T Analyst - How to videos

[Text on screen] T Analyst

[Narrator] Welcome to T Analyst, your invoice reporting and analytics tool

T Analyst gives you the ability to download invoices, assign services to cost centres and create customised invoice reporting.

On your T Analyst dashboard you’ll see a snapshot of your billing overview, in your ‘Monthly charges’ graph and in your ‘Charges per category’ graph.

Underneath that you’ll find quick links to common activities: latest invoices, customised reports, allocate services and a quick link to Telstra Connect.

If you’re new to T Analyst, you might like to make use of the support materials, which you can find here.

From the Billing tab, you can view up to 18 months of billing data.

You can also add account tags here, a simple way of tagging your accounts in a way that makes sense to you.

Tags can be used for anything from marking accounts with unexpected charges to grouping accounts by department, office location, or city.

You can customise your view in Billing, adding and removing columns according to the information that you want to see at any given time.

Click and drag columns to move them left or right. Use sparklines to give you a visual overview of your billing.

Save your personalised view, or choose from our three default ones. Billing can be filtered by cost centre, account number or account tag.

You can download an invoice or request invoices to be emailed out to you or other recipients.

The account activity page shows a summary or detailed view of your invoices. You can perform comparisons and drill down further into your invoice.

Select ‘Export table’ from any page to download the data that you are looking at.

From the Reporting tab, you can select ‘Cost allocation’ or ‘Reports’ where you can choose from a number of default Summary or Detailed reports.

You can generate reporting based on account tags, cost centres or individual accounts and services. You can select reports for a certain month, for a 3 month period, or choose your own custom date range.

These reports can be downloaded instantly or requested to be sent out on a recurring basis. One of the most downloaded types of report is the Bill Summary report.

While this report presents a summary, you can drill down into your data to see more detail on it from here as well. This one is in table format, and you can switch to a graph view by selecting the graph icon.

The Download centre enables you to view the past 30 days of requested invoices or reports and any future pending requested invoices or reports. It also enables you to view and edit future requests.

In the Setup tab there are a number of options: Within Hierarchies, you can create and manage cost centres, accounts and services. Remember to assign accounts before you assign services.

Use Microsoft Excel to view and edit hierarchies and then import them back into T Analyst. Watch our other how-to videos for a detailed tutorial of this feature.

In Descriptions, you can make your reports easier to read by adding descriptions that will appear next to mobile numbers, or next to time periods that correspond with your daily schedules.

In Tools, you have Filters, Markups and Budgets that can all be used to add extra value to your reporting. User Profiles enable you to update your preferences and manage other users' access levels.

In Account information, you can choose to hide or unhide accounts which will apply across all your billing and reports, to declutter your view.

Select Support in the page header from anywhere in T Analyst, to visit our dedicated support page.

On the T Analyst support page, you can read help articles, sign up for knowledge training sessions, and watch our other how-to videos.

(Outro)

[Text on screen] To know more, please visit https://www.telstra.com.au/business-enterprise/support/t-analyst

[Text on screen] T Analyst

[Narrator] Welcome to T Analyst

Creating a hierarchy in T Analyst allows you to allocate charges within your organisational structure.

It helps identify costs at a specific cost centre level. While you can run reports without them, we recommend you create a hierarchy to add value to your billing and analytics.

In this video we’ll cover this three-step process.

1. Creating a hierarchy and cost centre structure
2. Assigning accounts
3. Assigning services

[Test on screen] Part one: Cost centres and hierarchies

[Narrator] Within T Analyst, the name Hierarchy is a collective term used to describe a structure of cost centres and the accounts and services allocated to those cost centres.

Once your cost centre hierarchy is set up, you can create and run reports for individual cost centres and easily allocate charges.

From the Home tab select Setup followed by Manage hierarchies. On the Manage hierarchies page, you will be able to view the current hierarchy and any other previously created hierarchies.

There are two ways to create or edit a hierarchy. You can use the Export/Import hierarchy function (described in a separate video) or within T Analyst. We’ll cover this second method in this video.

To create a new cost centre hierarchy select Add. Enter a name for the hierarchy, choose if you would like it public or private and select to start with a blank hierarchy or a copy of an existing one.

Starting with a copy is helpful if you are going through a structural change within your business, enabling you to make changes to the current cost centre structure while also keeping a copy of the historical setup.

In this example, we are starting with a blank hierarchy. Click on Create. You will be taken back to the Manage hierarchies page. To start building out the cost centres, select the Cost centre tab.

The basic cost centre structure is displayed. By default, T Analyst uses the term Corporate for the top of the structure from which all the cost centres will branch. You can use this term or rename it to something specific to your organisation, such as Head office. The only cost centre underneath the top level is currently ‘Unallocated’. We will update this shortly.

To edit the top level name select Edit. Here you can update the name, add a general ledger code and add up to two descriptions if desired. Select Save. Your changes will be reflected in the display.

To add cost centres under the top level, ensure the top level is selected and click Add cost centre. Add your cost centre names, GL codes and descriptions for each cost centre and select Save. You have now added the first level to your Cost centre structure.

To add further cost centres at lower levels, select and highlight that cost centre before adding new ones. Note only names and GL codes will be displayed on this page. You can continue to add or remove cost centres until your structure is satisfactory.

[Text on screen] Part two: Assigning accounts to cost centres

[Narrator] You need to assign accounts to cost centres before you can assign services.

To assign your accounts to the hierarchy, you go to the Setup tab, Hierarchies, Manage accounts and services.

From the Hierarchy dropdown, select the hierarchy you wish to work on, then Accounts from the Display dropdown.

Now you will be able to view all accounts available to copy into the hierarchy and their current pathways.

Select either all or any specific accounts you wish to copy into your structure using the selection squares. The More option can be used to search for specific accounts.

Once you have selected the account or accounts you wish to assign, select Move Account.

From the pop-up, use the dropdown or search option to select the cost centre you  wish to place the accounts in and click OK, then Save in the confirmation box. You will now be able to view the new pathway for the accounts.

[Text on screen] Part three: Assigning services to cost centres

[Narrator] To assign your services to the cost centres, you go to the Setup tab, Hierarchies, Manage accounts and services.

From the hierarchy dropdown, select the hierarchy you wish to work on, then Services from the Display dropdown.

You will now be able to view all services available to copy into the hierarchy and their current pathways.

The More option can be used to search for specific services or groups of services using the Match option of ‘exact’, ‘starts with’, or ‘contains’. 

Select either all or any specific accounts you wish to copy into your structure using the selection squares and select Move services.

Once you have selected Move from the pop-up, use the dropdown or search option to select the cost centre you wish to place the accounts in and click Save.

You will now see the pathway has changed to the selected cost centre.

There is also the option to split the services between more than one cost centre.

Select the service that you wish to split, enter the split percentage and the cost centres you wish to add the service to. Select Save and now you will be able to view the new cost centres and the percentage of the service that has been assigned to each cost centre. Continue through your services to complete assigning each to a cost centre level.

Be aware that if you place them on a cost centre lower than the corporate level that you will only be able to assign the services from that account down that specific branch.

On the dashboard, there’s a quick link to view your unallocated services.

To know more, visit www.telstra.com.au/business-enterprise/support

[TEXT ON SCREEN: T Analyst]

NARRATOR : Export hierarchy from T Analyst

To export a hierarchy from T Analyst from the home page, select the Setup tab. From the Setup page, select Manage Hierarchies.

At the top of the page, you will see the options to Import and Export hierarchy. Select the hierarchy that you would like to export. Select Export Hierarchy.

In the Export Hierarchy window, you’ll see the options to export the hierarchy in different formats. If you are exporting a hierarchy to make changes and upload it back into T Analyst, then you must always select CSV for import. If you need to export the hierarchy for other purposes, select More for further options.

Next, select which elements you would like to download: Cost centres, accounts and services, Cost centres and accounts, or Cost centres. Select OK to download. The file will appear in your downloads. You can now open it in Microsoft Excel and start making your changes.

[TEXT ON SCREEN: T Analyst]

NARRATOR : Upload a Hierarchy to T Analyst

To import a hierarchy to T Analyst from the home page, select the Setup tab.

From the Setup page, select Manage Hierarchies. At the top of the page, you will see the options to Import and Export hierarchy. Select Import Hierarchy. Give your new hierarchy a name and then select a CSV file to import.

Select the hierarchy that you would like to import. Once you have selected Import, the file will be validated. Select OK to continue processing the hierarchy. Progress of the file import will be displayed near the top of the page.

Once the load has completed, you'll be able to see if it has been imported successfully or if it has failed.

Selecting the import log will take you to the Change log page which will display any errors or warnings. You’ll see in the Issue column a brief description for each error message or warning, to help you identify where the error is in your CSV file. The Line column gives you further information about where the error is.

The file will always upload as a private file. To change it to public, check the hierarchy is selected, then select Edit.

To set up a hierarchy as the master, it must be public. Once you've made the changes, select Save. Hierarchy is ready to use.

[TEXT ON SCREEN: T Analyst]

NARRATOR : Troubleshooting validation errors in hierarchy import.

After completing the hierarchy upload, the file is validated before it is imported. If the file has one or more errors, you will receive a message “Import cannot proceed”.

This example displays “Type field is required”. Select OK.

Any errors in the hierarchy will need to be fixed before attempting to load again. Check all entries in the “Type” column as advised in the error message. Find and rectify the incorrect data. Save and import again.

The most common errors received are “Value is not valid – Type" and “Type field is required”.

“Type field is required” means one or more fields are blank. Fields must contain either Cost centre, Account or Service.

“Value is not valid – Type" means there is a space or spelling error in the Type column. It’s easiest to copy and paste this field when adding rows. Fields must contain either Cost centre, Account or Service.