Typically, billing automatically logs E-Rate utilization for an FRN by evaluating the assigning eligible services and features. Users assigned the Product Catalog Admin role with Manage E-Rate permission can manually log utilization if product/service associations were not configured prior to billing, or when manual corrections are needed. From the details view, click Log Utilization. This displays the Log Utilization dialog with the selected FRN pre-populated. The following information is required:
Account Number – This must be a valid account number in the IDI solution.
Invoice Number – An invoice number (or Next Invoice) must be selected to let the system know what 474 file that the manual utilization should be included in. You can select from historical invoices (in the case that the 474 file for that bill period has not yet been sent), or the Next Invoice option can be selected to include the manual utilization in the file for the next bill period. The invoice number selected is not reflective of timeframe when the utilization occurred. Any information on when the utilization occurred can be entered in the Description.
Note:
This field is disabled until a service is selected.
Service Number – This must be a valid service number for the specified account.
Frequency – Manual Utilization records should have ONE-TIME as the frequency. The system defaults this to ONE-TIME, but it can be changed to MONTHLY in the case that a historical invoice was selected. If the utilization is set for Next Invoice, this value cannot be changed.
Eligible Charges – Actual charges for eligible utilization before reimbursement.
Date – The Date is used as the Ship Date on the utilization record in the 474 file. This value defaults based on the value selected for Invoice Number. The default value is the Bill Period End Date – 1 day plus the offset number of days from the Bill Cycle’s configuration
E-Rate Amount – Amount to be reimbursed by USAC. This amount cannot exceed:
Remaining Amount for the FRN
Eligible Charges * E-Rate Funding Percentage
The Description field lets you enter information to support auditing such as month and year or invoice number the manual entry applies to. The description text is also available when using the E-Rate Utilization Manually Created trigger so it can be incorporated with the Create Adjustment action to set the adjustment date.
On saving, the remaining amount is reduced by the specified E-Rate amount.
Manually logging utilization creates an audit log entry with all utilization properties as described above, the User ID that created the entry, and the Created On date.
Note
You can set up workflow automation when E-Rate utilization is manually logged via the E-Rate Utilization Manually Created trigger. Logging utilization creates an audit log entry. For details refer to the article on Managing E-Rate in the IDI Knowledge Center.
View Utilization Options
You can do this from the Details page for a specific FRN or from the E-Rate Funding page. When you navigate from the Details page, the usage for that specific FRN is listed by default. When you navigate from the E-Rate Funding page you’ll see the usage for all FRNs for all time (no date range). In either case you can use the Search functionality to display utilization for a specific FRN and/or date range. See Viewing and Managing Utilization.