Getting Started

The JAZZ Enterprise Communications Accounting software will be installed by a SDD

technician on the customer's premises. Once installed, daily monitoring of the server
processes will confirm that JAZZ is running properly. If JAZZ does not appear to be
functioning properly, contact your system administrator or SDD for assistance. JAZZ
technical support is available at 561-404-2110, from 8:30AM to 5:30PM Eastern Time,
Monday through Friday. This same phone number will provide you with a toll-free after-
hours number to contact for evening and weekend emergencies.

To begin using JAZZ:

Double-click on the SDD JAZZ Client icon on your desktop.

The JAZZ Enterprise Call Accounting Login window will appear.

Users are provided a login name or ID and password when JAZZ is installed. Enter the
correct Login ID and Password in their respective fields. Select Login. The JAZZ
desktop will appear.

If you do not wish to login, select Logout or select the small close icon in the upper
right corner of the Login window.

To exit JAZZ:
Select the small close icon in the upper right corner of the JAZZ desktop.

Getting Around JAZZ

The JAZZ desktop is designed to allow the user to easily access, enter and edit call
accounting information and settings. Following is a description of the desktop and its
contents.

The desktop contains three primary work areas:

Main Menu. This is located along the left side of the screen and is where the desired
property and subsequent task options are selected.
Open Window List. This is a drop-down list in the top quarter of the screen and
contains a list of open windows.
Work Space. This is the large open area covering the majority of the screen and is
where function windows are displayed.
Product Version Information:
The About JAZZ button is located in the upper right hand corner of the screen, when
selected a popup window will appear which contains product version information as
shown below.
Apply to Enterprise or Property (radio buttons):
On some screens, you will notice the radio buttons labeled Apply to Enterprise or
Property. These buttons offer the option to apply changes to all sites, Enterprise-wide,
or to just a specific property. Note that entries in the screen are color-coded to indicate
whether they are JAZZ Enterprise default values or property-specific values. Items in
green are property-specific, and items in dark red are the Enterprise values. This is
applicable only when JAZZ is working with more than one property. Enterprise contains
default values for all the settings for all the properties. These settings can be customized
at the property level as necessary.
Main Menu

The Main Menu displays a list of all company properties whose communications
accounting is handled by JAZZ. To work with a property and view the functions
available on the menu, click once on the + sign to the left of the property name, or
double-click on the property name. Here the Test Property is selected, and the Calling
Activity function is displayed. Note that by double-clicking on a function, sub-functions
such as Call Inquiries and Monthly Revenue Analysis are made available.

Note the property named Enterprise. This is applicable only when JAZZ is working
with more than one property. Enterprise contains default values for all the settings for the
properties. These settings can be customized at the property level as necessary.
Customers with only one property will see only that property named at the top of the
menu. For more information, refer to Getting Around JAZZ.

It is necessary to close a function, or at least exit from the Modify mode, before a new
selection can be made from the Main Menu. To exit from the Modify mode, it is
necessary to Save or Cancel the current activity.
Edit Bar
Throughout most JAZZ functions, the Edit bar allows easy access to and editing of
records. It is found to the left of the functional window in the Work Space. Buttons
contained on the Edit bar are described below.

Button Icon Description

Print Print the database for the displayed screen.
Save Save the master file for the displayed screen to a
comma-delimited text file.
Add Add a new record.
Delete Delete a record.
Modify Modify a record.
Reset Reset the screen
Save Save the record.
Cancel Cancel the operation.
First Go to the first record.
Previous Go to the record immediately preceding the current
one.
Next Go to the record immediately following the current
one.
Last Go to the last record.
Explore Search/browse for records.

Open Window List

The Open Window List contains a listing of open screens or functions. Use the down
arrow on the right to reveal a drop-down listing of windows that are still open, and
highlight the window you wish to return to.

Work Space

The Work Space:

The Work Space is the area reserved for screens required by the various functions. The
contents vary depending on the function being performed. The Work Space usually
contains the Edit bar and open function windows.

To close a window:
To close a window in the Work Space, select the small x icon next to the Open
Window List.
Lookup Button
Throughout JAZZ, fields will often be accompanied by a lookup option indicated by the
Lookup button. or This feature allows browsing of available field values and
easy selection of the desired one.

Setting Up JAZZ

Prior to JAZZ installation, specific information relative to the property is collected and
pre-loaded so that JAZZ can begin its work as soon as the physical installation is
complete. System set-up is typically completed by an SDD representative using data
provided by property representatives who are familiar with the property's telephone
system and call accounting needs. SDD recommends the following steps, in the order
stated, for initial and subsequent JAZZ set-up:

Establish the Company, Organization or Property Hierarchy (Divisions, Departments,

and Sub-Departments)
Define Building Codes (optional)
Create a Billing Plan for Each Type of Extension (defaults for Admin, Tenant,
Convention and Guest Bill Plans are pre-loaded)
Define Extensions
Define Authorization Codes (optional, if Authorization or Access Codes are used at the
property)
Define Application Defaults (Company information, Tax Percentages, Call Storage, and
Auto-Create default values)
Configure Answer Timers (optional, not used if the PBX has trunk answer supervision)
Define Trunks (optional)
Complete the Tax Matrix (turning on or off tax assessment per jurisdiction code)
Configure Alarms (optional, but highly recommended)
Map Area Codes as needed

Establishing the Company or Property Hierarchy

Each property in JAZZ must have a defined organizational hierarchy. This involves
division, department, and (optionally) sub-department designations within the property to
reflect extensions associated with administrative, guest room, tenant, and convention
areas. Each extension can then be assigned within the appropriate hierarchy so JAZZ
can identify calls and print reports according to this structure. For example, JAZZ can
use this information to generate a report listing all calls made for the month of December
by the Housekeeping Department.

To set up the hierarchy:

  Select JAZZ Configuration then Company Hierarchy from the Main Menu. The
Company Hierarchy screen will appear.
 To view all departments and sub departments, select All from the Show
selections. To view only departments and sub departments that report to the
selected division, select Related Only from the Show selections.
 Select the type of entity within the organization desired using the applicable radio
button: Division, Department or Sub Department. The appropriate area of the
Company Hierarchy window will become active.
 Select Add from the Edit bar. The cursor will appear in the Code field.
 Enter a code for the entity.
 Use the mouse or Tab key to place the cursor in the Description field.
 Enter a description of the entity.
 Select Save from the Edit bar.
 Repeat steps 3-9 for each division, department and sub department.

The Company or Property Code is the first and highest tier of the hierarchy. While it is
possible to have multiple Company Codes, many properties use just one, with the
Company Description generally being the property’s name. The Company or Property
can only be set up by SDD.
The Division usually coincides with company divisions and is the second tier. The
Division Code can be up to 10 alphanumeric characters. The description can include up
to 25 alphanumeric characters.

The Department usually coincides with property departments such as Sales or

Registration. The Department Code can be up to 10 alphanumeric characters. The
description can contain up to 25 alphanumeric characters. NOTE: Each Department
Code must be unique; for example, Department Code 120 cannot be assigned under
two different Division Codes.

The Sub Department might further divide a department, such as Room Sales versus
Catering Sales. It is an optional code. The Sub Department Code can be up to 10
alphanumeric characters. The description can contain up to 25 alphanumeric characters.

Important
Once defined, a division, department or sub department code cannot be modified. Only
the description associated with these codes can be changed. To change the code, delete
the record and add a corrected code. Note that a department or sub department with
active extensions cannot be deleted.

Defining Extensions
After the company hierarchy is established and billing plans are set up, extensions can be
defined. Each extension on the property must have an extension record in JAZZ
identifying it for billing purposes and for associating calls to the extension from which it
was made. Each time an extension is used, JAZZ records the call information and
assigns applicable charges. JAZZ includes four call categories: Guest (G),
Administration (A), Convention (C) and Tenant (T).

If an extension is not defined in JAZZ, JAZZ's Auto create feature will create it and
categorize it according to the defaults set up in the Auto create template. These defaults
normally use the properties accorded to Administrative extensions. Where applicable,
you should make sure that all guest extensions have been set up in the system prior to
starting JAZZ to ensure that all guest calls will post to the Property Management System.

To define or change an extension record:

 Select Primary Extensions from Extensions/Auth Codes in the Main Menu. The
Primary Extensions window will appear.
 Select Add or Modify from the Edit bar. The fields will become active.
 Use the mouse or the Tab key to move through the fields and complete them:
Extension The extension number to be defined.
Division The company division to which the extension is assigned. This
field cannot be directly accessed, as JAZZ will assign the
appropriate division according to the
Dept. Value that is entered below it.
Dept. The company department to which the extension is assigned.
Sub. Dept. The company sub-department to which the extension is assigned.
(optional)
First Name If the extension is assigned to an individual, the first name of that
person.
Last Name If the extension is assigned to an individual, the last name of that
person. If the extension is not assigned to a person, some other
meaningful descriptor would be helpful for future use. The Last
Name field is a look-up category in the Extension and the
Authorization Code screens.
Call Category Category of the call, i.e., Administrative, Guest, Convention, or
Tenant.
Bill Code The code for the applicable billing plan.
 Cost Center Indicates the general ledger account with which JAZZ should
associate the extension (optional).
PBX No. The PBX to which the extension is assigned; many properties have
only one. (optional)
Building The building to which the extension is assigned; many properties
have only one. (optional)
E-Mail ID For informational purposes. (optional)
Room # The room number where the extension is located. (Required for
guest extensions at properties using guest centric billing)
Track Incoming Whether JAZZ should record calls received at this
extension. The PBX must be able to accommodate this feature.
JAZZ will also record the caller ID if this information is passed
along from the PBX in the raw call record. (optional, in that the
default values are taken from the Application Defaults screen)
Track Outgoing Whether JAZZ should record calls originating from this
extension. (optional, in that the default values are taken from the
Application Defaults screen)
Track Internal Whether JAZZ should record internal calls from this
extension. The PBX must be able to accommodate this feature.
(Optional, in that the default values are taken from the Application
Defaults screen)
 Select Save.

The Replicate Extension button allows easy duplication of records when creating many
extension records with similar properties. This is particularly useful in setting up guest
extensions.

To create a range of extensions with the same properties:

 Create the first extension as described above.
 Select Replicate Extension. The Replicate Extension window will appear. The
extension number to replicate will appear at the top.
  Enter the first extension in the range to be created in the Start Extension field.
 Enter the last one in the End Extension field.
 Select Create. A confirmation window will appear asking if you wish to overlay
any existing extensions with default values.
 If you wish all the data to be replicated, including first and last names, etc., select
Yes. The window will appear with an additional field: Status and the message
Processing Complete. If you do not wish to replicate all the data, select No and
make any desired changes, or select Cancel to exit this window.
 Select OK.

If you wish to modify any information in the range of extensions just replicated (if all
fields but the names, for example, remain the same), modify these entries individually.
The screen will return to the extension selected as the one to use for replication.
Selecting the Next button will bring you to the next sequential extension number, or
select Explore if the extensions to modify are not in consecutive order.
Warning
Selecting the Delete button from the Replicate Extension window will delete the range of
extensions indicated.

To delete an extension:
 Select Primary Extensions from Extensions/Auth Codes in the Main Menu. The
Primary Extensions window will appear.
 Select the record in question.
 Select Delete. A confirmation window will appear.
  Select Yes.

To Preview and Print a Primary Extension Report:

 From the Edit Bar, click on the printer icon
 Input the selection criteria i.e. Division, Department, Call Category, Bill Code
Extension.
 Select the “Page break by Department” check box to create a page break per
each department. (Optional)

Defining Secondary Extensions

Secondary extensions are entered into JAZZ when a property has more than one phone
line in the guest rooms (often as a second plug on the guest room phone for laptop use.)
Usually, the PMS is loaded with primary extensions, but not with secondary. JAZZ is
able, via the mapping of secondary extensions, to translate secondary extensions to the
primary extension in the posting record. The secondary extension (and even a third
extension, if applicable) is mapped to the primary extension of the guest room. When
performing call inquiries, only the primary extension is required to obtain information
about both.

To define a secondary extension:

 Select Secondary Extensions from Extensions/Auth Codes in the Main Menu.
The Secondary Extensions window will appear.
  Select Add from the Edit bar.

 Enter the number of the primary extension or use the Lookup button to select a
primary extension in the Primary Ext. field.
 Enter the number of the secondary extension in the Secondary Ext. field.
 Select Save from the Edit bar.

Defining Building Codes

Building codes are established for use in assigning extensions to a specific building on
the property. Since many properties have only one building or do not care to track calls
by building, building codes are optional.

To define a building code:

 Select Building Codes from JAZZ Configuration in the Main Menu. The
Building Codes window will appear.

 Select Add from the Edit bar. The Building Code and Description fields will
become active.
 Enter the desired Building Code.
 Enter a Description.
 Select Save from the Edit bar.

Call Inquiries

The Call Inquiry window displays a listing of all the calls that have been processed and
provides details about each call. Call Inquiries is especially convenient for looking up all
the calls made on a particular date and by an extension, department or authorization code.
This is often useful for looking up all the calls made by a guest who is asking about their
phone charges or for investigating administrative phone abuse.
To look up specific calls, enter information into the following areas:

Select Call Date and Time

 Call Date: Enter the call date of the calls to display.
 Begin with Call Time: Enter the beginning time of day of the calls to display or
accept the default time. Any calls made after the beginning time on that date will
be displayed.
Show Only
Outgoing, Incoming, Internal: Click on one or more call types to display. Note
that incoming calls will only appear if the PBX is programmed to send JAZZ
incoming call information including caller identification information and JAZZ
has been configured to accept and process that information.
View Only
Call Placed By: Select the origin of the calls to be displayed based on Extension
Number (which includes calls made from both the primary and secondary
extension numbers when the primary extension number is entered), Secondary
Extension Number (which shows only the calls made from the secondary
extension), Room Number, Department Number and Authorization Code.
Call Category: Select the category of extension that made the calls that should be
displayed. Choose from Guest, Administrative, Convention, Tenant or All
categories combined.
Call Destination: Select the jurisdictions of the calls that should be displayed.
Double click on one or more jurisdictions.
Once the above information has been entered, click on the Search button to view the
results of the selection. All calls meeting the search criteria will appear in under View
Call Records. In order to cycle through the entire listing of the matching calls, use the
arrow buttons to see the first(<<), next(>), previous(<) or last record(>>).

To see details for a particular call record, highlight the record by clicking on it under
View Call Records. The details and charges will appear to the right. To get further
detail on the record including the time it took to process the record, click on the View
Processing Details button. To understand the pop-up box, please refer to the section of
the user guide entitled Understanding the PBX Data Analyzer Tabs.

To understand why a particular bill plan was used to cost the call, click on the Explain
Bill Plan button. The Guest Centric Rule that was applied was will be explained. For
further explanation on the Explain Bill Plan button, see the section of the user guide
entitled Explain Bill Plan.

To print, export or email a list of calls, click on the Publish button. From the Calls
Placed By drop down menu, select the extension or authorization code that made the
calls, then select the Date From and To range, and the Time From and To range. Next,
select the preferred method or methods of distribution: to the screen, to a printer, to a file
or to an email address. For further explanation on the methods of distribution, see the
section of the user guide entitled Publish.
Practical Examples:

To research a specific call in response to a guest question about phone calls he placed:
Select Call Inquiries from Calling Activity in the Main Menu. The Call Inquiry
window will appear.
Enter a date or select a date in the Call Date field.
Enter a time in the Beginning Time field.
Select Extension from the Calls Placed By drop down menu. Enter the guest’s
extension number or click on the question mark to select the extension from a list
of all extensions in the system.
Select All from the Call Destination drop-down menu to see calls for all
jurisdictions.
Select All or Guest from the Category drop-down menu to narrow the search.
Check the Outgoing box from the Show Only section.
Click on Search.
The View Call Records field will update to contain a listing of all calls made from
the guest's room on that date.
Select a specific call record to view call details and charge details.
Select the Print icon to print a listing of the calls for the guest.

To investigate the origin of a particular outgoing call:

 Select Call Inquiries from Calling Activity in the Main Menu.
 The Call Inquiry window will appear.
Enter a date or select a date in the Call Date field.
 Enter the approximate earliest time the call may have been made in the Beginning
Time field.
 Since not much about the origin of the call is known, select the All Calls Placed
from the Calls Place By drop down menu.
 Select All from the Call Destination drop-down menu to see calls for all
jurisdictions.
 Select All from the Category drop-down menu.
 Since it is known that the call is outgoing, select Outgoing and deselect
Incoming and Internal beneath Show Only.
 Click on Search.
 The View Call Records field will update to contain a listing of all calls made that
meet that criteria.
 Scroll through the calls using the First, Next, Previous and Last buttons as
needed to locate the call in question.
 Select a specific call record to view call details and charge details.
Select the Print icon to print a listing of the calls.

Revenue Analysis Window Overview

The Revenue Analysis window contains many features for viewing call cost and charge
figures.
 Refresh Export Analysis Cool Hot
Screen Data Type Day Day

Previous Next
Month Month

Call Refresh
Category Options

Month

Year

Year
Scroll

Moving clockwise around the window, fields in the Revenue Analysis window are as
follows:
Year Scroll Scroll backward and forward to select the desired year.
Year Display the selected year.
Month Display the selected month. Notice the drop-down menu
option next to the Month field. It allows selection of a
different month.
Call Category Narrow the search by type of call: All, Administration,
Convention, Guest or Tenant.
Previous Month View of the same data for the previous month.
Refresh Screen Update the data to include up-to-the-minute call information.
Export Data Output the data to a data file.
Analysis Type Choose what types of charges/costs to include.
Cool Day Notice the colors of the values for each day. Cool days, or
days with little activity, are shown in blue. Hot days, those
with more activity, are shown in red. The Cool Day field
allows the user to define what value below which a day should
be considered a cool Day.
Hot Day Define what value above which a day should be considered a
hot day.
Next Month View the same data for the next month.
Refresh Options Determine whether the data should be refreshed automatically
every 5 seconds or remain static for this revenue analysis
session.
Performing a Revenue Analysis
The Monthly Revenue Analysis window contains a rolling calendar displaying call data
including the number of calls, total charges and/or total billings. You can drill down this
data to see the actual calls that were made on a given day. This feature assists property
managers in gathering information concerning call costs and revenues. Charges, costs,
surcharges and taxes can be viewed month-at-a-glance by category of call and date.
Though actual call data is purged periodically, the summary is kept in JAZZ indefinitely.

To perform revenue analysis by month:

 Select Monthly Revenue Analysis from Calling Activity in the Main Menu.
The Revenue Analysis window will appear.
Refresh Export Analysis Cool Hot
Screen Data Type Day Day

Previous Next
Month Month

Call Refresh
Category Options

Month

Year

Year
Scroll

 Select the type of calls desired from the Call Category drop-down menu.
 Select a month from the Month drop-down menu.
 Scroll through the Year fields to change the year, if necessary.
 Select the type of costs/charges desired from the Analysis Type radio buttons.
 To see changes since the last time the window was refreshed, select the Refresh
Screen icon.
 To change the limits of cool and hot days, use the Cool Day and Hot Day scroll
arrows.
 To view the previous month's results for the same set of values, select the
Previous Month arrow.
 To view the next month's results, select the Next Month arrow.
 To keep data from being updated with recent call data, select Suspend Refresh
from the Refresh Options drop-down menu.
To see more in-depth information:
 Double-click on a day and a record of every call made will be displayed by
jurisdiction.

To export the data:

 Select the Export Data icon. The Enter Export File Name window will
appear.
  Browse to the correct directory and enter a file name in the File name field. Add
a .txt extension to the file name to indicate that the file should be a text or ASCII
file.
 Select Open. The file will be saved. The data can be accessed using most word
processing or spreadsheet applications.

Reports
This section describes how to generation, view, and print reports.

Report Server
The report server generates reports. If one is used, it allows the user to continue with
JAZZ functions while reports are being generated. If a report server is not used, JAZZ
reports must be run from a local workstation, and no additional work in JAZZ can be
performed until the report has been generated. See Understanding JAZZ Processes and
Databases.

Available Reports
JAZZ has a wide variety of reports available to users to sort, group, and display calling
activity by some or all call categories. For reporting purposes users can define the date
and time range, type of call to print (i.e. incoming, outgoing, and internal), specific
divisions and/or departments, the jurisdiction of the calls placed, and even individual
extensions (or range of extensions). Reports are generated from the Reports menu.
Reports can be generated on an automatic, scheduled basis or on demand. Pre-defined
JAZZ reports include the following.

Area Code Summary Report

This report tallies the quantity of calls to all area codes within a specified date range. It
includes the total duration, the average duration, cost, surcharge, tax, and total charge for
each area code. This is useful in researching calling patterns by guests and/or
administrative users.

Authorization Detail Report

This report displays call data sorted by the authorization code used to place the call,
regardless of the extension from which it originated. The calls are broken down by
jurisdiction and the displayed information includes date, time, duration, digits dials,
destination, cost, surcharge, tax, and total charge. This report is useful for audit purposes
and in establishing administrative budget allocations.

Calls Costing Over Specified Amount Report

This report shows calls costing more than a specified amount in ascending or descending
order for the date range, cost threshold, and type of calls selected. The report can list the
calls within a division or department in extension order. This report is similar to the
Most Expensive Calls Report except that it allows the user to define a threshold amount.
This report is useful in analyzing call surcharges and fees and for identifying phone
abuse.

Cost Center Report

This report prints call records by cost center if a cost center was assigned to an extension
in the Primary Extensions window. The report comes in two parts: detail and
summary. In the detail, data includes the call date and time, extension, number dialed,
duration, destination (or the fact that it is an incoming call), cost, surcharge, tax, and
total. The summary portion includes the quantity of incoming calls, the quantity of
outgoing calls, cost, surcharge, total cost, total tax, and total amount billed. This report is
useful for breaking down call costs by cost center.

Chronological Detail Report

This detail report lists call records within a specific date and time in chronological order
as they are passed from the PBX; if Totals by Trunk Grp/No is requested, the report
will list the call records in chronological order for a specific trunk or for all trunk
numbers and identify which trunk and group the calls passed through. The report prints
the extension, call date, call time, duration, number dialed, city/state, total billed, trunk
group, and trunk number. This report is useful in resolving discrepancies identified
between the Jurisdiction Summary Report and the PMS reports because it lists each
individual call recorded by JAZZ. This report is also helpful for reviewing your phone
bill and identifying who made a particular phone call that is displayed on your bill.

Daily Error Report

This report lists processed and unprocessed call records that triggered an error or
condition in JAZZ (e.g., extension not on file, authorization code invalid, extension
automatically created, or area code or exchange invalid). An item might appear because
the auto create function was used to create an extension, authorization code, or trunk. It
is recommended that this report be run daily so that corrections can be made within JAZZ
to preclude future similar errors.

Department Detail and Summary Reports

These reports list call data by department. The detail report sorts and tallies calls by
jurisdiction and includes the call date, time, duration, digits dialed, destination, cost,
surcharge, tax, and total. This data is broken at the division, department, sub-department,
and extension levels. The summary provides the quantity of outgoing, incoming, and
internal calls; the total calls; cost; tax; surcharge; and total charge by extension within
each department. These reports are useful in auditing department-level calling activity.

Division Summary Report

This report summarizes calling activity for each department in a division. For each
department, this report tallies the outgoing calls, incoming calls, internal calls, total calls,
cost, surcharge, tax, and total charge. This report is useful for viewing cost and quantity
information from a divisional level.
Extension Detail Report
This report lists call records by specific extension, date range, and type and can be sorted
numerically by digits dialed, time/date or by extension. The report page breaks by
extension and prints the call date/time, digits dialed, city, state and total cost. It also
totals the number of calls and costs and includes the average duration and average cost.
This report is useful because it displays all call activity by extension for auditing
purposes.

Extension Summary Report

This report tallies, by extension, the incoming, outgoing, and internal calls; cost;
surcharge; tax; and total charges. This report provides extension activity at a glance for
auditing purposes.

Jurisdiction Summary Report

This report tallies calls within a specific date and time by jurisdiction calling area (i.e.,
local, international, intrastate) and provides quantity, total duration, total cost, total taxes,
total surcharge, and grand total charge for each jurisdiction. It then provides these totals
for all jurisdictions added together for the specified time period. This report is most often
used for night audit purposes. These figures should match those reported by the PMS for
the identical time period. This report is also useful in identifying how many toll free or
local calls have been made vs. direct dial calls in analyzing changes in telephone revenue.

Longest Calls Detail Report

This report shows the longest duration calls in ascending or descending order for the date
range, duration threshold, and type of calls selected. The report can list the calls within a
division or department in extension order. This report can be used to uncover guest
calling patterns as well as identifying any phone abuse.

Most Expensive Calls Report

This report shows the most expensive calls in ascending or descending order for the date
range and type and the number of calls selected. The report can list the calls within a
division or department in extension order. The report lists the originating extension, date,
time, name of caller, duration, digits dialed, destination, and total charge. This report is
useful for determining certain calling patterns, establishing surcharge strategies, and
uncovering abuse among administrative staff.

Most Frequently Dialed Number’s Report

This report lists numbers dialed according to frequency, the value for which is set by the
user. This report includes the digits dialed, destination, optional description (if you
entered the description in the frequently dialed numbers file) total number of calls, total
duration, and total costs. This report is useful in determining which telephone numbers
are dialed the most by individuals on the property and for also uncovering phone abuse.

Phone Number Finder Report

This report identifies which extension was used to dial a particular telephone number and
on what date and time the number was dialed. If all the digits dialed are not known, wild
card search of the number on the screen can be performed and the system returns all
possible matches. This is useful for troubleshooting and investigating abuse problems.

Rate Table Report

This report allows the user to select a specific rate class that is loaded on the rate table
and view the per-minute charges for every area code and country code that is included in
that rate class. The report also includes costs for 1-, 5-, and 10-minute calls to each
destination.

Telephone Revenue Summary Report

This report lists telephone call costs, taxes, applicable surcharges, surcharge taxes, and
total charge by jurisdiction code for a specific date range. This report is similar to the
Jurisdiction Summary Report, except it breaks out taxes by tax type. This report is also
used for balancing calls in JAZZ with calls posted in the PMS during night audit.

Trunk Detail Report

This report lists details of calls placed from each trunk sorted by jurisdiction code. It
includes call date and time, extension that placed the call, digits dialed, cost, surcharge,
tax, and total charge. This report is useful in displaying calls by trunk. If you select the
option to print out exceptions, this report will also print out calls which should not have
gone over a particular trunk based on the jurisdiction code (i.e. local vs. interstate) for
least cost routing analysis.
Trunk Traffic Report
This report lists quantity of calls made on each trunk according to the time of day. The
report is broken down into 1-hour segments and shows number of calls, duration of calls
in minutes, average duration of calls in minutes, and cost of calls.

Generating Reports

JAZZ offers many reports for revenue analysis, department charge back, system
maintenance and more.

To generate a report:
 Select Report Generation from Reports in the Main Menu.
 Select a category of reports such as Call Accounting, IP Billing or Convention
Reports. The categories of reports that appear in the menu will vary depending
on the JAZZ modules installed at the property. The Report Generation window
will appear with a list of appropriate reports.
 Select the desired report from the Select Report list.
Define Report Criteria to narrow the report results. Enter or select the desired
criteria:

Date Range
Call Date From Narrow the report results to calls no earlier than this date.
To Narrow the report results to calls no later than this date.
Starting Time Narrow the report results to calls no earlier than this time.
To Narrow the report results to calls no later than this time.

Filters (Note for each of the filters, the criteria may be entered in manually or
selected from a pop-up lookup box. When entering the information
manually, more than one item (such as an extension) can be listed by
separating the items with commas. To manually enter a range, place a
dash between the numbers. When using the lookup box, select one or
more items by double-clicking on each item in the list, which will mark
the item with an asterisk, and then click ok.
PBX Number: Narrow the report results to calls processed through this PBX
or leave blank to include all.
Jurisdiction: Narrow the report results to calls to this jurisdiction code or
leave blank to include all.
Extension: Narrow the report results to calls originating from this
extension or leave blank to include all.
 Division: Narrow the report results to calls originating from this
division or leave blank to include all.
Department: Narrow the report results to calls originating from this
department or leave blank to include all.
Sub Department: Narrow the report results to calls originating from this sub
department or leave blank to include all.
Building: Narrow the report results to calls originating from this
building or leave blank to include all.

Call Types
o Select one or more call types from the list of All, Incoming, Outgoing and
Internal.

Call Category:
o Select one or more call categories from the list of Administrative, Guest,
Tenant, Convention and All.

Sort-By dropdown:
o Some reports provide optional methods of sorting. Where applicable,
select the preferred method of sort.

Report Specific Criteria:

o Many reports will include an area for report-specific criteria. Complete
those as indicated.

 Enter Email Addresses to Receive Report if the report should be emailed. To

enter an email address, click on Add Email then type the email address in the
space indicated. To delete an email address that was entered in error, highlight
the email address and click on Delete Email.

 Select Submit to generate the report. A confirmation window will appear.

 The criteria selected for the report will be maintained for generating subsequent
reports until this screen is closed by hitting the “X” in the upper right corner or
until clicking on the button “Clear Criteria”.
 To view the report, select Report Preview for the JAZZ menu.
 Select Exit to leave the Report window.
Scheduling Reports

Reports can be generated automatically on a daily, weekly, or monthly basis using

Scheduled Reports.

To schedule a report to be automatically generated:

 Select Scheduling from Reports in the Main Menu. The Scheduling Reports
window will appear.

 Select the frequency that the report is to be generated: Daily, Weekly, or

Monthly from the top of the window. The default is daily.
 Click on Select Report to Schedule. A list of the available reports will pop up.
 Select the desired report from the list. Click OK. The Report Selection Criteria
will then become active.
 Click on the button Schedule Frequency. The report frequency window will pop
up.
 In the pop up box, select the days and times the schedule report should run. The
Select All and DeSelect No buttons allow the user to quickly select all days of the
week or no days of the week, respectively.
 Click OK.
 Specify the desired report selection criteria.
 Select desired call types from the Call Types field.
 Select desired call categories from the Call Categories field.
  To have copies of the reports emailed out, enter in the email addresses of the
individuals who should receive the report on the lower left of the screen.
o To add an email address, click Add Email and type in the email address.
o To delete an email address, highlight the email address and click Delete
Email.
Note: In order to send emails outside the property’s domain, the email server
must be configured to do so. Otherwise, only email addresses within the
company will receive emails from JAZZ.
 Select Save to send the request to the report scheduler. The report will be
automatically generated at the next scheduled occurrence.
 Select Exit to leave the Report window.
 To view scheduled reports, go to the Reports Preview Screen. See Previewing
Reports.

To remove a list from the automatically generated list:

 Select the report to be deleted.
 Select Delete Scheduled Report from the Scheduling Reports window.

To modify report selection criteria

 Select the report to be modified.
  Click on Modify Criteria for a Scheduled Report. The Report Selection
Criteria options will become active.
 Select Save.

Previewing Reports

Reports creating using the Report Generation or the Schedule Reports screen can be
viewed using JAZZ Print Preview. Additionally, once a report is opened in Print
Preview, JAZZ can search through the report for specific words or characters (any
alphanumeric string).

Report Preview

To view a report:

 In the JAZZ main menu, click on the property where the report was ran or
scheduled
 Click on Reports
 Click on JAZZ Print Preview
 Select Status of the reports to list by clicking on the appropriate radio button. By
default, a list of the Completed reports that were generated On Demand will
appear.
 Completed List only completed reports.
Running List the report that is in the process of being generated.
Cancelled List reports that have been cancelled.
Submitted List reports that have been submitted and are waiting to be
processed.

 Select Report Currently Scheduled by selecting the appropriate radio button.

On Demand List reports that were generated using the Report
Generation screen rather than through Report Scheduler
Daily Report List reports that are automatically generated every day.
Weekly Reports List reports that are automatically generated every week.
Monthly Reports List reports that are automatically generated every month.

 To sort the list of reports, double click on the column heading for Report Name,
Report Title or Report Date. These column headings contain a double asterisk
for easier reference.

 Use the Report Functions buttons to:

Monitor View what percentage of a selected report is complete.
Cancel Cancel a report regardless of its status.
Delete Delete the selected report.
View View the selected report. A cover sheet will also appear with
summary information.

 To open the report, highlight the desired report and either double click on it or
click on the View button.

To search through a report:

 After the report is open, type the alphanumeric character string that JAZZ should
search for in the box next to Search. Then, click on the search button. The first
instance of the search string will be highlighted. Continue to click on the search
button to go to subsequent instances of the search string.

Search Button

To navigate through a report:

 Use the arrows under Select Navigation options to scroll through the pages of a
viewed report: |< for first page, < for previous, > for next and |> for last.
 To go directly to a particular page, enter the page number in the yellow “goto”
box and then click on the search button to the left of it.
 To increase or decrease the size of the font for viewing purposes, click on the
zoom in or zoom out button.
  To close the report being previewed and go back to the list of reports, click on the
Back button under List Reports.
 To close the report being previewed and the print preview screen, click on the X
on the upper right next to the navigation drop down bar. The bar will contain the
words Print Preview.

“Goto” box and

Search Button.

Back to List of Reports

Navigation Buttons

Utilities
Guest Quote
The Guest Quote function is used when a guest wants to know how much a call will cost
in advance of the guest making it. This information can be provided to the guest without
disclosing to the guest the actual cost or profit of the call. Guest Quote is useful for
showing guests because it does not divulge too much detail about call costs. For more
call cost information, use the Rate Analyzer or the Interactive Call Coster.

To obtain a guest quote:

 Select Guest Quote from Utilities in the Main Menu. The Guest Quote window
will appear.
 Use the Lookup button or enter a guest extension number in the Extension field.
 Enter a telephone number in the Digits Dialed field. For long-distance numbers,
include the “1. For international numbers, include the “011.
 Enter a call date or let it default to today’s date in the Call Date field.
 Enter a call time or let it default to the current time Call Time field.
 Enter a duration in the format of hh:mm:ss in the Duration fields. For example,
00:02:00 is 2 minutes.
 Enter an authorization code in the Auth Code field, if applicable.
 Click on Calculate Charges. The JAZZ system will identify the city and state
called, the rate class, and the call category. It will show the total charge of the
guest call.
 To leave the Guest Quote function, select Exit.