to

the far right of the screen


General NavigationOpen Bills – Entering inquiry or dispute

Click on note icon under action to create an inquiry or dispute

Use scroll bar at bottom of screen to see full information to

the far right of the screen



First, select the drop down reason that closest matches

your inquiry or dispute.



Second, enter as much of an explanation as possible in the Comment section to assist us

in working on the inquiry.

Once you have identified and explained the issue click “Send” to

send the inquiry to the Customer Care Center. You will receive a Case ID and should receive a communication back from the Customer Care Center within

15 business days


General NavigationPaid Bills

Paid Bills:

Displays all paid invoices for the account selected.



Need to see only specific invoices

instead of all invoices? Click on

Extend Search

Select search criteria and click

Find



Only payments and credits applied that

meet the criteria selected will appear


General NavigationPayments

Payments:

Displays all payments for the account selected.



Default is “in process”, for

payments that are currently being

processed. Change to “Processed” to see

payments made

Default is “Last 12 months”. Use drop

down to select another range

Click on payment amount to view

details of payment



Detail of payment selected to view invoice paid and original invoiced

amount

Click Back to return to prior screen


General NavigationDisplay Open Items

Display Open Items:

Displays all payments and credits on one side of the screen and all Bills on the other side of the screen for quick analysis of what credits and debits are open on an account for the account selected.



Click Detail View to see detailed information on the

payments and credits.



The information can now be printed or downloaded as an

Excel or CSV document.


General NavigationDisplay Open Items Downloaded as

an Excel document


General NavigationBalances and Line Items

Balances and Line items:

Displays all total debits by month, credits by month, balance by month and a balance brought forward from the prior month.


General NavigationBalances and Line Items

Total debits for

the month

Drop down selection of Year

Total credits for the month

Total balance for the month

Balance brought forward

from prior month

plus/minus new

credits and debits

Month of the Year


General NavigationCompany Admin

Company Admin:

Displays all users for the account(s) and the role available in Biller Direct. The Customer Admin role is able to see all users, and can edit roles as needed.



Click on the edit action button next to

the user that you wish to change



Select the new role from the drop

down selection Admin User

viewer

Add or remove accounts user can

view/manage

When finished with changes, select “submit” to save the

changes. Select “Back” if no changes made


General NavigationDispute Cases

Dispute Cases:

Displays all disputes logged on the account through Biller Direct. Disputes called into the Customer Care Center will not be listed here, only those disputes logged directly in Biller Direct.


General NavigationDispute Cases

Select the status to view Open (default) All

Select period to view – default is Last 12 Months

Click to expand to see invoices

disputed


General NavigationAddress Data

Address Data:

Change mailing address or email address from this screen for the selected account.



Displays existing mailing address and phone number

To change mailing address, click “Edit”



Make changes as needed

Click Save to save the changes or back if no changes made


General NavigationBank Data

Bank Data:

Displays any default Bank account(s) saved to the account to make payments on the account selected.



Displays existing bank account information to pay invoices on account

Click Edit to add or change bank information



Make changes as needed

Click Save to save the added or changed bank information


General NavigationCredit Cards

Credit Cards:

Displays any default Credit Card account(s) saved to the account to make payments on the account selected.



Displays existing credit card information to pay invoices on account

Click Edit to add or change credit card information



Make changes as needed – including setting as default

payment typeUse dropdown to

select type of credit card

Click Save to save the added or changed credit card

information


General NavigationAutomatic Debit Authorization

Automatic Debit Authorization:

Displays any default Credit Card account(s) saved to the account to make automatic payments on the account selected.



Displays existing automatic payment information to pay invoices on account

Click Grant to add or change automatic payment information on the account



Make changes as needed to

automatically pay invoices

Click Save to save the added or changed information


General NavigationDown Payment

Down Payment:

Make a payment without an invoice. Do you have funds you need to spend but invoice has not generated yet? Or do you have a project in which a down payment is required to start the project? This is where you can pay that payment without reference to an invoice number.


General NavigationDown Payment

Enter payment amount and payment method for the down

payment

Click Continue to save the confirm the down payment


General NavigationSwitch Account

Switch Account:

More than one Payer? You can switch from one account to another quickly and easily from this link.


General NavigationSwitch Account

Click hyperlink to change Payer account Payers that have

past due amounts will display the past due amount here


General NavigationFAQ

FAQ:

Quick answers and help from the FAQ.


General NavigationFAQ

FAQ will open into a new window so you can read the instructions for help needed without logging out of your account.


General NavigationLog Off

Log Off:

Log Off Avaya Biller Direct.

definitions, enrollment, and navigation user guide

Documents