TELCOware Administration Manual Bicom Systems

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2 I Table of Contents Part I Introduction 1 Part II Setup Wizard 1 1 EULA Server... Details 2 3 Administrator... Details 3 4 Licensing Currency Payment... Methods 6 7 Payment... Settings 7 8 Company... Details 8 9 Bank... Account 9 10 Taxes Telephony... Switch Measurement... Units Date/Ttime... format Web... Template SMTP... Configuration CRM... Configuration Confirm Part III Configuring TELCOware 1 Login... to the Administrator GUI 20 2 Company... Contact and Bank Account Details 21 3 Website... Content 23 Hom e My Account New Account... Registration Message 25 Allow /Disallow... New Account Registration 26 Unsupported... Domains 27 Shop Product &... Services 27 Phone Lines IP Phones Call Credit Shop page Add... PBXware Switch 35 5 Create... Service Plan 36

3 Contents II 6 Create... Packages 37 7 Subscribe... To Service 38

4 1 1 Introduction Assuming that TELCOware is already installed and accessible over a known URL or IP address, this setup guide covers in detail all steps required from the Setup Wizard to make it fully working and operational, including a brief explanation of how to configure TELCOware for telephony services and recurrent telephony billing. There are few steps to be completed before generating recurrent invoices for the first time. In these steps we will configure several applications to complete this task, theincluding setting products and services as well as the shopping cart. The shopping cart allows customer to buy telephony service. Also, this guide covers steps about how easily to integrate TELCOware with PBXware and provision telephony service. 2 Setup Wizard Setup Wizard is designed to collect essential data in order to get TELCOware up and running. After the setup wizard has finished, the system should be fully licensed, fully operational, and ready for use. In order to login to the setup wizard, please point your browser to the TELCOware IP address, for example NOTE: Make sure to use https and port EULA EULA (end user license agreement) is the first setup wizard step. Please read the EULA. If you agree with the end user license agreement, type I agree and click on the Confirm button to proceed. If you do not agree with the EULA, please remove the installation media, remove the system software, and return the issued license.

5 Setup Wizard Server Details These are system and network fields necessary for proper system operation. Root Password (field): TELCOware prompts for this password during the system/ssh login and when accessing system services through the interface; for example, when you want to update the system. Confirm Password (field): Re-type the root password entered in the field above. Timezone (select box): Select the appropriate time zone where TELCOware is located. Hostname (field): The name given to the machine that will identify the system on the network, for example: mainhost. Default URL (field): Enter the default domain name for TELCOware, for example:

6 3 2.3 Administrator Details Provide details of the user who will administer TELCOware. These values are used to login to the TELCOware GUI. (field): Provide a valid address, make sure you enter the address correctly. This address is used as a username for logging into the TELCOware GUI. Password (field): Provide the password that is used for logging into the system Confirm Password (field): Re-type the password entered in the field above.

7 Setup Wizard Licensing Licensing allows you to enter a valid non-active license and displays the MAC address with which the license will be valid. If the system has more than one network adapter, all found MACs will be shown for selection. Licence Type (select box): By default, the only option available and selected is Requested License. License Number (field): Enter the TELCOware license number. Example: C1B3X2B1 MAC (radio box): If there is just one MAC address, it will be selected already. If there is more than one MAC address present, select the appropriate one. NOTE: The system must have access to a fully operational Internet connection in order to be licensed. Click Next to register TELCOware.

8 5 2.5 Currency Default currency settings are defined here. Use one of the predefined currencies or setup your own currency. Select predefined currency (select box): Select a default TELCOware currency from the predefined currencies. Available currencies Canadian dollar Euro Pound sterling United States dollar or enter currency details (group): Use this to add a custom currency if required. The added custom currency will become the default system currency. Name (field): Enter a name for the custom currency.

9 Setup Wizard 6 Code (field): Enter the custom currency code. Symbol (field): Enter the custom currency symbol. Position (radio box): Define currency symbol in regard to the value, example Left $ 0.00 or Right 0.00 $ 2.6 Payment Methods Define the allowed types of payments and allowed credit/debit cards. Select payment types you want to allow in shop: Click on the check boxes for the corresponding payment method that you want to accept in the shopping cart. Select type of credit/debit cards you want to accept: Click on the check boxes for credit/debit cards you accept to be used for payments with PayPal, Moneybookers, LinkPoint, Authorize.net or Payflow pro.

10 7 2.7 Payment Settings PayPal Account (field): Enter your PayPal account address. PayPal currency (select box): Select your PayPal account default currency. PayPal Test mode (check box): Check this box if you would like to test TELCOware with PayPal. The transaction executed will be only for testing purposes. PayPal header background color (field): It is possible to change the PayPal header background color: enter the hexadecimal color value, for example: red FF0000.

11 Setup Wizard 2.8 Company Details Enter company details here. Name (field): Enter company name. Address (field): Enter company address. Country (select box): Select the appropriate country. State (select box): If applicable for the selected country, select the appropriate state. City (select box): If applicable for the selected country and state, select the appropriate city. Post Code/Zip (field): Enter the post code/zip code. 8

12 9 Telephone (field): Enter a telephone number. Fax (field): Enter a fax number. (field): Enter an address. 2.9 Bank Account Enter the company bank account details. Bank Name (field): Enter the company bank name. Bank Address (field): Enter the bank address. Bank Address 2 (field):

13 Setup Wizard If required, use this field to enter additional bank address details. Country (select box): Select the appropriate bank country. State (select box): If applicable for the selected country, select the appropriate bank state. City (select box): If applicable for the selected country and state, select the appropriate bank city. Bank Post Code/Zip (field): Enter the bank post code/zip code. Account Name (field): Enter the company account name. Account no (field): Enter the company bank account number. Sort code (field): Enter the company bank sort code. Swift number (field): Enter the company swift number. IBAN (field): Enter the company bank IBAN code. Additional Instructions (field): If required, enter additional bank account details here. 10

14 Taxes Define taxes for services and products as per your company physical location or presence. If your company is not part of the European Union or the USA, you should select the 'Nothing above. I will add taxes later.' option.

15 Setup Wizard Telephony Switch Connect TELCOware with a telephony switch. If you need to add more telephony switches, login to the TELCOware GUI after you finish the setup wizard and add more. PBX name (field): Enter the PBXware name. Host (field): Enter the PBX host address, for example pbxware.bicomsystems.com. PBXware API Key (field): Ask the PBXware administrator for the API key and enter it into this field.

16 Measurement Units Define your TELCOware measurement unit which will be used for defining shipping packages sizes. Measurement units (select box): Select one of the available measurement units. Available units: Metric units USA units UK units

17 Setup Wizard 2.13 Date/Ttime format Define your date and time format settings. Date format (select box): Select one of the available date formats. Time format (select box): 14

18 15 Select one of the available time formats Web Template Template name (select box): Select one template from the list of available templates. Template color (select box): Select one of the color available for the selected template. Logo image (select box): Choose and upload your company logo image. or Logo text: Type in text instead of using logo image. Site slogan:

19 Setup Wizard 16 Enter your company slogan. Slogan color: Choose a color for your company slogan. Template preview: Preview of the selected template SMTP Configuration If you are not sure about below settings, please contact your ISP to find out what SMTP server details are. SMTP address (field): Enter your SMTP server address. Example: mail.yourdomain.com SMTP port (field): Enter your SMTP port. Example: 25 Authentication (radio box): Chose if the authentication is required for your SMTP.

20 17 Username (field): Enter username. Password (field): Enter password. Use Start TLS (radio box): Chose if you want to use Start TLS: 2.16 CRM Configuration Fetch (radio box): Choose if you want to use Fetch which is used to retrieve from a remote POP3, IMAP. Server Address (field): Enter server address. Example: mail.yourdomain.com. Read Protocol (select box): Select protocol, IMAP or POP.

21 Setup Wizard 18 Keep Messages On Server (radio box): Choose if you want allow server to keep messages after being downloaded by your client. Use SSL (radio box): Choose if SSL should be used, On or Off. CRM Receive Port (field): Receiving port for CRM, default Sent to SMTP Port (field): Sending port for messages, default CRM Projects: Project Name (field): Enter project name. address (field): Enter project address. received to the specified project address will automatically create a new task in that project. Password (field): Enter password for the address entered in project address. Billing project (radio box): Select which of the available project on the list will be actually system billing project.

22 Confirm Finally, the confirmation step allows for all values to be revised and to either finish the wizard or start all over from the beginning. If the Confirm and finalize button is clicked, the setup wizard will finish and the browser will be redirected to the system GUI login screen. Repeat the wizard (button): All provided details will be reset and started again from step one. Click this button to repeat the wizard. Confirm and finalize (button): All provided details will be applied and the setup wizard will redirect to the TELCOware login screen. Confirm the date provided in the setup wizard and finalize the installation.

23 Setup Wizard 3 Configuring TELCOware Login to the Administrator GUI Company Details and Bank Account Details Website Content Add PBXware Switch Create Service Plan Create Packages Subscribe To Service Login to the Administrator GUI In order to login into the Administrator GUI, point your browser to: IPADDRESS/admin/ For example: or your website domain name, for example:

24 Company Contact and Bank Account Details Although the company and bank account details are collected during the TELCOware Setup Wizard, make sure to check for valid company and bank account details because these will be used when your clients contact you and when they make payment for services and products that you sell. 1. Click on the Contacts tab in the top navigation menu. If you just installed TELCOware and passed trough the Setup Wizard, here you'll see only one line with the company and bank account details. 2. Click on the Edit button on the right side to edit company and bank account details.

25 Configuring TELCOware Check the entered details and make changes if required. For description of fields, select the boxes or radio boxes. Please refer to our TELCOware Administration Manual. 4. Click on the Save changes button when you finish. 5. On your website check the contact page content. The following image shows the default TELCOware website design and Contact us page with company contact details.

26 Website Content Once installed, after the Setup Wizard has been completed, TELCOware is up and running but needs some website content to be filled in. There are already four web pages created and displayed on the website. This TELCOware Setup Guide will help you to configure the following web pages: - Home - My Account - Shop Home The Home page can contain anything but the most common content we encounter on websites each day as we surf the internet. This is something like a welcome message or advertisement for products and services sold on the website. 1. Click on the CMS tab in the top navigation menu. By default, the Home page is already selected and there is already one content block which contains the simple text: Welcome To TELCOware, which is already displayed on the website home page. 2. Click on the Edit button in the content block to edit the already existing content.

27 Configuring TELCOware You can change the content using the HTML editor, but usually it is easier to change the content via the content editor. Click on the Edit via editor button at the bottom. 4. The content editor provides all the tools needed for content formatting. 5. Fill in your content and make it look the way you want. 6. Click on the Save icon at the top of the content editor. The content editor window will close. 7. Click on the Save changes button at the bottom of the HTML editor. 8. The following image shows the Home page content box filled with content.

28 25 9. The following image shows the Home page on the website with the content My Account By default, My Account page on the website is ready for new account registration with the default account settings. However, if required, these are common things that are adjusted according to the needs of the TELCOware owner: - New Account Registration Message - Allow/Disallow New Account Registration - Unsupported Domains New Account Registration Message A new account registration message may be useful to attract interested and potential buyers to register. 1. Click on the Accounts tab in the top navigation menu then click on Settings in the left navigation menu.

29 Configuring TELCOware Enter a message into the New Account field, for example: Register TODAY and get a 5% discount for all orders!!! 3. Click on the Save button. 4. The following image shows the My Account page on the website with the new account message Allow/Disallow New Account Registration 1. Click on the Accounts tab in the top navigation menu then click on Settings in the left navigation menu. 2. By default, new account registration is allowed. If you want to disallow new account registration, click on the Hide New Account button check box and click on the Save button. 3. When new account registration is disallowed, the New Account button will disappear from the My Account page on the website, only already existing accounts (registered user) will be able to login to their account page as shown in the following image.

30 Unsupported Domains Sometimes the administrator wants to disallow registration of new accounts with addresses using a particular domain name, such as free addresses from hotmail.com, yahoo.com, google.com, etc. 1. Click on the Accounts tab in the top navigation menu, then click on Settings in the left navigation menu. 2. Enter the domain names that you want to disallow from being used as the account address when a new user tries to register a new account, for example: hotmail. com, google.com. Make sure to enter a comma after each domain name and click on the Save button Shop This TELCOware Setup Guide will help you to configure basic content for the Shop page to display few products and services on the website. By default the TELCOware Product and Services application contains the data you can adapt to your needs and requirements. Also, already existing data is displayed on the Shop page on the website by default, as shown in the following picture. Product & Services Check out how to configure product and services items that are most common in the shopping cart (on Shop page): Shop page Once product and services items are created, decide which to display on the Shop page on your website Product & Services Check out how configure product and services items that are most common in the shopping cart (on Shop page): - Phone Lines - IP Phones - Call Credit Phone Lines 1. Click on the Products & Services tab in the top navigation menu. 2. Click on the + sign left of the directory icon to expand the Business Phone Lines directory, then click on the bizline item.

31 Configuring TELCOware When you edit the bizline item, there will be a warning message saying that the product (item) does not have a price set. Click on the Pricing & Ordering button. 4. When the Pricing & Ordering pop-up window appears, click on the New price button to add a new price for this product (item). 5. Price pop-up window. Cost price: Enter your purchase price. Min price: Enter your minimum selling price. This will prevent you from selling the product to your customers for a price lower than your purchase price when you set other price types and price discounts or referral commissions. Net profit: This calculates how much is the net profit. End user group Price: Enter end user price. The minimum price for end users or any other type of user is the price set in the Min. price field above. Referral Commission: This field is used if you want to calculate the referral commission for the end user price. Net profit: This calculates the net profit after the referral commission is applied. Setup fee: Enter your setup fee price here. Quantity: By default, the minimum quantity is set to 1 and the maximum quantity is set to 5 for this type of product. In this example, we changed that to unlimited. You should set whatever is appropriate for you. Show price: By default, this is set to the Show price radio box. This means that the price will be shown on the website to all visitors.

32 29 Account discount: By default, this box is checked. This means that if there is a discount created it will apply to end users. 6. If required, click on the Show other price types button to enter prices for other user types (Commercial, Public Sector, Reseller, Wholesale, Distributor). Please note that you can also create your own user type. 7. Click on the Save changes button. PLEASE NOTE: You can repeat the above for the voipline item in the Residential Phone Lines directory or any other item that you create/add into both directories.

33 Configuring TELCOware IP Phones 1. Click on the Products & Services tab in the top navigation menu. 2. Click on the + sign left of the directory icon to expand the IP Phones directory, then the Cisco directory, then click on the Cisco 7940G item. 3. When you edit the Cisco 7940G item, there will be a warning message saying that the product (item) does not have a price set. Click on the Pricing & Ordering button. 4. When the Pricing & Ordering pop up window appears, click on the New price button to add a new price for this product (item). 5. Price pop up window. Cost price: Enter your purchase price. Min price: Enter your minimum selling price. This will prevent you from selling the product to your customers for a price lower than your purchase price when you set other price types and price discounts or referral commissions. Net profit: This calculates how much is the net profit. End user group Price: Enter end user price. Minimum price for end user or any other type of user is the price set in the Min. price field above. Referral Commission: This field is used if you wan to in calculate referral commission for the end user price. Net profit: This only calculates how much is the net profit after referral commission is applied. Setup fee: Enter your setup fee price here. Quantity: By default minimum quantity is set to 1 and maximum quantity to 5 for this type of product, in this example we changed that to unlimited. You should set whatever is

34 31 appropriate for you. Show price: By default this is set to Show price radio box, it means that the price will be shown on the website to all visitors. Account discount: By default this box is checked, that means if there is a discount created it will apply to the end users. 6. If required click on Show other price types button to enter prices for other user types (Commercial, Public Sector, Reseller, Wholesale, Distributor). Please note that you can also create your own user type. 7. Click on Save changes button.

35 Configuring TELCOware 32 PLEASE NOTE: You can repeat above, create and add new item into Call Credits directory Call Credit 1. Click on Products & Services tab in the top navigation menu. 2. Click on Add new Item button. 3. Enter name and select category for the new item. Name: Enter a name for the new item, example Call Credit 1. Category: Select Call Credits category for the new item. 4. Click on Save changes button. 5. When the item is created there will be a warning message saying that product (item) does not have price and tax set. Click on Taxes button. 6. Make sure to select appropriate taxes settings for your item and click on Save changes button. 7. Click on Pricing & Ordering button. 8. When Pricing & Ordering pop up window appear click on New price button to add a new price for this product (item). 9. Price pop up window.

36 33 Cost price: Enter your purchase price. Min price: Enter your minimum selling price. This will prevent you selling the product to your customers for the price lower than your purchase price when you set other price types and price discounts or referral commissions. Net profit: This only calculates how much is the net profit. End user group Price: Enter end user price. Minimum price for end user or any other type of user is the price set in the Min. price field above. Referral Commission: This field is used if you wan to in calculate referral commission for the end user price. Net profit: This only calculates how much is the net profit after referral commission is applied. Setup fee: Enter your setup fee price here. Quantity: By default minimum quantity is set to 1 and maximum quantity to 5 for this type of product, in this example we changed that to unlimited. You should set whatever is appropriate for you. Show price: By default this is set to Show price radio box, it means that the price will be shown on the website to all visitors. Account discount: By default this box is checked, that means if there is a discount created it will apply to the end users. 6. If required click on Show other price types button to enter prices for other user types (Commercial, Public Sector, Reseller, Wholesale, Distributor). Please note that you can also create your own user type.

37 Configuring TELCOware Click on Save changes button. PLEASE NOTE: You can repeat above, create and add new item into Call Credits directory Shop page As mentioned previously, TELCOware comes with already existing data in the Product & Services application in the form of categories and items; therefore, after you finish managing products and services, you should make only these items displayed on the Shop page on the website. 1. Click on the CMS tab in the top navigation menu and select the Shop page. Once the Shop page content box is displayed, click on the Edit button.

38 35 2. Make sure to select categories containing items you want to display on the Shop page on the website and click on the Save changes button. 3. The following image shows items displayed on the SOP page on the website. 3.4 Add PBXware Switch 1. Click on the Billing tab in the top navigation menu, then on Telephony: PBX Switches in the left navigation menu. 2. Click on the Add button and fill in the required details, then click on the Save button.

39 Configuring TELCOware 36 PBX name: Enter the PBXware switch name, for example Bicom Systems Demo PBXware. Host: Enter the host for the PBXware switch. PBXware API Key: Make sure to obtain a valid API Key from the PBXware switch administrator, then enter the API key in this field. Enable: Make sure this box is checked if you want to enable this PBXware switch for use. 3.5 Create Service Plan 1. Click on the Billing tab in top navigation menu, then on Subscriptions: Service Plans in the left navigation menu. 2. Click on the Add Service Plan button, fill in the required details, then click on Save button. Name: (field) Enter a name for the new service plan, for example: End User Plan. Euro: (select box) Select one of the available service plans, for example: Standard. Available service plans

40 37 are located in PBXware. US Dollar: (select box) Select one of the available service plans, for example: Standard. Available service plans are located in PBXware. 3. Click on the Save button to finish. 3.6 Create Packages 1. Click on the Billing tab in top navigation menu, then on Subscriptions: Packages in the left navigation menu. 2. Click on the Add Package button, fill in the required details, then click on the Save button. Package Name: (field) Enter the package name, for example: End User Standard. Description: (button) Click on the Description button, a pop up window will appear, enter some description for the package, then click on the save icon. Service plan: (select box) Select a Service Plan, for example: End User Plan. See here how to Create a Service Plan.

41 Configuring TELCOware 38 Recurrent service charges Click on the Add Item button, browse through the pop-up window to find and add the appropriate item, for example: Directory: Residential Phone Lines / Item: voipline. 3. Click on the Save button to finish. 3.7 Subscribe To Service 1. Click on the Accounts tab in the top navigation menu. 2. Click on the account name or the edit button to edit an account in order to subscribe that account to available services. 3. Navigate to Subscription Services in the left navigation menu, then click on the Add button.

42 39 4. Fill in the required details. Package (select box): Select a package, for example: End User Standard. See here how to Create Package. Telephony Switch (select box): Enter the telephony number you want assign to the edited account and click on the button. Start date (select box): Select start date for the package. Custom Service Plan (select box): Select custom service plan if available. Create subscription invoice (radio box): Check if a subscription invoice needs to be created, yes or no. Charge Subscription Setup Fee (radio box): Check if a subscription setup fee is included, yes or no. New tel. number (field): Click on the plus sign to add one or more telephony number with this subscription. 5. Click on the Save button to finish. 6. The following image shows the newly created package.