TecTel
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An Independent
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Voice/Data/IT/Convergence
Congratulations! You've completed your client/server installation and now know what a large role the telecommunications network plays in your system. A large system adds costs for data links, local loops, routers, switches, dial back-up lines and long distance charges. Managing and budgeting these bills can be a headache, so finding a way to keep it all straight is very important. Several companies produce bill management systems, but given the easy-to-use Windows graphical databases, it's relatively easy to set up your own system. Here are some ideas to help you organize your database:
Whether you build your own system, or use an off-the-shelf package, you can save money and time with these ideas.
Each monthly vendor bill should have its own database record and contain the vendor name, vendor billing number, circuit number, your company's vendor number, a field for each month's bill (the twelve months that match your companies fiscal year are a good idea), date paid for each month, and company account number.
Each monthly vendor database record should allow entries for the budgeted and rolling plan amount. Both entries start out month one as the same amount, and by using a double entry system you can allow for changes in the rolling plan amount as the year progresses.
Program your database to sound an alert tone to let you know when a variance exists between the last and current entry. The tone alerts you to review for possible billing errors.
Use account numbers and subclass numbers that group your billing by types of service. This will help you to analyze and plan each of the 'like' components of your network. Examples of these components would be, network data lines, data equipment, voice lines, etc.
Most accounting departments require an 'apron' document be attached to bills for payment. Create your own apron document, and then all you have to do is attach and sign.
You can create zero-based line item budgets in a flash. This budgeting process starts from zero each quarter and justifies each line item.
If you find that your vendors can supply its bills on disk, an import function to your billing system should be relatively simple.
When you find billing errors, have the vendor cut a check rather than credit your bill. Make a photocopy of the check and put the copy in a 'Money Saved' scrap book. It's a great way to show management your expense reduction skills.
If you require assistance with implementation of bill management systems, please contact Mike or Pam Dailey at (770) 458-3411 or email pdailey@tectelsolutions.com
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