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How to Import a Phone Bill

For Coaches:

Your Compliance Office or on-campus system administrator has access to Import Phone Logs to monitor phone calls and text messages made by coaches. Contact your Compliance Office if you would like to begin uploading phone bills.

 

For Compliance:

Our Phone Bill Import tool allows Compliance users to retroactively monitor phone calls and text messages between coaches and recruits! To begin importing phone bills, email helpdesk@acsathletics.com with an attached example of your phone bill for us to review. Based on the formatting of the phone bill you send us, we may need to generate a personalized excel macro to format your spreadsheet. 

 

Phone Import Tool Formatting Instructions

1. Create a new spreadsheet with the following Column Headers:

  • Coach Phone
  • Date
  • Time – only create this column if date and time are in separate columns in the original phone call spreadsheet
  • Number Dialed
  • Minutes
  • Seconds – only create this column if the original phone call spreadsheet breaks the calls into 2 columns of minutes and seconds
  • Call Type
  • Called From

2. Enter each coach's phone number into the Coach Phone column for each call that was made. The entire phone number must be in each field, including area code. It does not have to be formatted with parenthesis around the area code and dashes between the numbers.

3. Enter the date and time for each call that was made into the Date and Time columns. If the date and time are in one column, it must be formatted as follows: 4/25/16 1:00 PM. To format the cells:

  • Highlight the date cells
  • Right-click and select Format Cells
  • Select Date from the category list
  • Select 4/25/16 1:00 PM from the type list
  • Click OK

If date and time are in separate columns, the date column must be formatted as 4/25/2016. Follow instructions above for formatting the date field but select *4/25/2016 from the Type list. 

The time fields, if separate from the date fields, must have AM or PM to denote when the call was made. The system will also import military time. 

4. Enter the numbers that the coach dialed into the Number Dialed column. The entire phone number must be in each field, including area code. It does not have to be formatted with parenthesis around the area code and dashes between the numbers. 

5. Enter the duration of each call into the Minutes column and Seconds column, if necessary. 

6. Enter "Phone Call" or "Text Message" for each call into the Call Type column, depending on what type of call it was. 

7. Enter "Mobile Phone" or "Office" for each into the Called From column, depending on where the coach made the call from. 

8. The spreadsheet is now formatted and ready for import. It should look similar to the screenshot below:

 

9. If the Date and Time columns are separate, save the file as a Microsoft Excel Workbook. To Do this:

  • Click on the File menu in the upper left corner
  • Select "Save As"
  • Select "Microsoft Excel Workbook" from the "Save as type" dropdown menu

10. If the date and time are in one combined column, save the file as a CSV (Comma Delimited) file. To do this:

  • Click on the File menu in the upper left corner
  • Select "Save As"
  • Select "CSV (Comma delimited)" from the "Save as type" dropdown menu

 

 

Steps to upload Phone Bill into Microsoft Excel Macro (If necessary):

1. Save the macro file to your computer

2. Open the macro file

3. Click Enable Macros when prompted by Microsoft Excel

4. Click the Format button (displayed in the middle of the Microsoft Excel document)

5. select your Phone Bill on your computer 

6. Click Open

  • Note: The Macro will reformat your phone bill for the Phone Bill Import tool

7. Select All cells of the newly formatted Excel Document

8. Copy entire spreadsheet

9. Open a new Excel Document

10. Paste the formatted results from the macro into a new Excel document

11. Save the new Excel file to your computer

12. Import the new Excel document into ACS with the steps below

 

Steps to import phone bill into ACS:

  1. Hover over the Compliance tab
  2. Click on Import Phone Log
  3. For dropdown titled "What type of data are you importing?", select Importing a Phone Bill
  4. Next to "Select File:", Click Choose File
  5. Select to open the phone log excel document from your computer
  6. Click Open
  7. Click Upload New Import Log
  8. Map column headers as necessary
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