Skip to main content
Tips & FAQ

Tips & FAQ

Practical answers to common questions — credit notes, exports, SFTP access, delivery slips, rate plans with overage, CDR uploads, VAT handling, leasing, and automatic price changes.

Unmatched Phone Lines

Navigate to Main menu → Tools → Unmatched lines/numbers to see phone lines or numbers that could not be matched to a folder during billing.

The ideal state for this list is empty. If entries appear, it means some lines in your CDR data are not associated with any client folder and will not be billed.

Tip: Check this list before every billing run to avoid surprises. Unmatched lines often indicate a new service that has not yet been added to the correct folder.

Exporting the Sales Journal

To export your accounting data:

  1. Navigate to Accounting → Accounting exports
  2. Select the date range
  3. Choose the export format
  4. Click "Schedule"

The report will be generated and sent to you by email once processing is complete.

Payment Due Dates on Invoices

Payment due dates can be configured at two levels:

  • Global setting: Click your name → Organisation to set the default payment terms for all invoices
  • Per-folder override: Open the folder, go to the Payment and balance section, and set a custom due date that overrides the global default

Tip: Use per-folder overrides for clients with negotiated payment terms that differ from your standard conditions.

Accessing Invoices via SFTP

BlueRockTEL provides SFTP access to your generated invoices and data files.

  1. Click your name → Info
  2. Copy the SFTP credentials (the connection uses port 22)
  3. Connect using an SFTP client such as FileZilla
  4. Navigate to the Production folder, then to the relevant month
  5. Open the invoices-pdf folder to find your PDF invoices

In addition to PDF files, you will also find invoices in .json and .xml (UBL) formats in the same directory, useful for automated accounting integrations.

Identifying Empty Folders

To find folders that have no invoices or revenue:

  1. Navigate to Documents → Folder exports
  2. Open the exported Excel file
  3. Look at the following columns:
    • Column B — folder status
    • Column S — invoice count
    • Column T — revenue

Folders where both Column S and Column T are zero are empty folders with no billing activity.

Tip: You can access any folder directly via its URL by replacing the folder number in the address bar. This is a quick way to jump to a specific folder without navigating through menus.

Monthly Billing with Annual Articles

If you need to bill a client for both monthly and annual services, create two separate folders — one for monthly items and one for annual items. Do not mix billing frequencies within a single folder.

Configure the billing frequency for each folder in the Payment and balance section of the folder settings.

Generating Delivery Notes

Delivery notes document the physical shipment of equipment or activation of services.

  1. Open the folder and add the relevant articles
  2. In the Shipping section of the article, check "Includes delivery"
  3. Fill in the delivery dates and status
  4. Save

The delivery note will appear in the Documents section of the folder.

Important: Each article on a delivery note can only be used once — it cannot be reused on another delivery note. If you need to create a delivery note that groups multiple articles together, use the "Grouped folder actions" feature instead of creating them individually.

Rate Plans and Overage Management

BlueRockTEL supports rate plans with included usage allowances and configurable overage billing.

To configure a rate plan:

  1. Open the folder and click Edit
  2. In the technical section, locate the VoIP pricing and/or VGA/VGT pricing sections
  3. Define the plan limits:
    • Number of calls included
    • Destination numbers included
    • Duration allowances
  4. Choose between combined (fixed + mobile pooled together) or separate (fixed and mobile tracked independently) plans
  5. Check "Bill overages" to activate overage charging when the client exceeds their allowance

Note: Use "-1" as the value for any limit field to indicate truly unlimited usage with no overage possible.

Tip: Always create a test batch and run a pre-production cycle to validate your rate plan configuration before going live. This ensures that overage calculations, included allowances, and destination matching all work as expected.

Uploading CDR Files Manually

If you need to upload Call Detail Record (CDR) files manually:

  1. Click your name → Info and copy the SFTP credentials
  2. Connect with an SFTP client such as FileZilla (port 22)
  3. Navigate to the "cdr" folder
  4. Open the appropriate provider folder
  5. Deposit your CDR files

After uploading, run a pre-production cycle to verify that the records are processed correctly. Once a production billing run completes, processed files are automatically archived to the "cdr-old" folder.

VAT Handling

BlueRockTEL applies the current VAT rate automatically by default. For special VAT scenarios, adjust the settings on the folder:

ARCEP Auto-Liquidation

For telecom operators subject to ARCEP auto-liquidation rules:

  1. Uncheck "Subject to VAT"
  2. Check "Apply auto-liquidated VAT"

EU Clients Without VAT (VIES-Registered)

For intra-EU business clients with a valid VIES registration:

  1. Uncheck "Subject to VAT"
  2. Set the Geographic zone to "Europe"

Invoices will be generated with the standard VAT exemption clause for intra-EU supplies.

Leasing Management

BlueRockTEL supports leasing workflows where a financing company pays for equipment used by the end client.

Setup

  1. Create the financing company as a client in BlueRockTEL
  2. In the financing company's commercial information, check "Financier"
  3. Create a folder for the end client
  4. Add the leased items to the folder
  5. Configure the financing details: select the financing company and specify the lease term

Document Generation

  • Generate a quote addressed to the end client for the financing company's records
  • The invoice is generated under the financing company's name
  • The folder is automatically marked as "Third-party payer"

Automatic Price Increases

To schedule an automatic price change on a service (for example, a promotional rate that reverts to full price after a set period):

  1. Add the same article twice to the folder
  2. First instance: Apply the discounted price and set an end date
  3. Second instance: Set the full price and configure a start date that begins the day after the first instance ends

The system will automatically switch from the discounted article to the full-price article at the transition date, with no manual intervention required.

Tip: This technique works for any scheduled price change, not just promotional-to-standard transitions. You can use it to implement contractual step-ups, annual rate adjustments, or any other time-based pricing change.