Systems and methods for telecommunication expense management
Systems and Methods for telecommunication expense management are provided. A distributed platform including a user support site, multiple user databases and customized user applications is provided to enable organizations to better manage their telecommunication services and expenses. In an embodiment, a method for electronically processing telecommunication invoices includes importing the telecommunication invoices, extracting elements from the imported invoices and performing reasonability tests on the imported invoices. The reasonability test includes conducting an automated comparison against established criteria that may be customized by users. The method includes generating one or more interactive reports that enable an organization to effectively manage its telecommunication services.
1. A method for electronically processing telecommunications invoices from one or more vendors using a computing device deployed in a distributed computing environment, comprising the steps of:
(a) importing a plurality of telecommunications invoices into the computing device, where each invoice is formatted in a vendor specific format;
(b) extracting elements from the imported telecommunications invoices by the computing device by applying a set of vendor mapping rules to vendor specific nomenclature for elements to transform the vendor specific nomenclature to categories that are comparable;
(c) importing information relating to cost centers from one or more human resource systems into the computing device;
(d) correlating the information relating to cost centers with the extracted elements from the imported telecommunications invoices by the computing device;
(e) evaluating the telecommunication invoices by the computing device on an element basis against established criteria and determining whether a cost center associated with an element among the extracted elements is active; and
(f) generating a report by the computing device that identifies at least one element billing exception.
2. The method of claim 1 , wherein an element is an individual charge at its smallest component available on the telecommunications invoices.
3. The method of claim 1 , further comprising the step of performing an initial invoice check by the computing device, wherein a total sum of line item charges is compared to the invoice total of a received invoice.
4. The method of claim 1 , further comprising the step of displaying the report that identifies the at least one element billing exception by the computing device.
5. The method of claim 4 , further comprising the step of displaying details regarding the at least one element billing exception upon receiving a request for more information relating to the at least one element billing exception by the computing device.
6. The method of claim 5 , wherein the displayed report includes USOC codes and the USOC description for selected line item charges.
7. The method of claim 1 , further comprising the step of changing an exception status of the at least one element billing exception by the computing device upon receiving a request to change the element billing exception status.
8. The method of claim 1 , further comprising the step of paying a telecommunication invoice and allocating costs to cost centers.
9. A system for electronically processing telecommunications invoices from one or more vendors with a computing device deployed in a distributed computing environment, comprising:
a user database deployed in the distributed computing environment and configured to store extracted elements from telecommunications invoices wherein each telecommunications invoice is formatted in a vendor specific format;
a mapping interface on the computing device coupled to the user database configured to apply vendor mapping rules to vendor specific nomenclature to transform the vendor specific nomenclature to categories that are comparable;
a human resources interface on the computing device coupled to the user database, the human resources interface configured to correlate information relating to cost centers with the extracted elements from telecommunications invoices;
an invoice analyzer module on the computing device configured to determine whether a cost center associated with an element among the extracted elements is active; and
a display that presents information related to element billing exceptions, wherein upon a request from a user the display provides additional information related to an element billing exception.
10. The system of claim 9 , further comprising a user interface coupled to the user database that permits a user to customize billing exception criteria.
11. The system of claim 9 , wherein the information relating to cost centers includes whether an employee is active.
12. The system of claim 9 , further comprising an accounts processing interface on the computing device that is configured to transmit payment decisions related to the telecommunication invoices to an account processing system.
13. The system of claim 9 , further comprising computer readable program code executing on the computing device that provides trend analysis of invoices received.
14. The system of claim 9 , wherein the correlating of information relating to cost centers with the extracted elements from telecommunications invoices includes determining whether the number of telecommunication minutes billed is correct.
15. The system of claim 9 , further comprising computer readable program code executing on the computing device that generates comparable reports for circuit mappings.