For each line of service we have, I use Access to track the user name, manager name, phone make/model, ESN/HEX/DEC numbers, plan minute allowance, whether or not the user has messaging features that cost extra (and how much the cost is if they do), plan cost, vendor, vendor account number, number of actual minutes used, actual invoice cost, any extra charges (i.e., directory assistance, overage fees, etc.). I also have a "Comments" memo field in Access in which I type any comments (regarding plan changes, phone swaps, etc.). When I'm preparing my reports for management, I run a query of the specific vendor account number and month I want to report, then copy and paste that info into an email to send to the manager. If a manager needs call detail, I scan the appropriate sheets and email the .pdf file to the manager.
I've found that going through the invoices has been really good for our company, because there have been numerous times where I've found we've been charged for something we shouldn't have been. When our largest cellular carrier switched billing systems last October, they automatically put all 60 of our phones under contract (they weren't under contract prior to this). We had a few people leave and when I disconnected their phone (no one else to reassign it to), we were charged a $175 early term fee. It took four months to get those charges reversed and the remainder of our phones taken out of contract.
Our accounts with the carriers are all password protected, but I've seen instances where somehow something gets added to the account (i.e., night and weekend minutes that cost extra). The user doesn't know the password, and lo and behold, adding that feature extends the contract.
No gangsta's here, just lots of users who have no regard for their monthly plan allowance. :-(
We use Nextel for out IT Department and those phones do have pooled minutes and it's saved us numerous times. Our other users (sales and execs mostly) have single-rate, national plans and we haven't been able to get pooled minutes for those folks. We just had someone use over 300 minutes OVER their monthly allowance. Ouch!
I believe that Cingular bought AT&T Wireless. Only change I've seen so far is that AT&T now extends their nighttime minutes, so they now begin @ 7:00 if you have a price plan priced at (I think) $39.99 or higher.
Sorry for the long post.. You two are the first I've seen who do anything with the cellular invoices - most companies just have A/P pay the invoices without looking at them. I'd like to have like an unofficial user's group or something of people who deal with the vendors and go through the invoices - there's a lot more to it than people realize.
